1. Introduction
Guild Vault ("we", "us", or "our") operates the Guild Vault platform at guildvault.net. This Privacy Policy explains what information we collect, how we use it, and your rights regarding that information. Guild Vault is operated by Brandon Bedell, a sole proprietor in Phoenix, Arizona, United States. By using Guild Vault, you agree to the collection and use of information in accordance with this policy.
2. Information We Collect
Account Information
When you create an account, we collect:
- Your email address
- Your display name
- Authentication provider details if you sign in via Discord, Google, or Twitch (we receive only your email and public profile — we do not receive your password from these providers)
- If you sign in via Discord: your Discord username and avatar URL, stored to display on your guild roster
Guild & Usage Data
As you use Guild Vault, we store information you provide, including:
- Guild name, description, motto, emblem, and game selection
- Roster entries, ranks, classes, and member notes
- Match history, stat columns, performance records, and VOD links
- Events, RSVPs, attendance records, and announcements
- Application form questions and submitted applications
- DKP balances, transactions, bids, and item history
- Static team compositions and tournament brackets
- Invite links and their usage history
- In-game character names registered by members for scoreboard matching
Discord Bot Data
Guild Vault offers an optional Discord bot integration available on Premium plans. When a guild owner connects their Discord server to Guild Vault and adds the bot, the following data is accessed or stored:
- Discord User IDs: We store the Discord user ID of any guild member who links their Discord account to their Guild Vault profile. This is used to match Discord users to guild members for bot commands, attendance scanning, and DKP awards.
- Discord Usernames and Avatars: When a member authenticates via Discord OAuth, we store their Discord username and avatar URL to display on the guild roster.
- Voice Channel Membership: When voice attendance scanning is enabled on an event, the bot reads which users are present in configured voice channels at the time of the scan. We store only the resulting attendance record (present or absent) — we do not continuously monitor or log voice channel activity.
- Server Roles: When self-role menus are configured, the bot reads the list of roles in your Discord server to allow guild managers to select which roles members can assign themselves. We store the role IDs and names you select for your role menu configuration.
- Channel IDs: Guild owners configure which Discord channels the bot posts to (events, announcements, lineups, attendance). We store those channel IDs as part of your guild settings.
- Posted Message IDs: When the bot posts an event embed, announcement, or tournament bracket to Discord, we store the resulting Discord message ID so the bot can edit that message in place when updates occur.
The bot does not read message content, does not monitor general server activity, and does not store any data about Discord server members who have not linked their Discord account to a Guild Vault profile. Discord members who interact with self-role menus do not need a Guild Vault account and their data is not stored beyond the role assignment itself, which is handled entirely by Discord.
Guild owners may disconnect the Discord bot integration at any time from Guild Settings. Disconnecting removes the bot from your Discord server and stops all bot activity. Stored channel IDs and role configurations are cleared from your guild settings. Discord user IDs linked to member profiles are retained until those members disconnect their Discord account from their profile or delete their account.
Automatically Collected Information
We may collect technical information including:
- IP address (used for security logging and fraud prevention)
- Browser type and version
- Pages visited and time spent on the platform
- Session cookies required for authentication
- Analytics and performance information, such as page views, feature interactions, device and browser information, pseudonymous identifiers, and aggregate live-presence activity, only if you allow optional analytics, as described in our Cookie Policy
3. How We Use Your Information
We use collected information to:
- Provide, maintain, and improve the Guild Vault platform
- Authenticate your identity and keep your account secure
- Enable guild management features for you and your members
- Process subscription billing (when Stripe integration is active)
- Respond to support requests
- Detect and prevent fraudulent or abusive activity
- Comply with legal obligations
We do not sell your personal information to third parties.
Our legal bases where GDPR applies
Where the GDPR or similar law applies, we process personal data to perform our contract with you (including account access, guild features, and subscriptions); for our legitimate interests in securing, maintaining, and defending the Service; with your consent for optional analytics and session recording; and where needed to comply with legal obligations, including tax and accounting requirements. You may withdraw optional analytics consent at any time through our Cookie Policy.
4. Data Sharing
We share your information only in these circumstances:
- Within your guild: Your display name, rank, class, and status are visible to other members of guilds you belong to.
- Supabase: Our database and authentication infrastructure is hosted on Supabase. Your data is stored on their servers subject to their privacy policy.
- Stripe: Billing information is handled directly by Stripe. We do not store payment card details.
- Vercel: Our website is hosted and delivered through Vercel. Vercel may process technical and performance information to operate and measure the website.
- PostHog and aggregate live presence: Only when you allow optional analytics, we use PostHog to measure page views and product interactions and to improve the Service. We also show the site operator aggregate, live counts by safe page label, device category, sign-in state, and active/idle state. This does not display names, emails, IP addresses, raw URLs, guild IDs, invite codes, or resource IDs. On signup, authentication, and setup routes, we may use session recordings with form inputs masked by our configuration.
- OAuth providers: If you sign in via Discord, Google, or Twitch, those providers receive the fact that you authenticated with Guild Vault.
- Discord (bot integration): When the Discord bot is active for your guild, Guild Vault communicates with Discord's API to post messages, read voice channel membership during scans, and manage self-role menu interactions. This communication is governed by Discord's Privacy Policy. We do not sell or share Discord data with any party other than Discord itself in the course of providing the bot functionality.
- Legal requirements: We may disclose information if required by law or to protect the rights and safety of our users.
5. International Data Transfers
Guild Vault and some of our service providers operate in the United States and other countries. If personal data protected by the GDPR is transferred outside the EEA, UK, or Switzerland, we will use a transfer mechanism required by applicable law, such as an adequacy decision or appropriate contractual safeguards. You can request current information about the relevant safeguards at privacy@guildvault.net.
6. Data Retention
We retain your account and guild data for as long as your account is active. When you request account deletion, we retain the account data for 180 days so you can reactivate the account if you change your mind. After that period, the account data is permanently deleted. Guild data owned by you is also deleted unless ownership has been transferred to another user.
Inactive guilds (canceled or lapsed subscription) may be deleted when the owning account is closed. Audit logs may be retained for up to 90 days for security purposes.
7. Cookies
Guild Vault uses essential cookies required for authentication and session management. We do not use cookies for cross-site behavioral advertising or sell personal information. We use PostHog analytics cookies or similar local storage only after you allow optional analytics. See our Cookie Policy for full details.
8. Your Rights
Depending on your location, you may have the right to:
- Access the personal information we hold about you
- Correct inaccurate information via your Profile page
- Delete your account and associated data via Profile → Danger Zone
- Export your data (contact us to request a copy)
- Withdraw consent for optional data processing
- Object to or request restriction of certain processing
- Receive data you provided in a portable format where applicable
To exercise these rights, contact us at privacy@guildvault.net. We may need to verify your identity and will respond within the time required by applicable law; where GDPR applies, that is generally within one month. EEA and UK residents may also complain to their local data protection authority.
9. Children's Privacy
Guild Vault is not directed at children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided us personal information, contact us and we will delete it promptly.
10. Changes to This Policy
We may update this Privacy Policy from time to time. The latest published version is always available at this URL. Significant changes will be communicated to users via the platform.