Community Bot Privacy Policy

San Diego Pokémon TCG + More Discord · Last updated October 11, 2026

The community bot (formerly Poke Bot) runs in the San Diego Pokémon TCG + More Discord server. It tracks restocks, builds community stats, posts release information and answers questions. This page explains what it collects and how that data is handled.

What the community bot collects

• Messages posted in the server's public channels (not staff channels): text, time, channel, and who posted. Edits are updated and deleted messages are deleted from the bot's records.
• Attachment details such as file name, type and size. The bot does not store image files.
• Member names (username, display name, nickname), used only to remove names before anything is analyzed or shared.
• Reactions to public posts (alerts included, never your own): member ID, message ID, emoji and time. Removed reactions stop counting. A current consecutive reaction-only period count is kept for staff while that streak continues.
• Private submissions you send through /report, /appeal or /contribute: your text, member IDs, time and any message link. Only the community team sees them. Staff case decisions and delivered warnings record the rule, evidence, reviewer and appeal outcome.
• #get-access posts, if your access pauses and you post there to get back in: your text, member ID and time. An AI model checks it's a genuine contribution, seeing only the text with member names removed. The post is shared publicly in #general under your name and removed from #get-access. A post with a link or a mention is not shared; one the AI doesn't accept, or a sale offer, goes only to the community team for review.
• Buy, sell and trade checks: for public messages that might be an offer, a record of the AI's verdict (message ID, member ID, kind of offer, confidence, and a one-line summary written with member names removed) and whether a reminder was sent.

How it's used

• To detect restock reports and build the restock board, hourly event updates and recaps.
• To answer questions in the server from community data.
• To help the community team welcome new members and recognize helpful ones (weekly shout-outs and roles are given by a person, not automatically), and to flag questions in #general that nobody answered.
• Suggestions sent with /suggest are stored and seen only by the community team.
• To measure participation for the access rule. Public messages and reactions to other members' public posts renew access. A post in #get-access (or a private /contribute submission) restores paused access. The rule begins with a public notice; no access is removed for inactivity during the first seven full days after that notice. New members start in #lobby and get access after helpful posts there. Within any five days, one public message, or reactions on posts by three different members, renews access for five more days. Members who opt out of activity tracking cannot access those channels once enforcement begins; they can resume tracking and post in #get-access to return.
• After the notice period, the bot uses those activity times to keep local restock channels available and send private reminders. Staff can correct mistakes. A manager may place a temporary review hold only after reviewing evidence of repeated bad-faith activity and delivering earlier private notices; members can appeal privately. Genuine reactions never cause a warning or hold.
• Private /report submissions about the same linked incident are grouped for staff. Report counts prioritize review; a person verifies conduct before any warning, timeout or ban. Members can appeal privately. Reporter identities are not posted publicly.
• To help the community manager notice when a conversation turns into personal attacks or threats. For these, the bot only alerts staff; a person decides whether to step in. It never times out or punishes anyone on its own.
• To apply the rule against buy, sell and trade offers in server channels. Messages that look like an offer are checked by an AI model, which sees only that one message with member names removed. If it is judged an offer, the bot sends the poster a private reminder (at most one a day) and removes the message from the channel about ten minutes later. Staff see each case and can stop a removal. There is no strike or automatic penalty; staff see how many offers a member has posted in the last 30 days and decide anything further. Private DMs between members are not checked.
• To post release, price and restock information from public sources.

AI processing

• Some messages are analyzed by an AI model (OpenAI). The bot filters usernames, nicknames, mentions, handles, emails, phone numbers and Discord IDs before sending text. Automated filters can miss details.
• Images may be read only to identify products on a shelf. Location data (GPS/EXIF) is stripped first, and screenshots (which can show usernames) are not sent.

What is shared publicly

• The bot's automated recaps may share community stats and restock summaries. They do not include member photos, usernames or quotes.
• Community photo features: After a separate advance notice and one-time opt-in, staff may select photos a member posts after opting in to promote this community in Discord and on our official Instagram, TikTok and X accounts in organic community posts. The one-time opt-in gives the community team nonexclusive permission to copy, crop and publish eligible future photos for that purpose without asking before each post. Members keep ownership of their photos. Staff will not add a member's username or quote without separate permission. Photos posted before this new process starts are not eligible unless their owner gives separate permission. Photos showing identifiable people require their permission as well; a member can only opt in for photos they have the right to share.
• No staff-selected member photo features will begin until that notice and opt-in process are available. A member can withdraw from future features or ask us to remove a feature we control by messaging a moderator. Copies already shared by others may remain outside our control.
• We do not sell member data or share it with data brokers. Staff see private reports and participation summaries only to run the community.

Who handles data

These services help run the community bot or publish approved posts:

• Hetzner (United States data center): the server and database.
• Cloudflare: network protection in front of the server, and storage for the encrypted backups.
• OpenAI: the AI model used for some filtered text and eligible shelf photos.
• Buffer: scheduling and publishing approved social posts, including a member photo only under the community photo feature process described above.

Our social pages publish to Instagram, TikTok and X. The destination platform receives the finished post, including a member photo if one is featured under the process above, under that platform's terms. The bot's automated recap packets do not contain member photos.

Retention

• Raw messages are deleted after 12 months. Anonymous aggregate stats (for example "Target restocks on Fridays") are kept.
• Records of questions the bot considered answering are deleted after 90 days.
• Buy, sell and trade check records, and their staff cards, are deleted after 90 days.
• Participation reactions, private /contribute submissions and saved #get-access posts are deleted after 90 days. A post shared in #general stays like any other message, and is deleted with the rest of your data if you ask.
• Access reminders, staff corrections and confirmed participation findings are kept for up to 90 days after they are used. Failed or unresolved findings and open appeals are deleted after 180 days. Temporary holds expire within 48 hours; staff can lift them sooner.
• A consecutive reaction-only period count is deleted when the streak ends or when a member opts out.
• The bot does not retain image files. If staff prepare a permitted photo feature, they may keep a working copy while preparing and publishing it. A published copy remains on the destination platform until that post is removed; deleting the original Discord message does not remove a previously published feature.
• Reviewed case reports, warnings and appeals are deleted 90 days after the final decision. Unresolved cases are deleted after 180 days without activity. Staff-only case posts follow the same retention clock.
• Encrypted database backups are kept for 30 days, then deleted automatically.
• If the community bot is removed from the server or shut down, everything it stored about members is deleted within 30 days.

Your choices

• Correct, or opt out and delete your data: message a moderator. They can exclude you, which deletes the messages the bot stored from you, your participation records and past private submissions. It stops activity tracking and message analysis from then on. Once the access rule starts, excluded members cannot use the local restock channels because their contributions cannot be recorded. Ask a moderator to resume tracking, then contribute to regain access; deleted data is not restored. #trades access pauses too, and founding membership ends (and opted-out members aren't eligible for it), because contributions can't be recorded. Safety records (confirmed warnings, conduct steps, trade strikes and blocks, bans and losses of live access) are kept without the message text or links, so the rules still apply, and follow the retention periods above. A new report about conduct may still be submitted to staff for safety review.
• Deleting a message in Discord deletes it from the bot's records.
• For photo features, message a moderator to withdraw your opt-in, ask whether a photo has been featured, or request removal of a post we control. Withdrawal stops future selections.

Security

Data is stored on a private server with access limited to the server's administrators. Backups are encrypted, and only the administrator holds the key to read them. If a breach ever affects member data, the server will announce it promptly and report it to Discord.

Contact and reports

Questions, data requests, or problems with the bot (including anything that breaks the server rules): message a moderator in the Discord server. Moderators review every report.