Privacy Policy

This Privacy Policy explains how Team Apollo Region (“Apollo Region,” “we,” “us”) handles information when you visit https://www.apolloregion.com, use our Staff Hub, or participate in our Discord community where our bot runs.

We keep this practical: we describe what we actually use today — website content, staff login, and Discord bot features — not a laundry list of unrelated services.

Our public site shows roster, matches, events, news, about, and related pages. Browsing those pages does not require an account. Like most sites, our host (Vercel) may receive standard technical data such as IP address, browser type, and request logs needed to deliver pages securely.

• Public profile-style info you see on the site (gamertag, role, game, bio, avatar, social links) comes from our roster database and may be synced from Discord when a player is linked.
• Match schedules, news posts, and events are editorial content we publish — not personal accounts for visitors.

We do not use advertising or analytics cookie walls. Cookies we set are for authentication and security:

• Staff Hub Discord login: a short-lived OAuth state cookie (CSRF protection) and an httpOnly staff session cookie after a successful login.
• Admin access (password): an httpOnly admin session cookie when that login method is used.

Session cookies are marked Secure in production, use SameSite=Lax, and are not readable by client-side scripts. They expire on their own (staff sessions last up to about seven days) or when you sign out.

Staff and operators can sign into the Staff Hub with Discord. We request the identify scope only — enough to learn your Discord user ID, username, and display name. We do not request email through OAuth.

Your Discord access token is used only to complete that login check and is not stored by us. Access is granted when your Discord account has the required staff roles in our server (or when staff-open mode is enabled by operators). The session cookie then identifies you as a signed-in staff user so you can use Staff Hub tools.

Our Discord bot helps run the Apollo Region server and keeps some data in sync with the website. Depending on which features are enabled, it may process:

• Identity: Discord user IDs, usernames / tags, display names, and avatar URLs (for example welcome messages, roster sync, moderation logs, economy ledgers).
• Roles and membership: role IDs used for verification, reaction roles, access control, rejoin roles, and staff checks.
• Message content: when needed for moderation (word filters, warnings, purge), tickets (including a short transcript when a ticket is closed), starboard, snipe of recently deleted messages (kept in memory), suggestions, custom commands, reminders, AFK reasons, sticky notes, and similar command features.
• Voice and activity: time in voice channels and message counts for weekly stats leaderboards; optional activity / invite tracking.
• Roster sync: linked Discord members can be pushed to the website roster (ID, name, avatar, and role-inferred game / staff category) via commands such as link, sync, and website update.
• Tickets and appeals: opener ID/tag, category, subject, and transcript or appeal reason text for staff review.
• Economy and shop: balances, daily claims, transfers, inventory / titles, and ledger entries tied to Discord user IDs.
• Community tools: levels / XP, giveaways and polls (entrant IDs), scrim RSVPs, missions, and related bot settings stored as key-value data.
• Apollo Tweaks access: when you request a tweaks code on the website, we store your Discord user ID/tag and a generated access code, check that you are in our Discord server, and may DM you that code. Codes are revoked if you leave the server.
• Website verification: when verification is enabled, joining members receive a personal DM link. Completing verify on the website records your Discord ID, approximate IP address, and user-agent so we can block banned networks and detect linked alts. Failed or blocked attempts may be stored for staff review.
• Staff logs: moderation actions (warn, timeout, kick, ban, and similar) and selected system events posted to configured staff log channels and stored for staff review.

Music queues and some temporary utilities stay in the bot’s memory and are not written to our database. Feature toggles and channel/role configuration live in bot settings so operators can turn pieces on or off.

If you use Discord, Discord’s own Privacy Policy also applies to data Discord holds as the platform provider.

Website and bot data for this project are stored in a Neon (Postgres) database. At a high level that includes:

• Roster / players, matches, news, and events for the public site.
• Bot feature flags, key-value settings, balances, levels, weekly stats, activity counts, reminders, custom commands, reaction roles, and related bot state.
• Verification sessions, IP / alt screening logs, and optional IP or Discord ID blocks for membership verification.
• Moderation logs, warnings, tickets (including transcripts), and ban appeals for staff workflows.

Hosting and edge delivery run on Vercel. Database hosting runs on Neon. We do not sell personal data.

We rely on a small set of providers to operate the site and Discord integrations:

• Discord — identity, OAuth login for Staff Hub, and the platform where the bot runs.
• Vercel — website hosting, serverless APIs, and related infrastructure logs.
• Neon — managed Postgres storage for site content and bot/staff data described above.

Those providers process data under their own terms and privacy policies when they act as processors or platforms for us.

We keep information as long as it is needed to run the community, website, and staff tools — for example active roster profiles, open or recent tickets, moderation history, and economy/stats records. Operators may prune or reset bot data when features are reconfigured. Server logs on hosting providers follow those providers’ retention practices.

To ask questions about this policy, request correction of roster information we publish, or request deletion of bot-stored data tied to your Discord account (where we can reasonably do so and still meet safety/moderation needs):

• In Discord, type `.stoptracking` to opt out of optional analytics: weekly message/VC stats, activity totals, chat XP/levels, and chat missions. Use `.starttracking` to resume. This does **not** turn off moderation, word filters, antispam, or commands — those stay on for server safety.
• There is no opt-out from message scanning used for moderation and spam/slur filtering; that is a server-wide safety feature.
• Contact Apollo Region server staff or the Owner in our Discord server to request deletion of bot-stored data tied to your Discord account (where we can reasonably do so).
• Staff Hub users can sign out to clear their session cookie on this device.
• You can also leave the Discord server or stop using Staff Hub; platform-side Discord data remains under Discord’s control.

Some records (for example ban history or abuse logs) may be retained when needed to protect the community or enforce server rules.

We may update this Privacy Policy when our site, Staff Hub, or Discord bot practices change. The effective date at the top of this page will be revised when we do. Continued use of https://www.apolloregion.com or participation in our Discord community after an update means you should review the new version.

Questions about privacy for Team Apollo Region should go to Discord server staff or the Owner. The public site is https://www.apolloregion.com.