Operator and data controller: Artūrs Brūvers, operating Paddock Records as a personal project in Latvia.
Privacy, corrections and deletion requests: [email protected].
Configured tickets can be recorded and their images and videos copied to a private archive Discord. Deleting the original message, closing a ticket or removing the bot does not automatically erase those copies.
1. Scope and where information comes from
This policy covers Paddock Companion and the connected website features used to configure it, view archives and manage its racing workflows. Our website privacy information also applies when you use a Paddock Records account or other website services.
Information comes from Discord interactions and accessible configured channels, server and league administrators, other ticket participants and reporters, the Paddock Records racing directory and published results, and optional linked Client submissions. We may therefore receive information about you even if you have not run a bot command.
The bot does not record voice calls or collect your direct-message history. Ticket recording is limited to configured accessible channels and threads. Server member matching is a separate administrator-initiated feature.
2. Information processed by each feature
Connections and race check-ins
Server, channel, category and role IDs; league associations; feature settings; permission checks; and administrative changes. A check-in stores the participant’s Discord ID, display or server name, configured team role, response and time.
Driver links and member matching
Discord IDs, usernames, global display names, server nicknames and relevant role IDs are compared with racing names and aliases in the Driver Directory when an authorised administrator requests a scan. We retain suggested matches, review outcomes and the actor, reason and time of confirmed associations. Suggestions require human confirmation and do not give ownership of another person’s account.
Profiles and shared cards
Cards use the public Driver Record name, visible avatar and banner, nationality, race number, recorded racing statistics, confirmed honours, recent results and contextual qualifying ranks or best laps. Private account details, disciplinary evidence and private telemetry are excluded from the showcase.
Private preview sessions identify the requester and selected driver. When a requester shares their own or another driver’s card, a delivery record stores both Discord IDs, the destination, message ID, date and public snapshot. This helps prevent duplicate posts and recover delivery status.
Ticket recording and media
Archives contain source server/channel/thread names and IDs; authors’ Discord IDs, names and avatar references; timestamps; message text; replies; embeds; attachments; captured edit versions; and deletion markers. Accessible history from existing open tickets may be imported. Content missed during outages or before capture may be unavailable.
Supported images and videos are copied to a separately configured private archive Discord. We retain source and archive message/attachment references, filenames, media types, file sizes, content hashes and preservation or failure status. Larger or unavailable files may not be preserved. External video URLs remain links; arbitrary linked content is not copied.
Reports, cases and appeals
Reporter and respondent identifiers, incident details, statements, submitted evidence, highlighted messages, captured conversation snapshots, reviewer assignments, decisions, appeals and audit history. This can include allegations about conduct; an allegation is not a finding. Avoid submitting unrelated personal or sensitive information.
Qualifying announcements
Where the linked Client feature is enabled, eligible public-telemetry qualifying submissions include the source account, session and event identifiers, game, category, circuit, completion evidence, lap times and driver mapping. We retain comparison benchmarks, provisional or confirmed status, corrections and announcement history. Public announcements identify the relevant racing context; they do not publish a continuous private telemetry feed.
Support, website sign-in and operation
Support emails include the address, message and information you provide. Website authentication, permission checks and operational logs may process account identifiers, request times, network addresses and error information. If you separately choose Discord website sign-in, Discord may supply your ID, name, avatar and email through the authorised scopes. Merely adding the bot to a server does not give it your email address.
3. Why we process information
We use information to deliver selected features, connect racing identities accurately, maintain records and evidence, manage access, respond to support and rights requests, and prevent abuse or duplicate deliveries.
- Providing a requested service: processing necessary to fulfil your request, such as a profile lookup, check-in or account connection, where it forms part of our service agreement with you.
- Legitimate interests: accurate racing histories and associations, league administration, restricted evidence review, reliability and security, where those interests are necessary and do not override your rights. This includes assessing the interests of participants whose information is supplied by someone else. You can object as described below.
- Consent: where a particular optional use relies on consent, you may withdraw it. A server administrator enabling a feature is not consent on behalf of every member. Withdrawal does not undo earlier lawful processing.
