Important Notice
This policy explains what information ERM CE processes, how it is used, where it is stored, and how you can make a privacy request. Ordinary message content is processed temporarily and is not intended to be saved as message content.
1. Overview
This Privacy Policy explains how ERM CE (Emergency Response Management Community Edition) processes information when you use our Discord bot, website, dashboard, integrations, and related services.
ERM CE is operated by an individual developer. In this policy, “we”, “us”, and “our” refer to the ERM CE operator.
ERM CE provides community-management features such as moderation, staff management, shift management, audit records, and activity features. It is not an official emergency dispatch service.
2. Information We Process
The information processed depends on the features used and how a Discord server is configured. It may include:
Discord user IDs, server IDs, and other Discord identifiers.
Usernames, display names, and relevant profile information where a feature requires them.
Moderation records, including actions, reasons, affected users, moderators, and related audit information.
Staff records, shift information, activity records, and analytics generated by the service.
Command inputs and information needed to execute requested features.
Links or references to evidence associated with moderation or audit features.
Technical information processed by our website hosting and other operational service providers.
3. How We Use Information
We process information for purposes connected with operating and maintaining ERM CE, including:
Providing the bot, website, and requested community-management features.
Managing moderation, staff, shifts, and related community records.
Maintaining audit trails, activity records, and service analytics.
Preventing abuse, investigating misuse, and protecting the service.
Troubleshooting errors, diagnosing technical problems, and maintaining reliability.
Responding to support enquiries and privacy requests.
We do not currently identify advertising or the sale of personal information as purposes of ERM CE. If our data practices change materially, this policy will be updated as appropriate.
4. Messages and Command Content
Message and command content may be processed temporarily when necessary to execute a command or provide a feature. Ordinary message content is not intended to be saved as message content in our database.
ERM CE may create separate records about an action, such as a moderation action, its reason, or a link or reference to evidence. These records are distinct from storing the full contents of ordinary messages.
If a feature changes to retain message excerpts or other message content, this policy should be updated to explain that processing.
5. Storage and Hosting
The ERM CE database uses MongoDB hosted on a home server physically located in Australia. The database is intended to be restricted to the home server or private network rather than directly exposed to the public internet.
The ERM CE website is hosted using Cloudflare Pages. The Discord API is used to operate the bot and its Discord integrations.
Discord and Cloudflare may process information on infrastructure located in countries other than Australia. We have not independently verified every location in which these providers may process or store information.
6. Access to Information
The developer has direct access to the ERM CE database.
Server administrators and authorised staff may be able to view relevant records through the bot or website, depending on the feature and the permissions configured. Not every user can access every record.
Information shared directly in Discord may also be visible to other members or moderators according to the server’s settings and Discord’s functionality.
7. Data Retention and Deletion
Stored records generally remain until the relevant user or server administrator deletes them using an available ERM CE deletion command.
Deletion commands are intended to remove the relevant records from the live database. The exact records affected depend on the command and its implementation.
Backups are intended to expire or be replaced according to a schedule. The schedule and backup-deletion process have not yet been finalised, so deleted information may remain in backups until they are replaced or expire.
Some information may need to be retained where required by applicable law or where reasonably necessary to address security, abuse, or service-integrity issues. Any such retention should be limited to what is appropriate in the circumstances.
8. Third-Party Services
Discord and Cloudflare are the external service providers currently identified as being used by ERM CE.
Discord processes information in connection with Discord accounts, servers, bot activity, and API interactions. Cloudflare hosts the website and may process website requests and generate technical or hosting logs.
We do not separately store Cloudflare hosting logs in our MongoDB database under our current setup. However, we cannot guarantee the exact information or retention periods used by a provider within its own systems.
We will update this policy if additional services are introduced that materially change how information is processed or shared.
If a moderation record contains a link to evidence hosted elsewhere, opening that link may take you to a third-party service governed by its own privacy policy and terms.
9. Cookies, Login and Analytics
Website login using Discord OAuth is planned but has not yet been implemented or configured. If enabled, the website is expected to request the Discord account information and permissions needed for its login features. The exact OAuth scopes must be confirmed when the integration is configured.
Essential cookies or similar browser storage may be used to support login and session functionality when those features are enabled.
The use of additional website analytics has not yet been decided. Cloudflare or other hosting infrastructure may still generate technical logs as part of delivering the website.
If additional analytics tools or non-essential tracking are introduced, this policy should be updated to explain the relevant practices.
10. Security
We use measures intended to protect stored information, including operating system updates, a firewall, restricted access, and secure remote administration.
The database is intended to remain accessible only through the home server or private network, rather than being directly exposed to the public internet.
No method of storing or transmitting information can be guaranteed to be completely secure. We cannot promise that unauthorised access, data loss, or other security incidents will never occur.
Please avoid sending passwords, authentication tokens, payment details, or other unnecessary sensitive information through support channels.
11. International Data Processing
ERM CE is available to communities that may be located in different countries. Although the database is hosted in Australia, Discord and Cloudflare may process information in other locations.
Privacy protections and legal requirements differ depending on where a user is located and the circumstances of the processing. Where required, we will take applicable legal obligations into account when handling personal information and international transfers.
12. Children and Age Requirements
ERM CE does not set a separate minimum age for its communities, and some communities using the service may include people under 18.
Users must meet the age requirements applicable to their use of Discord and comply with relevant local laws. Server administrators are responsible for configuring and managing their communities appropriately.
If you believe personal information has been provided or processed inappropriately, please contact us using the details at the end of this policy.
13. Your Privacy Rights
You may contact us to request access to, correction of, or deletion of personal information associated with your use of ERM CE.
We may need to verify your identity or authority before responding. We may also need to clarify which Discord account, server, or records your request concerns.
Requests will be considered in accordance with applicable law. Depending on the circumstances, some information may need to be retained or a request may be limited where the law permits or requires it.
Where available, ERM CE deletion commands can be used to remove relevant records from the live database. You can contact us if a request cannot be handled through a command or if you need assistance.
14. Changes to This Policy
We may update this Privacy Policy to reflect changes to ERM CE, its features, our infrastructure, data practices, or applicable law.
The latest version will be published on this page, and the Last Updated date will be amended when changes are made.
Where required by law, we will provide notice or take other required steps when making material changes.
15. Contact
For questions about this Privacy Policy, or to request access to, correction of, or deletion of personal information, contact the ERM CE operator using one of the methods below.
When making a privacy request, please provide enough information for us to understand the request and identify the relevant records. Do not send passwords or authentication tokens.
Thank you for using ERM CE. We aim to handle information responsibly and respond to privacy requests in accordance with applicable law. This policy does not remove any rights or remedies that applicable law does not permit us to exclude.