GuildPilot

Privacy Policy

GuildPilot Privacy Policy

Effective date: 18 July 2026
Last updated: 10 August 2026

1. About this Privacy Policy

This Privacy Policy explains how GuildPilot collects, uses, processes, stores and deletes information when you use:

GuildPilot is:

Email: support@guildpilot.co.uk
Website: guildpilot.co.uk

The GuildPilot operator is responsible for personal information processed for account authentication, service administration, security, support, payments, subscriptions, entitlements and GuildPilot's infrastructure.

Discord server owners and authorised administrators decide which GuildPilot features are enabled in their servers. They may also have their own responsibilities for explaining to server members how personal information is processed through the tools they configure.

This Privacy Policy does not replace any privacy information that a Discord server owner may be required to provide to their own members.

2. Information GuildPilot Collects

The information GuildPilot processes depends on the features enabled by a Discord server owner or authorised administrator.

GuildPilot does not collect every category described below from every server or every Discord member.

2.1 Discord login and dashboard information

When you sign in to the GuildPilot dashboard, GuildPilot uses Discord OAuth to authenticate you and determine which Discord servers you are authorised to manage.

GuildPilot may receive:

Your Discord OAuth access token is used during the authentication process. GuildPilot does not retain the OAuth access token after the GuildPilot dashboard session has been created.

GuildPilot may use strictly necessary session information to keep you signed in, protect your dashboard session and prevent unauthorised access.

2.2 Discord server information

When GuildPilot is installed in a Discord server, GuildPilot may process and store:

Cached channel and role information may be refreshed when server settings change or when an administrator uses the dashboard.

2.3 Server configuration data

GuildPilot stores settings created by server owners and authorised administrators.

These settings may include configurations for:

2.4 Member activity, statistics and member-review information

When member activity tracking, statistics or member-review features are enabled, GuildPilot may store or process:

GuildPilot does not store the contents of messages for the member activity feature.

The activity system counts messages but does not use the message text to calculate activity.

Member activity records older than 90 days are deleted automatically.

2.5 Active voice-session information

While a member is connected to a voice channel, GuildPilot may temporarily store:

This information is used to calculate voice activity accurately.

The temporary session record is removed or completed after the member leaves the voice channel, the session is otherwise ended, or an automated recovery process resolves an interrupted session.

2.6 Leveling information

When leveling is enabled, GuildPilot may store:

GuildPilot does not need to store ordinary message content to award experience points.

Leveling records are not currently deleted automatically based solely on their age.

When a member leaves a server, their leveling record will normally be marked as inactive. Where the server administrator has enabled the reset-on-leave option, the member's leveling record will instead be deleted when they leave.

Server administrators may also reset leveling data through supported GuildPilot controls.

2.7 Moderation, warning, AutoMod and channel-control information

When moderation, warning, AutoMod or channel-control tools are used, GuildPilot may process and store information such as:

This information allows GuildPilot to carry out moderation commands, maintain warning totals, apply configured thresholds, expire temporary punishments, enforce configured AutoMod or channel rules and provide records to authorised server administrators.

Moderation reasons, imported moderation records, AutoMod rule text and ticket questions are entered by the server's administrators or moderators. Server administrators should avoid entering unnecessary sensitive personal information.

Where message-content checks are enabled, GuildPilot may process message content as needed to enforce configured rules. GuildPilot does not use ordinary message content for unrelated profiling.

2.8 Ticket information

When the GuildPilot ticket system is enabled, GuildPilot may process and store:

Ticket form answers and messages may contain information entered voluntarily by Discord members. Server owners are responsible for configuring appropriate ticket questions and ensuring that members are not asked to provide unnecessary sensitive information.

2.9 Ticket transcripts and web ticket archives

When ticket transcript archiving is enabled, GuildPilot processes the messages and relevant ticket information required to generate a transcript.

The completed transcript may be sent to the Discord archive channel selected by the server administrator.

