HM Coastguard#3079
Bot Name: HM Coastguard#3079
Bot User ID: 1565465462936965201
Effective Date: 30 October 2026
Last Updated: 30 October 2026
Applicable Legislation: UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018, as applicable.
1. Introduction and Legal Compliance
This Privacy Policy explains how HM Coastguard#3079 (“the Bot”) collects, processes, stores, and shares information when users interact with it on Discord.
The Bot provides ticket system functionality to support enquiries, reports, requests, and other communications within Discord servers where it is installed.
We intend to handle personal data in accordance with applicable UK data protection legislation, including the UK GDPR and the Data Protection Act 2018. This includes the principles of lawfulness, fairness, transparency, purpose limitation, data minimisation, accuracy, storage limitation, integrity, and confidentiality.
This policy is intended to explain what information is processed, why it is needed, who can access it, how long it is retained, and how users can exercise their privacy rights.
The organisation or individual legally responsible for determining how the Bot processes personal data is referred to as the “Data Controller” throughout this policy. The controller's identity and contact details should be provided in Section 12.
2. Information We Collect
The Bot may process the following categories of information, depending on its configuration and the functionality enabled within a Discord server.
2.1 Discord Account and Server Information
This may include:
- Discord user IDs.
- Discord usernames, display names, and server nicknames.
- Discord profile pictures (at the time of a ticket being opened)
- Discord server IDs and server names.
- Discord channel IDs and ticket channel information.
- Relevant role information and permissions needed to manage ticket access.
This information is used to identify users, associate tickets with the appropriate individuals, and support the Bot's ticket management functionality.
2.2 Ticket Messages and Submitted Content
When a user opens or participates in a ticket, the Bot may process:
- The reason for opening the ticket.
- Messages sent by the user and other ticket participants.
- Replies and communications from authorised staff.
- Attachments and other submitted content, where supported.
- Ticket creation, closure, and status information.
- Information included in ticket transcripts.
Ticket information is processed to facilitate communication, resolve enquiries, maintain relevant ticket records, and provide the intended service.
Users should avoid submitting passwords, payment details, or unnecessary sensitive personal information through tickets.
2.3 Technical and Operational Information
The Bot and its associated website infrastructure automatically process information necessary for its operational security and reliability, including:
- The connection IP address for each website request and, when a trusted reverse proxy is configured, the visitor IP address supplied by that proxy.
- The request timestamp, URL path, HTTP method, response status code, request duration, and browser user-agent string.
- Command interactions and relevant technical error information.
Website request logs do not include query strings, cookies, or request bodies. They are stored in a private server data directory and are not served by the website.
3. Purposes and Lawful Basis for Processing
Personal data is processed only for purposes connected with providing, maintaining, and securing the ticket system and website infrastructure, including:
- Creating, managing, and closing tickets.
- Identifying ticket participants.
- Allowing authorised staff to respond to enquiries.
- Producing and retaining ticket transcripts.
- Maintaining records of relevant ticket communications.
- Preventing misuse and investigating relevant incidents.
- Maintaining the Bot's reliability and security.
- Complying with applicable legal obligations.
- Maintaining website security and protection: We log IP addresses and technical access data to detect, prevent, and mitigate malicious activity, such as Distributed Denial of Service (DDoS) attacks, unauthorized scraping, or brute-force attempts.
Under the UK GDPR, personal data must have an appropriate lawful basis for processing.
3.1 Our Lawful Bases
Depending on the circumstances, the Data Controller relies on the following lawful bases:
- Legitimate Interests: Operating a support ticket system, maintaining appropriate records, and protecting the security and integrity of the service. This specifically includes logging server data and IP addresses for network and information security, protecting our infrastructure from cyber threats, and ensuring the availability of the transcript service. Where relied upon, these interests are balanced against the rights and freedoms of the individuals concerned.
- Compliance with a Legal Obligation: Where processing is required by applicable law.
The applicable lawful basis must be determined by the Data Controller for the actual processing activities. The publication of this policy does not, by itself, establish a lawful basis.
Personal data will not intentionally be used for unrelated advertising or sold to third parties.
3.2 Special Category Data
The Bot does not intentionally solicit or require sensitive personal data (such as health conditions, racial origin, or religious beliefs). However, because tickets allow free-text input, users may voluntarily disclose such information. Where this occurs, the processing of this data is necessary for the establishment, exercise, or defence of legal claims, or is based on the explicit manifest exemption where the user has chosen to make the data public within the private ticket environment.
