Privacy Policy

Information we handle

• Discord identity and membership: user and server IDs, usernames, display names, server nicknames, avatars, guild rank, role and permission information, and membership status. Discord supplies information needed to verify access and display your profile.
• Guild and character records: character names, game, realm, class, specializations, professions, progression information you provide, main/alt status, availability, requested absences, raid assignments, signups, attendance, and notes.
• Applications and optional features: recruitment answers and reviews, trial outcomes, points or loot records, custom roles, and linked streaming accounts when those features are used.
• Bot interactions: commands, submissions, and Discord events needed for enabled features. Airi may read messages it can access to respond to configured phrases or count activity. Activity counting stores message, user, and server identifiers; those counts can remain after the original messages are deleted. Configured membership, nickname, moderation, and application notices may appear in Discord channels.
• Operational records: login sessions, roster revisions, action history, delivery records, errors, and service logs. Requests to our host and external services can disclose technical information such as IP address, browser information, and requested resources.

Please avoid including sensitive personal information in availability notes, applications, or other free-text fields. A simple “unavailable” is usually enough.

How information is used

We use information to verify membership and permissions, run recruitment and guild activities, manage characters and rosters, publish scheduled information to Discord, provide enabled bot features, and investigate errors or misuse. Airi checks Discord permissions before allowing officer actions. We do not need your Discord password; sign-in uses Discord authorization.

Who can see it

Authorized members can see the guild directory, character and availability information, and published roster information. Officers have additional planning, administration, recruitment, and review access. Do not treat information entered into shared guild tools as private to you.

Information published by Airi is visible to people who can access the destination Discord channel or thread. Hosting providers process data to run the services, and Discord processes information exchanged through its platform. Authorized administrators may access records for support, maintenance, or privacy requests. Information may also need to be disclosed to meet applicable legal obligations.

The public website uses Google Fonts, Discord-hosted profile images, and embedded YouTube content. Your browser connects to these providers when their resources load, and they handle those requests under their own policies: Discord Privacy Policy and Google Privacy Policy. Processing locations depend on our hosting and these providers and may be outside your country.

Cookies and browser storage

We use a secure, HTTP-only session cookie for member access, lasting up to 90 days since your last authenticated use and renewed when you use member tools. This keeps you signed in across browser visits. Temporary cookies support Discord authorization. Logging out removes the website session cookie and invalidates that session.

Featured raid pins and their minimized states are stored in your browser, keyed to your account. Browser storage may also contain raid summary details needed to display those pins. These preferences remain until you remove them or clear this site’s browser data; logging out does not automatically clear them. External media providers may use their own storage under their policies.

How long information is retained

Website sessions expire after 90 days without authenticated use. Each authenticated use renews that period. Expiration prevents further use; cleanup of expired database records can occur later.

Guild records, applications, attendance, action history, delivery records, and backups currently have no single automatic deletion period. Some membership information remains after a member leaves Discord, and removing a character or raid does not necessarily remove every historical copy, audit entry, backup, or Discord message.

Contact an officer to request removal of information that is no longer needed. Requests require review of the relevant live records, history, and Discord posts. Backups and records held by third-party services may require separate handling; an officer can explain any remaining copies or retention limits when responding. We cannot promise immediate deletion from every backup or another provider’s systems.

Your choices and privacy requests

You can edit your character information and availability through the member tools, delete characters using the available controls, log out, and clear the site’s browser data. For access to your information, corrections, or deletion beyond those controls, contact a House of Mantis officer through the guild Discord.

Contact the guild on Discord ↗

Ask to make a privacy request and arrange a private conversation with an officer. Include your Discord username or user ID and describe what you want accessed, corrected, or deleted. Do not send passwords, login links, or unnecessary sensitive details. We may verify that the account is yours before releasing or changing records. If you no longer have guild access, use the guild Discord link to reach leadership; requests for data held by Discord itself should also be directed to Discord.

Depending on applicable law, you may have additional rights, including restricting or objecting to processing, receiving a portable copy, withdrawing consent where it is used, or complaining to your local data protection authority. Officers will consider the rights and response requirements that apply to your request.

Policy updates

We will update this page when these practices change and revise the date above. Material changes affecting members will also be communicated through the website or guild Discord.