Privacy Policy

1. Who we are and what this covers

GuildCircuit (“we”, “us”), is responsible for the personal information we process to run Snakes & Ladders. Contact us at support@guildcircuit.com. This notice covers our hosted Discord bot, its pages on guildcircuit.com and support requests about it.

Discord separately operates your Discord account and platform. Server owners decide their own community rules, channel access and uses of information they receive. This notice does not cover independently hosted copies of the bot; contact that copy’s operator. Discord’s applicable terms take precedence if this notice conflicts with them.

2. Information we process

• Discord identity and setup: user IDs and display names; server, game channel, review channel, moderator role and message IDs; hosts’ board drafts, imported challenge text and game settings.
• Participation: joined games, positions, token choices, rolls, movement, finish order, timestamps and game or administrator actions.
• Evidence and reviews: files you upload, original filenames and media types, attachment references or URLs, text evidence and notes, submission status, reviewer IDs, review reasons and timestamps. Evidence files can contain personal information visible in the upload or its metadata.
• Website, support and operations: network and request information described below; your email and correspondence if you contact us; technical logs, database backups and recovery archives.

3. Where it comes from

Information comes from Discord when someone uses the bot, from your commands and submissions, from server administrators and other participants interacting with you, and from requests to our website. We do not ask Discord for your password or account email address. The bot is not configured to collect a general archive of ordinary server conversations. Content deliberately submitted through bot commands or forms is processed.

You can browse the website without creating an account. If you do not want the bot to process information needed for a feature, do not use that feature. We will explain actions and obtain the relevant user’s or server’s permission before acting on their behalf. We respect blocking, opt-outs and removal of the bot. We will not use Discord data to contact you outside Discord without your explicit permission. Server administrators may still include your identifier in actions involving you; you can contact us about this.

4. Why we use it and our legal bases

• Providing the service you request: we use identity, configuration and game records to perform our agreement with you, including responding to commands, keeping progress and displaying results.
• Safe and reliable operation: we rely on legitimate interests in preventing abuse, protecting communities, resolving disputes, maintaining accurate records, troubleshooting and handling support. We weigh those interests against your rights, particularly for younger users.
• Legal duties: we process information where necessary to meet applicable legal obligations or respond to valid legal demands.

We use information received from Discord only as necessary to provide the bot’s stated functionality. Any use to improve the bot is limited to aggregated or de-identified information that cannot identify an individual. We do not sell or license Discord data, disclose it to advertising or data-broker services, use it for unrelated profiling or marketing, scrape server conversations, or use Discord message content to train AI models. We do not re-identify anonymised Discord data or use Discord data for discrimination or decisions about employment, housing, insurance or other benefits. We do not currently run optional analytics on these product websites. If we introduce a use that requires consent, we will ask before that use begins.

5. Who can see your information

Boards, player names, progress and game results are visible to people who can access the game channel. Evidence is stored by the bot and sent to the configured private review channel. Designated reviewers, server owners and administrators can access that channel; GuildCircuit operators can access stored evidence when needed to run or support the service.

Private review does not mean that only one person can see a submission. Channel permissions can be changed by server administrators, and recipients can copy material. Upload only what a challenge requires; crop out unrelated people, private messages, credentials and other sensitive details. Do not submit identity documents, financial information or health information.

6. Service providers and international processing

Discord delivers interactions and hosts bot messages and attachments under its Privacy Policy. Cloudflare hosts and protects our public website and processes requests, including IP addresses and technical connection information; see Cloudflare’s Privacy Policy. Bot records are stored in the operator-managed bot environment, separately from the static website. Infrastructure, storage and email providers may process information on our behalf to deliver those services. Email sent to our support address is routed through Cloudflare Email Routing to our support mailbox; Cloudflare and the mailbox provider process the message and delivery information to handle your request.

The Snakes & Ladders website serves its fonts as local website assets.

Discord, Cloudflare and other service providers may process information outside your country, including outside the UK or EEA. Where we transfer personal information subject to UK or EEA data protection law, we must use an applicable adequacy arrangement or appropriate contractual safeguards. Contact us for information about the providers and safeguards relevant to your data.

We share data received from Discord only with service providers helping us operate the bot, where required by applicable law, or where the relevant user expressly directs the sharing. Using a feature that clearly identifies its audience, such as posting game results or submitting evidence for moderator review, directs us to deliver that information to that audience. A server administrator’s instruction alone does not authorise unrelated disclosure of another user’s data. We do not make game records available to advertisers.