4. Ticket Transcripts and Retention
4.1 Automatic Retention Period
Ticket transcripts generated by HM Coastguard#3079, as well as associated website server access logs (including logged IP addresses), are retained for 14 days.
The 14-day retention period is intended to provide a reasonable opportunity for authorised personnel and the relevant end user to review the record of a ticket after it has been created, and to allow for short-term security monitoring of the infrastructure.
At the end of the 14-day retention period, transcripts and server logs are intended to be automatically deleted or overwritten by the system.
4.2 Manual Deletion
Ticket transcripts are not ordinarily deleted manually before the end of their scheduled retention period.
Manual deletion outside the normal retention process is reserved for exceptional circumstances and is carried out by us, the designated operator or technical administrators responsible for the transcript system, where appropriate.
No member of HM Coastguard is permitted to edit or manually delete stored ticket transcripts. This restriction is intended to preserve the integrity of the records during their retention period.
This restriction does not override any applicable legal obligation to erase or restrict personal data. Where a valid statutory request or other legal requirement applies, the responsible Data Controller must assess the request and take any action required by law.
4.3 Transcript Integrity
Ticket transcripts are intended to remain unaltered throughout their retention period.
Members of HM Coastguard cannot edit or delete the stored transcript records. Access to a transcript does not grant permission to alter or remove it.
The restriction on editing and deleting transcripts is intended to protect the integrity of ticket records and help ensure that the retained contents remain an accurate record of the relevant communications.
4.4 Access During the Retention Period
Throughout the 14-day storage period, ticket transcripts may be accessed by:
- Authorised command members within the HM Coastguard Public Relations server, where they have the appropriate authorisation to access the transcript system.
- The end user associated with the ticket, through the transcript access website provided below.
End users can access the transcript website at:
https://hmcg.strxmydev.xyz/transcripts
Access is strictly managed via Discord OAuth2 authentication. Users must log in using their Discord credentials to verify their identity. The transcript system will only grant access to the specific end-user who created the ticket, or to authorized command members with explicit permissions. Unauthenticated users or individuals not associated with the ticket are blocked from viewing the transcript.
The availability of the transcript website does not mean that transcripts are publicly accessible to everyone. Access should be restricted to the relevant end user and authorised personnel.
Users should be aware that the transcript may contain information supplied by other ticket participants. Access to a transcript does not confer ownership of, or unrestricted rights over, the personal information of other individuals included in it.
4.5 Deletion at the End of the Retention Period
After the 14-day retention period expires, the transcript is intended to be automatically removed from the transcript system.
Deletion from that system does not necessarily erase the original messages held by Discord, independently saved copies, or information retained separately by another service.
The Data Controller should ensure that the transcript system implements the stated retention period and that any relevant copies under its control are handled consistently with applicable retention and deletion requirements.
4.6 Website Server Log Retention
Website request logs are retained for 14 days from the time each request is recorded, then automatically deleted. Cleanup runs every 15 minutes, so a log entry may remain briefly beyond the 14-day point. The logs are used for security monitoring, troubleshooting, and investigating suspected abuse; they do not contain query strings, cookies, or request bodies.
5. Storage and Security
The Bot may rely on Discord and other technical infrastructure, including hosting services, databases, and transcript storage facilities, to provide its functionality.
Reasonable technical and organisational measures should be used to protect personal data against unauthorised access, disclosure, alteration, accidental loss, or destruction.
Access should be limited to individuals and systems that require it for legitimate operational purposes.
The restriction preventing HM Coastguard members from editing or manually deleting transcripts is one intended integrity safeguard. It does not, on its own, guarantee that the system is secure or that no unauthorised person could access a transcript.
No electronic system can be guaranteed to be completely secure.
Where third-party providers process personal data on behalf of the Data Controller, appropriate arrangements must be in place to meet applicable data protection requirements.
6. Access to and Sharing of Information
Information processed by the Bot may be accessible to or shared with the following categories of recipients, where necessary:
- Authorised ticket staff: Individuals who have appropriate permissions to access the relevant ticket.
- Authorised command members in the HM Coastguard Public Relations server: For access to stored transcripts during the retention period, as described in Section 4.
- The relevant end user: Through the transcript website, subject to the applicable access controls.
- Discord: In connection with the platform's provision of its services.
- Technical and infrastructure providers: Where hosting, database, storage, or other services are used to operate the Bot.
- Competent authorities: Where disclosure is required by law or otherwise lawfully justified.
