Privacy Policy

1. Scope

Civic is a Discord bot and an accompanying web dashboard used by Roblox ER:LC roleplay communities to run a configurable economy and community tooling. This policy applies to the Civic bot, the Civic dashboard website, and the services that support them.

This policy does not apply to Discord itself, or to any third-party service you may reach from Civic. Discord’s own privacy policy governs your use of Discord.

2. Information we process

Civic processes the following categories of information:

• Discord account information received through Discord OAuth2 when you sign in to the dashboard: your Discord user ID, username, global display name and avatar. Civic requests only the “identify” and “guilds” scopes, which provide your basic profile and the list of servers you belong to. Civic does not request your email address, connected accounts or the ability to join servers on your behalf.
• Discord server information used for dashboard security: the servers you belong to, your permission flags in each server, and (for servers where you are configuring Civic) the server name, icon and role list. This is used solely to determine which servers you may administer.
• Economy data for servers where Civic is installed: member account balances (wallet and bank), income source and role income rule configuration, payout batches and records, transaction history, member snapshots (whether a member is still in the server, and their role IDs), and administrative audit records.
• Dashboard session information: when you sign in, Civic stores a server-side session record. Your browser holds only an opaque, HttpOnly session cookie. The Discord OAuth access and refresh tokens associated with your session are encrypted at rest and are never exposed to browser JavaScript.
• Security and diagnostic information: timestamps of session activity and administrative actions, plus server logs used to operate and secure the service.

3. Why we process it

Civic processes this information to provide and operate the service (for example, to authenticate you, decide which servers you may manage, display economy configuration and apply audited balance changes), to keep the service secure and prevent misuse, and to maintain a reliable financial audit trail for administrative actions.

Where a legal basis is required, the processing is carried out to perform the service you or your server’s administrators have asked for, and for the legitimate interests of operating, securing and improving Civic. You are not required to provide this information, but the dashboard cannot function without a Discord sign-in.

4. How information is shared

Civic does not sell personal information and does not use it for advertising. Information is shared only as needed to run the service:

• With Discord, as part of normal bot and OAuth operation (for example reading the servers you belong to with your permission, or reading guild roles with the bot token).
• With the hosting and database infrastructure used to operate Civic. Civic is deployed on operator-managed container infrastructure with a PostgreSQL database. Which providers are used, and where they are located, depends on the operator’s deployment.
• Where required by law, or to protect the rights, safety and security of Civic, its operator or its users.

5. International transfers

Civic is operated on infrastructure chosen by the Civic operator. Depending on where that infrastructure is hosted, your information may be processed in a country other than your own. Where required, the operator is responsible for putting appropriate safeguards in place for such transfers.

6. Retention

Dashboard sessions expire after a limited period of inactivity and can be ended immediately by signing out, which revokes the session record server-side.

Economy, transaction and audit records are retained while Civic remains installed in a server, because they form the financial history of that community’s economy. When Civic is removed from a server, or on a valid request from the server’s administrator, the associated data is deleted or anonymised.

Security logs are retained only for as long as needed to investigate and prevent misuse.

7. Your rights

Depending on where you live, you may have the right to access, correct, delete or restrict the processing of your information, to object to certain processing, or to receive a portable copy of it.

Because Civic identifies people primarily by Discord user ID, the fastest route for a request about data belonging to a specific server is to contact that server’s administrators, who control how Civic is configured there. For anything else, you can raise a request using the contact details below.

You can stop Civic processing information about you in a particular server by asking that server’s administrators to remove the bot or to delete your economy records. You can end dashboard access yourself at any time by signing out.

8. Security

Civic stores dashboard sessions server-side and holds only an opaque cookie in your browser. Discord access and refresh tokens are encrypted at rest and are never sent to browser JavaScript. Administrative changes are recorded in an append-only audit log, and financial changes are applied through an audited ledger rather than direct balance updates.

No service can guarantee absolute security. If you believe you have found a vulnerability, please report it through the contact route below rather than disclosing it publicly.

9. Children

Civic is intended for use by Discord users who meet Discord’s minimum age requirement. Civic does not knowingly collect information from anyone below that age.

10. Changes to this policy

This policy may be updated as Civic changes. When it is, the “last updated” date at the top of this page will change. Material changes will be communicated through the official Civic channels.

11. Contact

If you have a question or request about privacy, contact the Civic operator using the details below.