For traditional Discord-delivered transcripts, the contents of the completed ticket transcript are not retained in the GuildPilot database after the transcript has been generated and sent to the configured Discord channel. GuildPilot may retain limited ticket metadata or a reference showing that the transcript was generated or delivered.

Where threaded web ticket archiving is enabled, GuildPilot may store searchable ticket message text and attachment metadata for the configured web archive. Ticket media remains hosted by Discord and is loaded from the private Discord archive when an authorised dashboard manager opens the transcript.

Copies posted to Discord are stored by Discord and the relevant server. Those copies are subject to:

Deleting information from GuildPilot does not automatically delete a transcript or message that has already been posted to Discord.

2.10 Logging information

When logging features are enabled, GuildPilot may process information required to create logs for:

Where message edit or deletion logging is enabled, GuildPilot may temporarily process the relevant message content so that the configured log can be sent to the server's Discord logging channel.

GuildPilot does not ordinarily retain message edit or deletion log content in its database after the log has been sent to Discord, unless a specific feature such as web ticket archiving separately stores ticket archive content.

Logs posted to a Discord channel are retained by Discord and the relevant server until they are deleted through Discord.

Server owners are responsible for selecting appropriate logging channels, restricting access to those channels and informing their members where required.

2.11 Embeds, Smart Panels, Components V2 and interactions

When an administrator creates an embed, capsule, Smart Panel or Components V2 panel, GuildPilot may store:

When a member interacts with a panel, GuildPilot may process their Discord user ID and the selected action so that it can add, remove or toggle a role, open a ticket, process a form, route an action or perform another configured action.

2.12 Counting and server counter information

When counting or counter features are enabled, GuildPilot may store or process:

2.13 Automatic voice-channel and LFG/LFP information

When Automatic Voice is enabled, GuildPilot may process and store:

Temporary voice channels and related operational records may be removed when the channel becomes empty or when an authorised user deletes the channel.

When LFG/LFP features are enabled, GuildPilot may process and store:

2.14 Pilot Markets, Pilot Coin, Kiosk, Packs, marketplace and profiles

When Pilot Markets, Pilot Coin, the Kiosk, Pilot Packs, the item marketplace or Pilot profiles are enabled, GuildPilot may process and store:

These records are used to operate the virtual entertainment features, keep each server economy isolated, prevent duplicate rewards or trades, settle virtual purchases and marketplace fills, calculate leaderboards, protect against abuse and maintain an audit trail.

Pilot Markets, Pilot Coin, server currencies, Packs, pack items, badges, achievements and profiles are virtual. They have no cash value and cannot be bought with real money or withdrawn for money or goods.

2.15 Pilot Premium and payment information

Where Pilot Premium is purchased, subscribed to, redeemed or activated, GuildPilot may store information required to manage the purchase, subscription or entitlement, including:

GuildPilot may use Stripe for website payments and Discord for Discord Premium guild subscription entitlements. Stripe and Discord process payment information under their own privacy policies and terms.

Unless expressly stated during payment, GuildPilot does not require full payment-card details to be stored in the GuildPilot database. Full card details are normally handled by the payment provider rather than GuildPilot.

2.16 Pilot custom bots

When a server uses a Pilot custom bot, GuildPilot may store:

The encrypted token is used only to connect and operate the authorised custom Discord bot.

Access to custom-bot tokens and management tools is restricted to authorised GuildPilot administrators and systems that require access to operate the service.

A custom bot token should be removed when the custom bot is permanently disconnected, deleted or no longer authorised, subject to reasonable security, recovery and backup processes.

2.17 Uploaded images and files

GuildPilot may store images or files uploaded through the dashboard for features such as:

Uploaded content remains stored until it is replaced, deleted through supported dashboard controls, removed as part of a feature deletion, archived as part of an audit record where necessary, or removed following a valid deletion request.

Administrators must only upload content they are authorised to use.

2.18 Dashboard audits, diagnostics and service records

GuildPilot may store limited operational information required to administer and secure the service, including:

These records are used to investigate faults, protect GuildPilot, respond to support requests, prevent abuse and maintain service stability.

