This notice describes what data the Celica Discord bot (“Celica”, “the bot”) collects, why it collects it, where it is stored, and how it is shared. It applies to any server where Celica is installed.
Celica is operated by Punishing: Gray Raven Discord Community Team.
Who this notice is for
Celica is internal tooling. Punishing: Gray Raven Discord Community Team installs, configures, and operates Celica on its own community server(s). Only members granted the Discord “Manage Server” permission can run Celica’s giveaway-management functions or change its configuration. General community members can submit giveaway entries using Celica and are bound by this notice when they do so.
A note on “intents”
To work in a Discord server, every bot has to ask Discord for permission to receive certain categories of events — for example, the list of members, or the messages people send. Those permissions are called gateway intents. Discord marks some as privileged, meaning the developer has to apply for and be approved to use them, because they grant access to large amounts of user data. Celica uses only what it needs to run giveaways: basic server details, the server member list (with each member’s roles), and the ability to read messages in a channel the operator selects. It does not ask to read message content or track who is online.
What data the bot collects and why
There are three systems.
Entry Submissions
When a server member submits an entry, the bot records:
- The submitter’s Discord user ID (a numeric identifier Discord assigns to every account).
- The URL of the file they submitted.
- The timestamp of the submission.
The bot uses these records to build the pool of eligible entries an operator draws from when picking winners, and to recognize repeat submissions. It does not store the submitter’s nickname, profile, or any other account detail.
If a “submit channel” has been configured in the server, the bot also posts a short public message in that channel naming the submitter and linking the submitted file. If a “log channel” has been configured and a submission produces a warning, the bot posts a warning there that includes the submitter’s Discord username (e.g., Name#1234) and the reason for the warning. Those messages are ordinary Discord messages inside the server and are visible to anyone with access to those channels.
Winner Selection
When an operator picks winners, the bot reads data from Discord to decide who is eligible. The exact data depends on the selection mode the operator chooses:
- All members: the bot reads the list of everyone in the server, including each member’s user ID, their roles, and a flag marking whether the member is a bot. It excludes bots and anyone whose roles include one the operator has marked as ignored.
- Entries: the bot reads the user IDs of people who previously submitted entries, and confirms each one is still a member.
- Messages: the bot reads recent messages in a chosen text channel up to a limit set by the operator. For each message, it records only the user ID of the message’s author. The bot does not extract, record, or transmit the text or attachments of those messages.
In all three modes, the bot uses this data only while the roll is running. The roll results — winner announcements — are then posted in the channel where the operator ran the roll.
Server Configuration
Operators can configure how Celica behaves in their server. The bot stores:
- The channel ID for entry submissions, if configured.
- The channel ID for administrative logging, if configured.
- A list of role IDs that should be excluded from winner selection.
- A boolean flag controlling whether members can submit more than one entry (multiple submissions per user is the default behavior).
- The time of the most recent change to each of the above.
These values can be set inside the server through the bot’s configuration command, or before startup using environment variables on the host that runs the bot. When both exist, the environment-variable value is used until an operator changes the value inside the server.
These settings are operator-controlled and are not tied to any individual user’s data.
Error monitoring
If the operator has configured error monitoring, the bot sends operational logs and error reports to that monitoring service when something goes wrong and on certain routine events (for example, on every successful startup the bot sends its own username). These reports may include identifiers such as user IDs, channel IDs, server IDs, or command names that were involved in the operation being logged. They do not include message text or attachment content. If error monitoring is not configured, no data leaves the bot’s host for this purpose.
What Celica does not collect or do
Celica does not:
- Read the text of messages in your server.
- Track who is online or offline, or what activity a member is doing.
- Store IP addresses, email addresses, or any contact information.
- Use cookies or similar tracking technology.
- Show advertisements or marketing.
- Train any machine-learning or AI model on your data.
- Sell, license, or commercialize any user data.
- Attempt to re-identify, de-anonymize, or reverse-engineer any data it receives from Discord.
- Mine or scrape data from Discord beyond what the bot’s normal operation requires.
- Direct itself at users under 13 (or the minimum age in their jurisdiction, if higher), or knowingly process API Data of any user under that age.
Where data is stored
All data Celica stores is held in a local SQLite database file on the host machine that runs the bot — that is, the operator’s own server or hosting environment, not Discord’s infrastructure. The database has two tables:
submissions— one row per submitted entry, holding the submitter’s Discord user ID, the submitted file URL, and the submission timestamp.settings— one row per configuration value (channel IDs, ignored roles, multi-submission flag), plus the time of the most recent change to each.
Public messages the bot posts inside the configured submit, log, and announcement channels are ordinary Discord messages and live wherever Discord keeps your server’s messages.
How long data is kept
Entry submissions and configuration settings are kept in the database until the operator removes them. The bot does not automatically delete entries when the original submitter leaves the server, and the bot does not automatically delete anything when Celica is removed from a server.
If Celica is removed from a server, the entry records submitted there remain in the local database file until the operator deletes the file or deletes individual rows.
If the operator’s access to the Discord APIs is terminated — for example, by Discord — the operator will delete all cached or stored API Data in its possession or control, except where retention is required by applicable law.
If the entire bot is uninstalled, all data is deleted with it (the database file is removed when the bot’s installation directory is removed).
How Celica protects your data
Celica stores its database on the operator’s host machine under normal file-system access controls. Bot credentials (token, application ID) are kept out of source control by the operator. The operator commits to promptly notifying affected users and Discord of any unauthorized access to API Data, consistent with applicable law.
Who data is shared with
Celica does not sell, license, or transfer user data to any third party.
The only external transmission is:
- Error monitoring service (if configured by the operator), as described above. That service acts as a service provider to Punishing: Gray Raven Discord Community Team, processes data only at the operator’s direction, and is bound by its own privacy terms.
- Discord itself. Anything the bot posts to a channel inside the server is visible to Discord and to anyone with access to that channel. The bot uses Discord’s APIs in the ordinary way to read server data and post messages.
How to request changes or deletion of your data
If you want an entry you submitted removed, or corrected, contact Punishing: Gray Raven Discord Community Team at the address below. A staff member can remove your entry from the submissions table. Because the bot does not store data by username or display name, requests should ideally include the Discord user ID of the record to remove — or sufficient context for the operator to identify it.
The same contact address is also where you can report any issue or violation relating to Celica. The operator will review reports and take appropriate action.
Compliance
The operator commits to complying with applicable privacy laws, including (where applicable) the EU General Data Protection Regulation, the UK GDPR, the ePrivacy Directive, Brazil’s LGPD, the California Consumer Privacy Act, and the California Privacy Rights Act. This notice is consistent with Discord’s Developer Terms of Service; in any conflict, the Developer Terms control. Where international data transfers apply, the operator complies with the standard contractual clauses and the UK Approved Addendum referenced in Section 11 of the Developer Terms.
Children
Celica is not directed at children under 13 (or the minimum age in their jurisdiction, if higher). Discord itself is not for users under 13, and the bot does not collect data from anyone in that age group. If such data is identified, it will be deleted promptly.
Changes to this notice
This notice may be updated from time to time. Material changes will be reflected by an updated date at the top of the file.
Contact
For privacy questions, data rights requests, or to report an issue: