Privacy Policy

Last Updated: January 2026

Introduction

This Privacy Policy describes how the Storehaus RTS Discord Bot ("the Bot", "we", "us", or "our") collects, uses, and protects information when you interact with it on Discord. We are committed to protecting your privacy and being transparent about our data practices.

Information We Collect

Discord Data

When you use the Bot, Discord automatically provides certain information through their API, including:

  • User ID: Your unique Discord user identifier
  • Username and Display Name: Your Discord username and server display name
  • Guild/Server ID: The unique identifier of the Discord server where you use the Bot
  • Channel ID: The unique identifier of the channel where commands are used
  • Message Content: The content of slash commands and interactions you send to the Bot

Important: While Discord provides this information to the Bot, we do not store or log Discord user IDs, guild IDs, usernames, or any personally identifiable information (PII) in our databases.

Command Usage Data

When you use Bot commands, we may temporarily process:

  • Command Input: The parameters you provide to commands (e.g., search queries, player IDs, questions)
  • Command Type: Which command was executed
  • Timestamp: When the command was executed

Query Logs (Halo Wars 2 AI Feature)

For the /hw2ask command, we log queries to improve the service quality. These logs do NOT include any user-identifying information. We only store:

  • The question text
  • Query type and confidence level
  • Response metadata (model used, response time, sources referenced)
  • Timestamp

We explicitly do NOT store:

  • Your Discord user ID
  • Your username
  • Server or channel information
  • Any other personally identifiable information

How We Use Information

Service Provision

We use the information provided by Discord to:

  • Process and respond to your commands
  • Provide game statistics and information
  • Answer strategy questions through our AI-powered features
  • Ensure proper command functionality

Analytics and Improvement

We use anonymized query logs to:

  • Improve response quality and accuracy
  • Understand common questions and topics
  • Monitor service performance
  • Identify areas for improvement

All analytics are performed on anonymized data without any user identifiers.

Data Storage

What We Store

  • Query Logs: Anonymized questions and response metadata (no user IDs)
  • Game Data: Public game information (units, civilizations, statistics)
  • Vector Embeddings: Processed game data for AI search functionality

What We Do NOT Store

  • Discord user IDs
  • Discord usernames or display names
  • Guild/Server IDs
  • Channel IDs
  • Message content (except anonymized questions for /hw2ask)
  • Any personally identifiable information

Storage Location

  • Query logs are stored locally in SQLite databases
  • Game data is stored locally in JSON files
  • Vector embeddings are stored locally in ChromaDB

All data is stored on the Bot operator's infrastructure and is not shared with third parties except as described below.

Third-Party Services

The Bot uses the following third-party services:

Discord

  • Purpose: Bot platform and command processing
  • Data Shared: Command interactions (handled by Discord's infrastructure)
  • Privacy Policy: Discord Privacy Policy

aoe4world.com API

  • Purpose: Fetching Age of Empires IV statistics and player data
  • Data Shared: Public player IDs and game statistics (publicly available data)
  • Privacy Policy: aoe4world.com Terms

LLM Providers (Groq, Cloudflare, OpenRouter, Cerebras)

Data Retention

  • Query Logs: Retained indefinitely for analytics and service improvement
  • Discord Data: Not stored; only processed temporarily during command execution
  • Game Data: Retained as long as the Bot is operational

Your Rights

Since we do not store personally identifiable information, traditional data subject rights (such as data deletion requests) do not apply in the same way. However:

  • Anonymized Query Logs: If you have concerns about specific queries, you can contact the Bot operator
  • No User Tracking: We cannot track or identify individual users as we don't store user identifiers

Security

We implement reasonable security measures to protect the data we store:

  • Local storage of databases and files
  • No transmission of user identifiers to external services
  • Anonymized logging practices

However, no method of transmission or storage is 100% secure. While we strive to protect your privacy, we cannot guarantee absolute security.

Children's Privacy

The Bot is not intended for users under the age of 13. Discord's Terms of Service require users to be at least 13 years old. We do not knowingly collect information from children under 13.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The "Last Updated" date at the top indicates when changes were made. We encourage you to review this policy periodically.

Contact

If you have questions or concerns about this Privacy Policy or our data practices, please contact the Bot operator through the Discord server where the Bot is hosted.

Compliance

This Privacy Policy is designed to comply with:

  • Discord's Developer Terms of Service
  • General data protection principles
  • Best practices for privacy-first bot development

Note: This Bot is operated independently and is not affiliated with Microsoft, 343 Industries, Relic Entertainment, or any game publishers. All game data and statistics are provided for informational purposes only.