Diagnostic and error records may include relevant Discord IDs where necessary to identify the affected server, feature or interaction.

2.19 Support communications

When you contact GuildPilot, GuildPilot may receive:

Support information is used to respond to your enquiry, investigate technical problems, verify authority and maintain an appropriate support record.

3. Where Information Comes From

GuildPilot may receive information:

GuildPilot only accesses Discord information that Discord makes available to the bot or dashboard and that is permitted by the bot's permissions and the server's configuration.

4. How GuildPilot Uses Information

GuildPilot may use information to:

GuildPilot does not sell personal information.

GuildPilot does not use ordinary member activity data to read or analyse the contents of members' conversations.

5. Lawful Bases for Processing

Where UK data-protection law applies, GuildPilot relies on one or more lawful bases depending on the purpose of the processing.

5.1 Performance of a contract

GuildPilot may process information where it is necessary to:

5.2 Legitimate interests

GuildPilot may process information where necessary for legitimate interests, including:

Where GuildPilot relies on legitimate interests, it considers whether those interests are outweighed by the rights and freedoms of affected individuals.

5.3 Legal obligations

GuildPilot may process or retain information where required to comply with applicable law, respond to lawful requests, maintain tax or accounting records, or meet regulatory obligations.

5.4 Consent

Where GuildPilot specifically asks for consent, the information will be processed for the purpose explained when consent is requested.

Consent may be withdrawn at any time. Withdrawing consent does not affect processing that occurred lawfully before it was withdrawn.

6. Information Sharing

GuildPilot does not sell or rent personal information.

Information may be shared in the following circumstances.

6.1 Discord

GuildPilot sends information to Discord when carrying out configured actions, including:

Information sent to Discord is also processed under Discord's own privacy practices.

6.2 Server owners and administrators

Information may be made available to server owners, moderators or authorised administrators through:

Access depends on the permissions configured by the relevant Discord server.

6.3 Payment and entitlement providers

GuildPilot may use Stripe to process website payments and Discord to process Discord Premium guild subscription entitlements.

Stripe may process payment details, billing details, fraud-prevention information, checkout-session information, payment status, refund status and dispute information under Stripe's own privacy policy and terms.

Discord may process subscription, entitlement and server information under Discord's own privacy policy and terms.

GuildPilot receives only the information reasonably needed to confirm payment or entitlement status, activate access, prevent duplicate payment, provide support, handle refunds or disputes and keep required records.

6.4 Hosting and infrastructure providers

GuildPilot uses OVHcloud to host its services and infrastructure.

OVHcloud may process or store information on GuildPilot's behalf where required to operate:

GuildPilot may use additional technical providers where reasonably necessary to provide, protect or maintain the service. Such providers are only given access to information required for their services.

6.5 Legal and safety disclosures

GuildPilot may disclose information where reasonably necessary to:

6.6 Business changes

If responsibility for GuildPilot is transferred, reorganised or acquired, relevant information may be transferred as part of that change, subject to applicable data-protection requirements.

7. International Processing

GuildPilot is operated from the United Kingdom.

Some service providers, including Discord, Stripe and hosting or infrastructure providers, may process information in countries outside the United Kingdom.

Where GuildPilot is responsible for an international transfer of personal information, GuildPilot will take reasonable steps to ensure that an appropriate transfer mechanism or safeguard is used where required by applicable law.

Information sent directly to or stored by Discord or Stripe is also subject to those providers' own international data-transfer arrangements.

8. Data Retention

GuildPilot retains information only for as long as it is reasonably required for the purposes described in this Privacy Policy.

Different categories of information have different retention arrangements.

8.1 Discord OAuth tokens

Discord OAuth access tokens used for dashboard authentication are not retained after the GuildPilot dashboard session has been created.

8.2 Member activity records

Daily message and voice activity records older than 90 days are deleted automatically.

8.3 Active voice sessions

Temporary active voice-session information is retained until the voice session ends or an interrupted session is resolved.