We do not intend to sell personal data or disclose it for unrelated advertising purposes.
Access to transcripts is limited to the purposes described in this policy and should be managed in accordance with applicable confidentiality, security, and data protection requirements.
7. International Data Transfers
Discord or other service providers used by the Bot may process or store personal data outside the United Kingdom.
Where personal data is transferred internationally by or on behalf of the Data Controller, the transfer must comply with the applicable requirements of UK data protection law. Depending on the circumstances, this may require an applicable adequacy regulation or appropriate safeguards.
Information about the relevant providers, locations, and safeguards should be made available where required by law.
8. Your Data Protection Rights
Under applicable UK data protection legislation, users may have the right to:
- Access: Request access to their personal data.
- Rectification: Request correction of inaccurate personal data.
- Erasure: Request deletion of personal data where the legal requirements are met.
- Restriction: Request restriction of processing in qualifying circumstances.
- Objection: Object to processing where the applicable legal conditions are met.
- Data portability: Receive certain personal data in a portable format where the right applies.
- Withdraw consent: Where processing relies on consent, withdraw that consent without affecting the lawfulness of processing carried out before withdrawal.
These rights are subject to applicable legal conditions and exceptions. Not every request must result in deletion, and not every right applies to every processing activity.
8.1 Requests Relating to Ticket Transcripts
Users who wish to exercise their rights concerning a ticket transcript should contact the Data Controller using the contact details in Section 12.
The transcript website may provide access to stored transcripts, but access to the website is not a substitute for submitting a formal data protection request.
Although manual transcript deletion is ordinarily reserved for exceptional circumstances, requests made under applicable data protection legislation will be assessed individually. The Data Controller will take any action required by law, notwithstanding the normal 14-day retention procedure or the internal restriction on manual deletion.
Requests will be handled within the time limits required by applicable law. Reasonable verification may be requested where necessary to protect personal data from unauthorised disclosure.
9. Children's Privacy
The Bot operates through Discord and is subject to Discord's applicable age requirements and relevant legal restrictions.
The Bot is not intended to collect personal information from individuals who are below the minimum age permitted by applicable law or Discord's requirements.
Users should avoid submitting unnecessary sensitive information, particularly information concerning children, through the ticket system.
Any concerns about the inappropriate collection or retention of personal information should be reported to the Data Controller.
10. Third-Party Services
HM Coastguard#3079 operates through Discord and may use third-party services to provide ticketing and transcript functionality.
Those services may have their own privacy policies, terms, and data processing arrangements. The Bot's operator does not control all processing carried out independently by Discord or other providers.
For further information about Discord's processing of personal data, please consult the Discord Privacy Policy.
Your use of Discord remains subject to Discord's Terms of Service and applicable platform policies.
11. Changes to This Privacy Policy
This Privacy Policy may be updated to reflect changes to the Bot, transcript system, storage arrangements, access controls, or applicable legal requirements.
The latest version should be made publicly available, and the effective date should be updated whenever a revised version is published.
Where required or appropriate, material changes will be communicated to affected users.
12. Data Controller and Contact Details
The individual or organisation responsible for determining how personal data is processed by HM Coastguard#3079 is the Data Controller for the relevant processing activities.
Data Controller: Strxmy Development Bot Name: HM Coastguard#3079
Bot User ID: 1565465462936965201
Privacy Contact: strxmydev@gmail.com
Transcript Website: https://hmcg.strxmydev.xyz/transcripts
Users may use the designated contact method to ask questions about this policy, request access to personal data, raise concerns about transcript handling, or exercise their applicable data protection rights.
Please provide sufficient information to help identify the relevant records, but do not send passwords or unnecessary sensitive information.
13. Complaints to the Information Commissioner's Office
If you believe your personal information has been handled unlawfully or your data protection concerns have not been adequately resolved, you may have the right to complain to the UK's Information Commissioner's Office (ICO).
Website: https://ico.org.uk/
Telephone: 0303 123 1113
Users may contact the ICO in accordance with its published guidance and complaint procedures.
14. Disclaimer and Interpretation
This Privacy Policy describes the intended handling of personal data by HM Coastguard#3079 and its responsible operator.
It does not replace or override the UK GDPR, the Data Protection Act 2018, other applicable legislation, or Discord's Terms of Service and Developer Terms.
Nothing in this policy is intended to waive, exclude, or restrict a person's statutory data protection rights.
End of Privacy Policy