- Legal obligations: responding to applicable legal requirements and data-protection requests.
Automated functions calculate racing comparisons and suggest identity matches. Match confirmation, report review and account strikes require authorised human decisions; a ticket submission or name match does not automatically issue a strike.
We do not sell Discord API data, use it for advertising targeting or use captured messages to train AI models.
5. Service providers and international processing
Discord provides the bot platform and hosts Discord messages and archive media. Cybrancee hosts the bot’s processing, Render hosts the website, Supabase provides database storage, and Cloudflare supports website delivery and security. Connected website services may also use Resend for transactional email and Stripe for payments; these are not the ticket-media archive destination.
Providers receive information needed for their respective roles. Discord also handles information under its own Privacy Policy.
Provider operations may involve countries outside Latvia and the European Economic Area. Any transfer subject to European data-protection law must have an applicable legal mechanism, such as an adequacy decision or appropriate contractual safeguards. Contact support for information about the destinations and safeguards applicable to your data.
6. How long information remains
Retention depends on the feature and the continuing need for the information. Closed tickets currently have no automatic expiry. Transcripts, edit history, evidence snapshots, case history, driver-association audit history, public-share receipts and announcement history remain stored until separately removed or otherwise dealt with through a rights or retention review. We must not retain personal information merely because no automatic expiry is configured.
Archive Discord files remain until the retained messages/files are separately removed or become unavailable. Deleting a source message, leaving a server, unlinking a driver, closing a ticket or uninstalling the bot does not automatically delete stored copies. The archive’s administrative Remove control hides/stops the archive; it is not a complete personal-data erasure tool.
Some controls expire sooner: profile previews after 15 minutes, account-link requests after 10 minutes, and member-scan confirmation after 24 hours. Expiring a control prevents its further use; it does not by itself mean every related database row has been deleted. Profile sessions have bounded cleanup during later use; scan and association history require separate removal.
Temporary processing jobs expire within 12 minutes for profile work or 90 seconds for other queued image/matching work, with worker cleanup. Processing payloads are cleared on completion or failure. Rendered cards use a small in-memory cache. Media transfer files are removed after an attempt, with additional cleanup for abandoned temporary files.
Requests must cover retained evidence and media copies as well as the visible record. We are required to delete Discord API data promptly when required, including on an applicable user request, unless retention is required by law. An open internal review is not, by itself, a legal requirement to keep data. Any legally required exception must be limited and explained.
7. Your rights, corrections and deletion requests
Email [email protected]. Include your Discord user ID or Driver Record link if known, the affected server/ticket or post if relevant, and what you would like us to do. You do not need to post your request publicly or create a new website account. Never send passwords or bot tokens. We may ask for proportionate information to verify that the data concerns you.
Depending on the applicable conditions, you can request access, correction, erasure, restriction or a portable copy of your information; object to processing based on legitimate interests; and withdraw consent where it is the basis used. A correction request can also challenge a mistaken driver association or inaccurate allegation.
Requests are handled manually. We will respond without undue delay and normally within one month. If a lawful extension is necessary, we will explain it within that first month. We will explain any lawful limits to a request, while protecting other participants’ information. Independently held third-party copies may need a separate request to their holder; this does not remove our responsibility for copies we control.
You may complain to Latvia’s Data State Inspectorate (Datu valsts inspekcija), or another competent data-protection authority, including in your country of residence or work. You do not have to contact us first.
8. Security and young users
Access controls, authenticated website requests, restricted review roles and operational limits help protect information. No online service or archive is guaranteed secure or permanently available. Report suspected unauthorised access privately to support.
Paddock Companion is not intended for people below Discord’s applicable minimum age, which is at least 13 and may be higher locally. We do not ask for a date of birth through the bot. Contact support if you believe we hold information collected from an ineligible child. Individual website features may impose a higher age requirement.
9. Changes and contact
We update this policy when features or data practices change, show the new date here, and communicate material changes through the website or relevant bot notices. The current Terms of Service are available alongside it.
Artūrs Brūvers · Paddock Records · Latvia
[email protected]