8.4 Leveling records

Leveling information does not currently have an automatic age-based deletion period.

When a member leaves a server:

Leveling information may also be removed through a server reset, supported administrator control or valid deletion request.

8.5 Server settings and configuration

Server settings and configuration information are generally retained while GuildPilot or an associated Pilot custom bot is connected to the relevant Discord server.

Removing the bot stops most further collection from that server but does not necessarily cause all existing information to be deleted immediately.

Existing information may remain until:

8.6 Moderation, warning, AutoMod and channel-control records

Moderation, warning, AutoMod and channel-control records may be retained while required to operate the server's configured systems, maintain warning totals, manage punishment expiry, audit automated actions and provide records to authorised administrators.

Temporary punishments may be marked expired or inactive when they end. Expiry does not necessarily delete the underlying moderation record.

Records may be removed through supported administrator controls or a valid deletion request, subject to legal, security and dispute-resolution requirements.

8.7 Ticket information and web archives

Active ticket information is retained while required to operate and manage the ticket.

Ticket metadata may remain after closure until it is deleted through available controls, an applicable cleanup process or a valid deletion request.

Traditional ticket transcript content is not retained in the GuildPilot database after the completed transcript has been sent to the configured Discord archive channel.

Where threaded web ticket archiving is enabled, GuildPilot stores searchable ticket message text and attachment metadata for 90 days after the ticket closes. Ticket media remains hosted by Discord and is loaded from the private Discord archive for authorised dashboard managers.

8.8 Discord logging content

Message or event information processed to create a configured Discord log is not ordinarily retained in the GuildPilot database after the log has been delivered.

Copies posted in Discord remain there until removed through Discord by someone with the necessary server permissions.

8.9 Pilot Markets, Pilot Coin, Packs, marketplace and profile records

Virtual economy records may be retained for as long as reasonably necessary to operate the feature, preserve server economy integrity, prevent duplicate transactions, investigate abuse, resolve disputes, correct technical errors and maintain an audit trail.

Some records, including transaction ledgers, Pilot Coin ledger entries, exchange quotes, marketplace fills, pack openings, purchase records, competition settlements, tax records, achievement unlocks, reconciliation records and related audit records, may be retained long-term because they are needed to keep the virtual economy consistent and explain past changes.

Deleting a server configuration or disabling a feature may stop future use but does not necessarily delete historical transaction or audit records immediately.

8.10 Payment, subscription and entitlement records

Payment, refund, dispute, checkout, subscription and entitlement records may be retained for as long as reasonably necessary to:

Full card details are normally retained by the payment provider rather than GuildPilot.

8.11 Uploaded images

Uploaded images are generally retained until they are replaced, deleted through the dashboard, removed with the related configuration, archived where reasonably needed for security or audit purposes, or deleted following a valid request.

8.12 Custom bot information

Custom bot configuration and encrypted tokens are retained while required to operate the authorised custom bot.

They may be deleted when the custom bot is permanently removed, the entitlement ends or an authorised administrator requests deletion, subject to security and backup processes.

8.13 Support, security and diagnostic information

Support correspondence, dashboard audit information, diagnostics and security records may be retained for as long as reasonably necessary to:

8.14 Backups

Deleted information may remain temporarily in restricted backups until those backups are overwritten or expire through GuildPilot's normal backup cycle.

Backup copies are not intended to be used for ordinary service operations after the live information has been deleted.

9. Removing GuildPilot and Deleting Server Data

A server owner or authorised administrator may:

Removing GuildPilot from a server may stop further collection but does not guarantee immediate deletion of all previously stored information.

To request deletion of stored server data, contact:

support@guildpilot.co.uk

The request should include:

GuildPilot may need to verify the requester's authority before deleting server-wide information.

Some limited information may be retained where reasonably necessary for:

Deleting GuildPilot data does not automatically delete messages, logs, ticket transcripts, marketplace messages, Pilot Markets announcements or other information that has already been sent to Discord.

