Privacy Policy

1. Introduction

This Privacy Policy describes how the Discord bot Evamix (hereinafter "the Service") collects, uses, and protects your personal data. We are committed to protecting your privacy and complying with the General Data Protection Regulation (GDPR).

2. Data Collected

The Service collects the following data in the course of its operation:

2.1. Discord User Data

2.2. Poll Data

• User votes: availability choices (Registered, Present, Maybe, Not available) for each session
• Match information: date, type (competition/training), room, opposing team, status (planned/completed/cancelled)
• Time sessions: time slots proposed for each match
• Cross-server data: opponent server ID (for mirror polls), associated mirror poll ID
• Match requests: match invitations between servers (status: pending/accepted/rejected), request message ID

2.3. Configuration Data

• Rooms: name, EVA identifier, address, phone, email (optional), automatically synchronized from eva.gg
• Teams: name, tag, server team, associated Discord server ID, status (active/archived/on break)
• Slot preferences: preferred days of the week and times of day for each team
• Server preferences: server language (French/English), roles (team, manager), configured channels (polls, match requests)

2.4. Notification Data

• History of sent notifications (to avoid duplicates)
• History of sent match reminders (24h and 1h before)
• Notification types: response reminders, match reminders, match creation/cancellation notifications, match request notifications

2.5. Website Data

• Contact form: name, Discord ID, subject, message (transmitted to bot owner via Discord)
• Public statistics: number of matches, teams, rooms (displayed on homepage, no personal data)

3. Legal Basis for Processing

The processing of your personal data is based on:

• Your consent: by using the Service, you consent to the processing of your data for the bot's features
• Contract performance: data is necessary to provide the Service's features (creating polls, voting, notifications)
• Legitimate interest: improving the Service and managing notifications

4. Use of Data

Your data is used solely for:

• Creating and managing availability polls
• Synchronizing votes between mirror polls on different Discord servers
• Sending match invitations between teams and managing match requests
• Displaying vote results in Discord messages
• Sending notifications regarding polls (pending responses, match reminders, match creation/cancellation, request acceptance/rejection)
• Managing rooms and teams configured on the server with their slot preferences
• Personalizing the interface according to the server's language
• Processing contact form messages on the website

5. Data Storage

5.1. Location

All data is stored locally on the server hosting the bot and is persisted securely in SQLite databases:

• Rooms: practice rooms (synchronized from eva.gg)
• Teams: teams, server team, slot preferences
• Server preferences: language, roles, configured channels per server
• Notifications: history of sent notifications
• Matches: match polls, status (planned / completed / cancelled), votes and participants, match requests

5.2. Retention Period

• Matches and votes: stored on the server (vote identifiers, choices, display names shown in polls, cross-server data)
• Match requests: kept until resolution (acceptance/rejection) or manual deletion
• Notification history: kept for 30 days, then automatically deleted
• Configuration (rooms, teams, preferences, language): kept until manual deletion by an administrator or bot removal from server
• Contact form data: transmitted only to bot owner via Discord, not stored by the Service

6. Data Sharing

Your personal data is never shared with commercial third parties. Data is:

• Stored locally on the server hosting the bot
• Accessible only to Discord server administrators for managing rooms and teams
• Displayed in Discord server messages for poll results (visible to server members)
• Synchronized between servers: for cross-team matches, votes and match information are synchronized between mirror polls on both concerned Discord servers. Members of both servers can see the other team's votes in mirror polls.
• Contact form: contact form data (name, Discord ID, subject, message) is transmitted only to the bot owner via Discord and is not stored by the Service.

7. Notifications via Direct Messages

The Service may send you direct messages (DMs) on Discord to:

• Remind you to respond to a poll if you have not voted on all sessions (daily)
• Remind you of an upcoming match if you voted "Present" or "Registered" (24h and 1h before the match)
• Notify you when a new poll is created
• Notify you when a match is cancelled
• Notify managers when a match request is accepted or rejected

You can disable direct messages from Discord settings to no longer receive these notifications.

8. Your Rights

In accordance with GDPR, you have the following rights:

• Right of access: you can request to know what data we hold about you
• Right to rectification: you can request correction of inaccurate data
• Right to erasure: you can request deletion of your data
• Right to data portability: you can request to receive your data in a structured format
• Right to object: you can object to the processing of your data

To exercise these rights, contact the administrator of the Discord server where the bot is installed.

9. Data Security

We implement appropriate technical and organizational measures to protect your data:

• Secure local storage on the server in SQLite databases
• Restricted access to data (only through bot commands and Discord permissions)
• Automatic cleanup of old notifications (after 30 days)
• Automatic cleanup of teams from servers that removed the bot
• Secure synchronization of data between servers only for configured cross-team matches

10. Cookies and Similar Technologies

The Service does not use cookies or similar tracking technologies. All data is managed directly through the Discord API.

11. Changes to this Policy

We reserve the right to modify this Privacy Policy at any time. Changes will be published on this page with an update to the "Last updated" date.

12. Contact