Discord bot

Bot Privacy Policy

Last updated: 15 October 2026

The Guild Armory bot turns dungeon runs posted in World of Warcraft into sign-up boards in your Discord. It reads one channel, keeps only what a board needs, and deletes it when the run is over.

1. Who is responsible

Frederik Ertz
Hermann-Löns-Straße 9
66459 Kirkel
Germany

Contact for data protection: info@ertz-elektrotechnik.com.

The administrators of a Discord server decide to add the bot and choose the channels it uses. Discord itself is responsible for everything it processes on its platform; see Discord's Privacy Policy.

2. What the bot can see

When the bot is added to a server, Discord sends it events for the channels it may view. The bot uses Discord's Message Content permission, but it only processes messages in the one channel a server administrator set as the bridge — the channel linked with the guild chat in World of Warcraft. Messages in all other channels are discarded without being read or stored.

In the bridge channel the bot looks for the technical lines that the Guild Armory add-on adds to a dungeon run announcement (they start with [ga2). Other messages there are not stored; the bot only notes the time of the last message, in memory, to show that the link with the game works.

3. What the bot stores

Data	Why	How long
Runs: dungeon, start time, size, the note written by the leader, and the World of Warcraft character names, classes and roles of the leader and everyone who joined	To show and update the sign-up board	The board is removed 30 minutes after the start or when the run is cancelled; the data is deleted 6 hours after that
Server settings: server ID and name, the bridge and board channel, language, the tidy setting, the Discord user ID of the administrator who ran `/armory setup`, the time of the setup, and which notices were sent	To work on that server and to know whom to tell about a problem	Until `/armory reset` or until the bot is removed from the server
Operating log: what the bot did and which errors occurred, with server names, channel and message IDs, error messages from Discord, the display name of the person a notice was sent to, and — only if a technical line cannot be read — a short excerpt of up to about 160 characters of it	To find and fix errors	Up to 30 days

While it runs, the bot also keeps in memory the user ID and display name of the server owner and of the administrator who set it up, so that a notice can be addressed. Nothing else about members is stored, and the bot keeps no message history.

4. What the bot posts and sends

Sign-up boards in the board channel, showing the run and the character names of those who joined. Nobody is pinged.
If “tidy” is on, the bot deletes the technical lines from the bridge channel once it has read them.
If something on the server keeps the bot from working (for example a missing permission), it sends one notice per problem — into the board channel, or as a direct message to the administrator who set it up, or to the server owner.
Replies to /armory commands are only visible to the person who used them.

5. Guild bank in Discord

Where the operators have enabled it for a server (currently in testing), the bot also mirrors the guild bank. Members' game clients post technical lines (starting with [gb1) through the guild chat link: bank tab names, item IDs and stack counts, gold and the savings goal. The bot stores the bank and the Discord display name of the member whose line updated it last, and shows both in the bank message and in the bank view (a Discord Activity).

Opening the bank view signs you in with Discord (scope identify). We keep only your Discord user ID in a session for 12 hours and check with Discord that you are a member of that server. Your browser stores the session key locally; Discord's access token is not stored on our server.
Item names, tooltips and icons are fetched by our server from Wowhead and cached. Your browser loads them from our server; no data about you goes to Wowhead.
The bank is kept as long as the feature is enabled for the server. We delete it on request.

6. Legal basis

We process this data on the basis of our legitimate interest, and the interest of the server administrators who added the bot, in providing the sign-up boards and bank view they asked for (Art. 6(1)(f) GDPR). The bot only handles what this requires; character names are already visible to everyone in the guild chat the line came from.

7. Where data is processed

The bot runs on a virtual server in Germany rented from ZAP-Hosting GmbH, who processes data on our behalf (Art. 28 GDPR). Messages, commands and boards pass through Discord, a company based in the United States, under Discord's own terms and privacy policy. We do not sell data and we share it with no one else.

8. How to remove data

Server administrators: /armory reset deletes the server's settings and runs immediately. Removing the bot from the server does the same. Boards already posted stay in the channel until you delete them.
Members: leave the run in game and your name disappears from the board. For anything else, write to us.
Log entries expire after 30 days at the latest.

9. Your rights

You have the right to access your personal data (Art. 15 GDPR), to rectification (Art. 16), erasure (Art. 17), restriction of processing (Art. 18), data portability (Art. 20) and to object to processing based on legitimate interests (Art. 21). To help us find your data, tell us your Discord user ID, the server and, if it is about a run, the character name. You may also lodge a complaint with a data protection supervisory authority.

10. Age

The bot is part of Discord and follows Discord's minimum age. It does not knowingly collect data about anyone younger than that.

11. Changes

If the bot starts handling data differently, we update this page and the date above before the change goes live.