7. Website storage and links

These static product pages do not currently set application cookies or use browser storage for accounts, advertising or analytics. Interactive website examples run in the page and are not real bot transactions. Infrastructure providers can process requests for delivery and security. Following an invite, support or external link takes you to that provider’s service and privacy rules.

8. How long we keep information

Game records are retained only while necessary for the bot’s stated functionality, including active events and requested results or board reuse. There is currently no automatic inactivity expiry for all game and audit records; continued retention requires operator review. Drafts expire after 24 hours; expiry does not mean every related log or backup has been erased.

The default routine evidence-file retention setting is 30 days after an approved, rejected or withdrawn submission’s relevant review or submission timestamp. This is a configurable eligibility threshold for operator-run cleanup, not guaranteed automatic deletion on day 30. Pending submissions are excluded. Routine file cleanup does not erase evidence text, notes, review reasons or other database and audit records, and does not delete Discord’s review message or attachment copy.

We review whether records remain necessary for their stated purpose. We promptly delete data received from Discord when it is no longer necessary, when the applicable user or Discord requests deletion, or when we stop operating the bot, except to the extent applicable law requires retention. Product convenience or preserving someone’s game history does not override a valid deletion request. Technical logs and support correspondence are kept only for the operational, support or legal purpose that justifies them.

Backups and offline recovery archives can contain older records and do not necessarily expire with live data. A deletion request needs to cover these copies too; if removal from a recovery copy is not immediate, we will identify the copy, explain the reason and removal timetable, restrict its access and use, and prevent deleted records from returning to normal use on restoration. This does not permit indefinite retention or override Discord’s deletion requirements. We will explain any specific legal requirement to retain information.

9. Access, deletion and other rights

Email support@guildcircuit.com with the subject “Snakes & Ladders privacy request”. Tell us which bot your request concerns and whether you want access, correction, deletion or another action. Unless you request a narrower scope, a deletion request covers that bot’s records about you across servers; requests concerning both bots are handled for each bot. Your Discord user ID, server ID and any relevant prediction, game or submission ID help us locate the records; you do not need to know every identifier to make a request. Do not email passwords or identity documents. We may ask you to verify control of the Discord account or provide limited information to locate the records.

You may have rights to access and receive a copy of your data, correct it, request erasure, restrict processing, object to processing based on legitimate interests, and receive certain data in a portable format. These rights depend on the applicable law and basis for the processing. Where processing relies on consent, you may withdraw it without affecting earlier lawful processing.

Deletion requests are handled by the operator; there is no automatic delete-account button. We will handle valid requests without undue delay and within applicable legal deadlines, ordinarily one month under UK data protection law. The legal response deadline is not a routine waiting period: we act promptly and do not delay deletion simply until that deadline. We will explain any lawful extension and any data that applicable law requires us to retain. Removing records can remove your progress or ability to participate. We also promptly correct Discord data at the request of the applicable user or Discord.

A deletion request is separate from routine cleanup: its handling must not be postponed just because a file has not reached its routine retention threshold. We will identify relevant live records, files, bot-controlled Discord messages and recovery copies, remove or anonymise what we are required to remove, and explain anything retained. Server members’ independent copies and Discord’s own account or platform records are outside our direct control; we will tell you when you also need to contact the server owner or Discord.

You may complain to the UK Information Commissioner’s Office or your local data protection authority. You do not have to contact us first.

10. Security, younger users and automated features

We restrict access to records and evidence to people who need it to operate, support or review the service. No online service can guarantee absolute security. Report suspected exposure privately to support@guildcircuit.com and avoid including other people’s data unnecessarily. We will immediately begin investigating and containing security incidents and promptly notify Discord about unauthorised access to its API data or incidents reasonably likely to compromise systems processing it. We will cooperate with Discord and keep it updated during remediation. We will notify affected people and the relevant regulator where applicable law requires it.

The service is for people old enough to use Discord: at least 13 and any higher minimum age required in their country. It is not directed to children below that age. Contact us if you believe an underage child has supplied information. We will investigate promptly and delete data we are not permitted to process, except where retention is required by law. If Discord data reaches us in error, we will immediately notify Discord, delete it and provide evidence of deletion if requested.

Dice rolls, tile movement and rankings are processed automatically; designated people review evidence. These game features are not intended to make decisions with legal or similarly significant effects. Contact us to challenge an error or raise a concern.

11. Changes and contact

We will update the date on this page when the notice changes and take reasonable steps to highlight material changes through the website or bot before introducing a materially different use of data. Contact GuildCircuit at support@guildcircuit.com about this notice. The Terms of Service explain the rules for using Snakes & Ladders.