Privacy Policy

1. Who is responsible

Qutie ("I", "me") is built and run by a solo developer based in the Netherlands, who is the controller for the data described here. Contact: the support Discord.

2. What Qutie is

Qutie is a Discord bot with a web dashboard for managing gaming communities. Server administrators decide which modules are enabled in their server; Qutie only processes the data those modules need.

3. Data I process

Your Discord identity

• From the bot: your Discord user ID, username, display name, avatar, join date and roles in servers where Qutie is present.
• From dashboard login: Discord OAuth with the "identify" scope only: your Discord ID, username and avatar. Qutie does not ask Discord which servers you are in; your server list and what you can access come from the member lists of the servers Qutie is in. I never see your Discord password.

Community data, per module

• Events and attendance: signups, attendance history, no-show and late strikes.
• Games and rosters: roster membership, in-game names and game-related fields (class, gear score and similar) that you or your officers fill in.
• Loot and DKP: point balances, transactions, bids, wishlists and awards.
• Leveling: per-day message counts and voice minutes to calculate XP. The content of your messages is not stored for this.
• Applications and interviews: the answers you submit on application forms, reviewer notes and decisions.
• Support, suggestions and notices: the text you submit in tickets, suggestions and notice boards. Suggestions can be posted anonymously to the server; the author is still stored so abuse can be handled.
• VODs: links you submit to your recordings (Qutie does not host video).
• Moderation: cases, warnings, member notes, leave-of-absence records and the server log. The server log records actions (messages deleted, members joining, roles changing); for a deleted message it can include the message's content, so moderators can see what was removed.

Website session

• One login cookie that keeps you signed in to the dashboard (up to a year). It contains your encrypted session. There are no analytics or advertising cookies, so there is no cookie banner to click.

Technical logs

• Server-side application logs for errors and diagnostics. These can contain Discord IDs, but they exist for troubleshooting only.

4. What I do not do

• No advertising, no analytics trackers, no fingerprinting.
• No selling or renting data to anyone.
• No reading along: outside the moderation log described above, Qutie does not store the content of your Discord messages.

5. Why I may process your data (legal bases)

• Performing the service (GDPR art. 6(1)(b)): everything a server's enabled modules need, as described in section 3.
• Legitimate interests (art. 6(1)(f)): security, abuse prevention, technical logs, and moderation records that servers rely on to run their community.
• Consent (art. 6(1)(a)): where you actively submit optional content, such as an application or a VOD link, submitting it is your call.

6. Where your data lives

Qutie runs on my own server in the Netherlands, so community data is stored within the EU. The website's fonts and icons are served by Qutie itself; no third-party CDN sees your visit.

The one third party involved is Discord (Discord Inc., USA): the platform Qutie runs on. Everything the bot posts or reads passes through Discord, under Discord's Privacy Policy.

7. How long I keep it

• Server and audit log entries: removed automatically after 30 days.
• Community data: kept while Qutie is in the server, so history (attendance, DKP, cases) keeps working. Most features deactivate records instead of erasing them, so a server's history stays intact while it uses Qutie.
• After you leave a server: 180 days after you leave, your name, avatar and profile details are removed automatically from that server's copy of your data. The records themselves (attendance, DKP, moderation cases, applications) stay, tied only to your Discord id, so the community's history keeps working; if you ever rejoin, your name simply reattaches to it.
• Moderation and application records: kept for as long as the server uses Qutie. Communities rely on these to recognize returning members, which is a legitimate interest under the GDPR; section 8 explains how erasure requests interact with them.
• After Qutie is removed from a server: the server's entire data set is deleted automatically 30 days after removal (the grace window means an accidental kick loses nothing), or sooner on the server owner's request.
• Your login session: the cookie expires after at most a year, or when you log out.

8. Your rights

Under the GDPR you can ask me to show the data I hold about you, correct it, delete it, restrict or object to processing, and receive a copy in a portable format. Ask in the support Discord and I will respond within a month. You can also complain to the Dutch supervisory authority, the Autoriteit Persoonsgegevens.

Note that some data belongs to your community rather than to you alone (a raid's attendance sheet, a moderation case). Where deleting a record would break a server's legitimate records, I may anonymize instead of erase, and I will tell you when that is the case. For applications, an erasure request removes what you wrote and any pictures you uploaded, while the decision itself stays on record; moderation records are retained as described in section 7.

9. Your server's administrators

Server administrators choose which modules run in their server and can see the community data those modules collect (an officer can see attendance, a moderator can see cases). For questions about how your specific server uses Qutie, ask your server's administrators.

10. Security

Traffic to and from the dashboard is encrypted (HTTPS), session tokens are stored encrypted, and access to community data is gated by per-server, per-module permissions. No system is perfectly secure, but if I learn of a breach affecting your data I will inform affected servers and, where required, the supervisory authority.

11. Children

Qutie is not directed at children. You must meet Discord's minimum age requirements (and the age of digital consent in your country) to use Discord, and therefore Qutie.

12. Changes to this policy

I may update this policy as Qutie evolves, for example when paid plans launch or new modules ship. The "Last updated" date above always reflects the current version, and significant changes will be announced in the support Discord.

13. Contact

Privacy questions or requests: the support Discord. See also the Terms of Service.