Privacy policy

Last updated: 5 October 2026

Who we are

The Pokemon TCG League Discord Bot ("the bot", "we") is a free, volunteer-run service for Pokémon TCG stores and their communities. Contact us at tcgleaguebot@gmail.com.

What we store

  • Discord servers: server ID and name, and the settings chosen in the dashboard (channels, role, name display, timezone).
  • Dashboard logins: your Discord user ID, username and avatar, and the Discord login token we use to check which servers you can manage (scopes identify and guilds; we never request your email address).
  • Players: from uploaded Tournament Manager files, the Play! Pokémon ID, first and last name, at most the birth year (never the full birthdate) and results (division, placement, wins, losses, ties).
  • Play! ID links: when you use /register, the link between your Discord user ID and a Play! ID.
  • Events: public event information from the Play! Pokémon Event Locator for stores that opted in, and events added by store staff.

Why

We store this only to provide the bot's features: posting events, recording attendance, showing stats and leaderboards, and managing the attendance role. The legal basis is the legitimate interest of the store and its community in running their league. We do not sell data, show ads or share data with third parties beyond the processors below.

How names are shown

Each server chooses how player names appear: full name, first name and last initial, initials or Play! ID only. Results are only shown inside the server whose staff uploaded them. There are no public player profiles and no statistics across servers.

Your choices

  • /unregister removes the link between your Discord account and your Play! ID.
  • /forget-me removes your link and blanks your name. Your results stay attached to your Play! ID so the store's history stays intact, shown as "Deleted player". Later uploads will not restore your name.
  • Server staff can remove a Play! ID link in the dashboard if it was claimed by the wrong person.
  • You can ask us for a copy of your data, or for corrections, by email.

Retention

  • When the bot is removed from a server, that server's settings, tournaments and events are deleted after 30 days. Players who no longer appear in any server are then deleted too.
  • Dashboard sessions expire after 7 days of inactivity.
  • Dashboard login data (your Discord user id, name, avatar and the login tokens Discord gives us) is kept while you use the dashboard, and deleted when you ask us to by email.
  • Daily backups at our hosting provider (Hetzner, EU) are retained for 7 days. Each backup also contains our nightly database copies from the 7 days before it, so deleted data is gone from every backup after at most 14 days.

Where

Data is stored on servers in the European Union (Hetzner Online GmbH, Germany), including backups. Discord processes data under its own privacy policy. When a store is linked by league ID, its postcode (and country or city when known) is sent to OpenStreetMap Nominatim (OpenStreetMap Foundation) to locate the store.

Cookies

The dashboard only uses strictly necessary login cookies (your session and the short-lived cookies Discord login needs). There are no analytics or advertising cookies.

Changes

We will update this page when this policy changes and note the date at the top.