Important Notice
This policy explains what information ERM CE processes, how it is used, where it is stored, and how you can make a privacy request. Ordinary message content is processed temporarily and is not intended to be saved as message content.
This page was last updated on: 22 October 2026
1. Overview
This Privacy Policy explains how ERM CE (Emergency Response Management Community Edition) processes information when you use our Discord bot, website, dashboard, integrations, and related services (the “Service”). It should be read together with our Terms of Service.
ERM CE is operated by an individual developer based in Victoria, Australia. In this policy, “we”, “us”, and “our” refer to the ERM CE operator.
ERM CE provides community-management features such as moderation, staff management, shift management, audit records, and activity features. It is not an official emergency dispatch service.
2. Information We Process
The information processed depends on the features used and how a Discord server is configured. It may include:
Discord user IDs, server IDs, and other Discord identifiers.
Usernames, display names, and relevant profile information where a feature requires them.
Moderation records, including actions, reasons, affected users, moderators, and related audit information.
Staff records, shift information, activity records, and analytics generated by the service.
Command inputs and information needed to execute requested features.
Links or references to evidence associated with moderation or audit features.
Technical information processed by our website hosting and other operational service providers.
When website login with Discord is available, we will also receive the Discord account details you authorise during login, such as your Discord ID and username.
3. How We Use Information
We process information for purposes connected with operating and maintaining ERM CE, including:
Providing the bot, website, and requested community-management features.
Managing moderation, staff, shifts, and related community records.
Maintaining audit trails, activity records, and service analytics.
Preventing abuse, investigating misuse, and protecting the service.
Troubleshooting errors, diagnosing technical problems, and maintaining reliability.
Responding to support enquiries and privacy requests.
We do not sell personal information and we do not use it for advertising. If our data practices change materially, we will update this policy.
4. Messages and Command Content
ERM CE can read messages in channels it has access to so it can respond to commands, pings, and similar triggers. Message and command content is processed only as needed to run a command or provide a feature, and we do not intentionally store the full content of ordinary messages in our database.
ERM CE may create separate records about an action, such as a moderation action, its reason, or a link or reference to evidence. These records are distinct from storing the full contents of ordinary messages.
5. Storage and Hosting
The ERM CE database uses MongoDB hosted on a privately operated server located in Australia. The database is restricted to that server or a private network and is not directly exposed to the public internet.
The ERM CE website is hosted using Cloudflare Pages. The Discord API is used to operate the bot and its Discord integrations.
Discord and Cloudflare may process information on infrastructure located in countries other than Australia, in line with their own policies.
6. Access to Information
The developer has direct access to the ERM CE database.
Server administrators and authorised staff may be able to view relevant records through the bot or website, depending on the feature and the permissions configured. Not every user can access every record.
Information shared directly in Discord may also be visible to other members or moderators according to the server’s settings and Discord’s functionality.
7. Data Retention and Deletion
Stored records generally remain until the relevant user or server administrator removes them using the /consent command, or until you ask us to delete them.
The /consent command removes relevant records from the live database, but it does not guarantee that all of your information is removed. To make sure all of your information is removed, you must contact us directly (see Contact below).
Removing the bot from a server does not automatically delete that server’s records. Server administrators can ask us to fully remove their server’s records by contacting us.
Backups are kept for about 30 days and are then overwritten, so deleted information may remain in backups for up to that long.
Some information may be retained where required by law or where reasonably necessary to address security, abuse, or service-integrity issues, limited to what is appropriate in the circumstances.
8. Third-Party Services and Disclosure
Discord and Cloudflare are the external service providers currently used by ERM CE.
Discord processes information in connection with Discord accounts, servers, bot activity, and API interactions. Cloudflare hosts the website and may process website requests and generate technical or hosting logs.
We do not store Cloudflare hosting logs in our MongoDB database. We cannot control the exact information or retention periods a provider uses within its own systems.
Emails sent to [email protected] are forwarded by Cloudflare to the operator’s personal email inbox, so the content of your email and your email address will be handled by Cloudflare and our email provider.
If we introduce paid features in the future, we will update this policy to explain how payments are processed before any payments are taken.
We may disclose information where required by law, or where reasonably necessary to protect the safety, rights, or security of users, the Service, or others.
If a moderation record contains a link to evidence hosted elsewhere, opening that link may take you to a third-party service governed by its own privacy policy and terms.
9. Cookies, Login and Analytics
When website login with Discord is available, we will use essential cookies or similar browser storage to keep you signed in and support session functionality. These are needed for login to work.
We do not currently use advertising or tracking cookies. Cloudflare or other hosting infrastructure may still generate technical logs as part of delivering the website.
If we introduce website analytics or non-essential tracking, we will update this policy before doing so.
10. Security
We use measures intended to protect stored information, including operating system updates, a firewall, restricted access, and secure remote administration.
No method of storing or transmitting information can be guaranteed to be completely secure. We cannot promise that unauthorised access, data loss, or other security incidents will never occur.
If a data breach is likely to result in serious harm, we will notify affected people and the relevant authorities where the law requires.
Please avoid sending passwords, authentication tokens, payment details, or other unnecessary sensitive information through support channels.
11. International Data Processing
ERM CE is available to communities in different countries. Although the database is hosted in Australia, Discord and Cloudflare may process information in other locations.
Privacy protections and legal requirements differ depending on where you are located. Where required, we take applicable legal obligations into account when handling personal information and international transfers.
If you are in the European Economic Area or the United Kingdom, we process your information to provide the Service you or your server administrators have asked for and for our legitimate interests in running and securing it, and you have the rights described in section 13.
12. Children and Age Requirements
ERM CE is not intended for children under 13, or under the minimum age required to use Discord in your country if that is higher. Some communities using the service may include people under 18.
Server administrators are responsible for configuring and managing their communities appropriately.
If you believe we hold information about a child under the minimum age, please contact us and we will delete it.
13. Your Privacy Rights
You may contact us to request access to, correction of, or deletion of personal information associated with your use of ERM CE. Depending on where you live, you may also have rights to object to or restrict certain processing, or to receive a copy of your information.
We may need to verify your identity or authority before responding, and to clarify which Discord account, server, or records your request concerns. We aim to respond within 30 days.
Requests are considered in accordance with applicable law. Some information may need to be retained, or a request may be limited, where the law permits or requires it.
The /consent command can be used to remove relevant records from the live database, but it does not guarantee that all of your information is removed. If you want to be fully removed, contact us and we will handle the request.
If you are unhappy with how we handle your information, please contact us first. You may also complain to your local privacy regulator; in Australia, this is the Office of the Australian Information Commissioner (oaic.gov.au).
14. Changes to This Policy
We may update this Privacy Policy to reflect changes to ERM CE, its features, our infrastructure, data practices, or applicable law.
The latest version will be published on this page, and the Last Updated date will be amended when changes are made.
Where required by law, we will provide notice or take other required steps when making material changes.
15. Contact
For questions about this Privacy Policy, or to request access to, correction of, or deletion of personal information, contact the ERM CE operator using one of the methods below.
When making a privacy request, please give us enough information to understand the request and identify the relevant records. Do not send passwords or authentication tokens.
Thank you for using ERM CE. We aim to handle information responsibly and respond to privacy requests in accordance with applicable law. This policy does not remove any rights or remedies that applicable law does not permit us to exclude.