BRFC Bot — Privacy Policy
Who this covers
BRFC Bot is a private Discord bot operated by the BRFC community, an EA FC Pro Clubs league. It is not a public bot: it is not listed in any bot directory and is only added to Discord servers run by BRFC.
This policy explains what the bot stores about you, where that data is held, and how to have it removed. It applies to anyone who uses the bot or signs in to the BRFC staff dashboard.
What we store
| Data | Why |
|---|---|
| Discord user ID, username and avatar | To identify you across features such as team registration, coins and moderation records. |
| Team registration details — team name, manager name, region and league | Taken from the registration template you post in our registration channel, and used to assign your roles and list your team. |
| Moderation records — warnings, mutes and bans, with reason, duration and expiry | To enforce and automatically lift timed moderation actions, and to keep a staff audit trail. |
| Coin balances, transactions, raffle entries, tournament entries and results | To run our community economy, raffles and tournaments. |
Transfers cards — what you enter with /fa or /recruit: positions, platform, gamertag, nights, competitions and your note, with your display name |
To show your free agent card or club vacancy in the transfers channel and on the BRFC Hub website. Cards are public, expire after 14 days, and you can take yours down at any time. |
| AI assistant messages — your question and recent conversation history | Stored so the assistant can follow a conversation, and to monitor usage. See “AI assistant” below. |
| Activity logs | A record of bot actions, shown to staff on the dashboard for troubleshooting. |
| Discord email address and OAuth tokens — staff dashboard sign-in only | Only for members who sign in to the staff dashboard. Tokens are encrypted before storage. |
Message content
The bot can read message content in the servers it runs in. It does not record or archive general conversation. Message content is only acted on in three cases:
- The registration channel. Your message is parsed for team name, manager name, region and league. Those four values are stored against your registration; the rest of the message is not kept.
- Commands. Messages beginning with the
!prefix are read so the command can run. - Mentioning the bot. If you @mention the bot, your question is read and answered by the AI assistant.
Messages in every other channel are not stored.
AI assistant
When you @mention the bot or use an AI command, your question and your recent conversation with the bot are sent to Google's Gemini API to generate a reply. Your Discord display name is included so the assistant can address you.
Your question (up to 500 characters) and recent conversation history are also stored in our own database so the assistant can follow the thread and so staff can monitor usage. You can ask staff to clear your conversation history at any time.
Do not send anything sensitive or private to the AI assistant.
Where your data is held, and who else sees it
- Railway — hosts the bot and its PostgreSQL database, where everything above is stored.
- Google — receives AI assistant messages and images submitted for result/lineup scanning, as described above, via the Gemini API.
- Discord — the platform itself, governed by Discord's own privacy policy.
- EA's public Clubs API — queried for club and match statistics using club identifiers only. No personal data is sent.
We do not sell your data, and we do not share it with anyone beyond the services listed here.
Who can see it
The staff dashboard is restricted to BRFC staff holding an Admin or Higher Admin role, verified against Discord each time it is used. Moderation records and activity logs are visible only to Higher Admin staff.
Retention and removing your data
Records are kept while you are a member of the BRFC community. Moderation records are kept after expiry as a staff audit trail.
You can ask us to delete your data — including your registration, coin balance, AI conversation history and dashboard sign-in — by opening a ticket in the BRFC Discord server. We will confirm once it is done. Some records may be retained where we need them to enforce an active ban.
Changes
If this policy changes, the date at the top of this page is updated. Significant changes will be announced in our Discord server.