NWN bots privacy policy

This policy explains what data the two Discord bots of the NWN server handle: nwn (the community bot: levels, roles, welcomes, panels) and NWN Security (the staff moderation bot). They only run in the NWN server. The nwn.gg website has its own privacy policy.

In short: we don’t sell data, we don’t show ads, we don’t train AI models on anything from Discord, and the member list never leaves Discord. The website only shows community-wide totals and the staff team.

1. Controller

Pol Navarro Oliver, tax ID 41633052Q, Carrer Pas d’en Marges, 22, 08360 Canet de Mar (Barcelona) (España). Contact: team@nwn.gg or our support server.

2. Discord Privileged Intents

• Server Members (both bots): to know who joins, leaves or changes in the server, so we can welcome people in the public channel, give and remove automatic roles (levels, booster colours, clubs, the server tag), announce boosts and, in NWN Security, re-apply an active mute if someone leaves and rejoins, alert staff if someone on the ban list joins, and keep a name history for moderation.
• Presence (nwn only): to check whether your custom status contains “.gg/nwn” and give you the thank-you role. Only the result (yes or no) is stored; your status text and activities are not.
• Message Content (NWN Security only): to recognise staff commands starting with s! and the avatar commands staff clean up. Other messages are not stored. The nwn bot does not read message content.

3. What we store and why

Activity and levels (nwn). Each message adds experience and is counted (the text is never read or stored), and each minute in voice channels adds voice time. We store your Discord ID, experience, level, message count, voice time, weekly totals and the IDs of the messages that count towards daily tasks. This powers levels, the server leaderboards, /rango, /perfil and /tareas.

Roles and preferences (nwn). Your chosen club, booster colour and icon, sign-up interests, whether you wear the server tag or “.gg/nwn” in your status (and when it started and ended) and which boost notices were already posted. Used to give and remove those roles and to avoid repeated notices.

Confessions (nwn). The text you send, your ID, name and avatar, the recipients you choose and the staff decision. An “anonymous” confession hides your name from the community, but the staff who review it can see who sent it. If you choose recipients, the post mentions them.

Verifications (nwn). If you request a role by sending a screenshot, it is posted in a private staff channel for review, and we store the status, who reviewed it and, if rejected, the reason.

Applications (nwn). Who opens the private thread, who handles it and when. Conversations stay in Discord; staff applications are filled in on a Google form.

Moderation (NWN Security). Sanctions (who, reason, issuing moderator, duration and whether you were notified), reports you send with “Apps → Reportar” (including the details you write), the server ban list, and the history of usernames, display names, nicknames and profile pictures (only the image identifier; the image stays hosted by Discord). Only staff can see it. It is used to moderate the server and so a sanctioned person can’t dodge a sanction by changing their name or picture.

Message clean-ups (NWN Security). To be able to delete recent messages we keep only their IDs (message, channel, author, date) for 7 days, never the text. When staff run a clean-up, the bot posts a file with the deleted messages (author, date, text and links) in the staff log channel as a record.

Legal basis: our legitimate interest in running the community and keeping it safe (art. 6.1.f GDPR). You can object by writing to us; we will stop anything that isn’t necessary for the server’s safety.

4. Automated review of profile pictures

NWN Security sends the server’s profile pictures (when you join, when you change it and in periodic checks) to an AI model, through OpenRouter, Inc., to detect serious violations (sexual content, content involving minors, hate or violence). Only the image is sent: not your ID or name. We store the result (verdict, categories, confidence and reason).

• The AI never sanctions anyone: if something looks serious it alerts staff, and a person decides.
• The alert does not contain the image: the reviewer opens it on Discord.
• Neither the image nor anything from Discord is used to train AI models.

5. Direct messages

The bots don’t send unsolicited direct messages or advertising. They only DM you in three cases:

• when you run /bienvenida;
• when staff approve a verification you requested;
• when a sanction is applied to you, to tell you why and how to appeal.

6. What is published outside Discord

On nwn.gg we only publish community-wide totals (member count, weekly activity, level distribution) and the staff team with their name, avatar and role. No other member appears on the website.

7. Who we share data with

• CubePath, which hosts the servers running the bots and their database, as our processor.
• OpenRouter, Inc. and the AI model provider, as processors, only for the profile picture review (section 4).
• Cloudflare, Inc., which hosts nwn.gg, for the totals and staff team shown on the website.
• Authorities and courts, when the law requires it.

OpenRouter and Cloudflare are US companies; transfers rely on the EU-US Data Privacy Framework or the European Commission’s standard contractual clauses. We don’t sell or share data for advertising or with data brokers.

8. How long we keep it

• Message IDs for clean-ups: 7 days.
• Who currently wears the server tag or “.gg/nwn”: while you wear it or stay in the server.
• Levels, preferences, confessions, verifications, sanctions, reports, the ban list and moderation histories are not deleted automatically; they are kept while the server exists to keep your progress and the community safe, unless you ask us to delete them (section 9).
• What the bots post in Discord channels (notices, staff logs) stays on Discord until the message is deleted.

9. Your rights

You can ask to access, correct or delete your data, object to its processing or ask us to restrict it by writing to team@nwn.gg from your account’s email or by opening a ticket in our support server with your Discord ID. We reply within one month. We may keep what is strictly necessary for the server’s safety, such as an active sanction or a ban-list entry, for as long as it is needed. If you are not satisfied, you can complain to the Spanish Data Protection Agency (aepd.es).

10. Children

Discord requires users to be at least 13 (or the minimum age in your country). In Spain you can only consent to the processing of your data from age 14. We don’t ask for or store your age: the age role in the sign-up is just a Discord role.

11. Security

The data lives in a private database that only the bots and their administrators can access, over encrypted connections. If there is ever unauthorised access, we will tell the people affected, Discord and, where required, the Spanish Data Protection Agency.

12. Changes

If we change this policy significantly, we will announce it in the NWN server before it applies. The bots’ terms of use are at nwn.gg/bots/terms.