10. Individual Data Rights

Depending on the circumstances and applicable law, individuals may have the right to:

These rights are not absolute and may not apply in every situation.

For example, GuildPilot may need to retain certain information where it is required for security, legal compliance, payment records, virtual economy integrity or the establishment, exercise or defence of legal claims.

To make a data-protection request, contact:

support@guildpilot.co.uk

Please include enough information to:

GuildPilot will respond within the time limits required by applicable law.

11. Complaints

Questions or concerns about GuildPilot's use of personal information should first be sent to:

support@guildpilot.co.uk

12. Security

GuildPilot uses reasonable technical and organisational measures designed to protect information from:

These measures may include:

No internet-based service can guarantee absolute security.

Server owners are also responsible for:

13. Data Breaches

Where GuildPilot becomes aware of a personal-data breach, GuildPilot will investigate the incident and take reasonable steps to contain and address it.

GuildPilot will notify affected individuals or the relevant supervisory authority where notification is required by applicable law.

14. Third-Party Services

GuildPilot operates through and alongside Discord.

GuildPilot is not responsible for Discord's independent collection, storage or use of information.

When information is posted to Discord, including:

that information becomes subject to Discord's systems, permissions and privacy practices.

GuildPilot may also use Stripe for website payments. Stripe's own privacy policy applies to information Stripe processes as a payment provider.

Links or integrations with other third-party services may also be governed by the privacy policies of those services.

15. Administrator Responsibilities

Discord server owners and authorised administrators should:

GuildPilot is not responsible for the independent actions of a server owner or administrator who exports, copies, reposts or otherwise uses information obtained through GuildPilot.

16. Changes to This Privacy Policy

GuildPilot may update this Privacy Policy to reflect changes to:

The latest version will be published through the GuildPilot website.

Where a change materially affects how personal information is processed, GuildPilot may provide additional notice through the website, dashboard, Discord support server or another appropriate method.

17. Contact

For privacy questions, data requests or server data-deletion requests, contact:

GuildPilot
Email: support@guildpilot.co.uk
Website: guildpilot.co.uk

GuildPilot Games Privacy Section

Account and progression data

When you use GuildPilot Games, we process the Discord user ID, username and avatar supplied by Discord, together with your generated call sign, leaderboard privacy setting, Games level, lifetime XP, achievements, cosmetics, upgrades, daily streak, Core Pass progress and mission history. This links progress to the same account across the website and Activity.

Activity and gameplay data

While you play, we process Activity instance, guild and channel identifiers, room identifiers, lobby membership, gameplay intentions, results, content versions, wave snapshots, the accepted-action journal, connection status and technical timing needed for synchronization, recovery and abuse prevention. We do not provide custom text chat, record or process Discord voice, or collect a date of birth or identity document.

Games currencies and payments

XP, Core Shard, Pilot Token, reward, purchase, adjustment, reversal, promotion and reconciliation events are linked to your user ID and idempotency keys. When website Pilot Token sales are enabled, Stripe processes the payment and supplies order, payment and event identifiers; GuildPilot does not store full card details. Some financial, ledger and audit records are deliberately immutable to prevent duplicate grants, handle disputes and preserve economy integrity.

Player safety

Blocks, avoids, reports, removal votes, AFK state and abandonment history may be processed for matchmaking, moderation and community safety. A report may include the selected category, description and match context supplied by the reporting user.

Visibility, deletion and retention

Public leaderboards show a generated call sign unless you allow your Discord display name in Games profile settings. Data is retained while needed to operate the feature, protect the service, audit rewards and meet legal obligations. Account deletion forfeits Games progress, Core Shards, Pilot Tokens and bound items; some immutable financial, accounting, dispute and fraud-prevention evidence may be retained where legally required or stripped of direct identity.

Discord and controls

Activity authentication uses the Discord Embedded App SDK and a server-side OAuth exchange with the minimal identify scope. You can change leaderboard visibility from the Games profile page and use GuildPilot's public support channel for data or safety requests.