This policy explains what personal data Seatbit (the website and the Seatbit Discord bot) processes, why, for how long, and what rights you have. It is written for the Swiss Federal Act on Data Protection (FADP / nDSG) and, where it applies, the EU General Data Protection Regulation (GDPR).
1. Controller
The controller responsible for your data is:
BitsAndBricks
Seewen, Switzerland
hi@bitsandbricks.ch
Contact us at this address for any question or request about your data.
2. What data we process
Your account (from Discord)
You sign in with Discord. With your permission Discord sends us your Discord user ID, username / display name, avatar picture and email address. We store these together with the login tokens Discord issues, so we can recognise you and link your Discord account to your Seatbit account. We do not get your Discord password, your server list or your messages.
Your profile
- First name and surname
- Your nickname (gamer tag) and, if you set them, other nicknames for certain LAN types or events
- Your choice whether to get reminder emails
Clans and LAN events
- Which clans you belong to, and your role there (member, admin, waiting for approval)
- For each event: whether you are coming, unsure or not coming, whether you bought a ticket, whether an orga confirmed it, and any note you add
- Seat wishes (people you want to sit near or not next to, preferred position or seat) and the seat you are assigned
- Whether you are an orga of an event
- If an orga adds you as a guest before you have an account: the name, nickname and (if they have it) email address they enter, and your answers and seat for their events. The email is only used to send you the invite and to recognise you: when you sign in with a Discord account whose verified email matches, or through your claim link, this moves to your own account and the guest entry is deleted.
- Content clan admins enter: clan name, description and avatar, LAN types, events, invite links
Discord bot
- For each linked channel: the Discord server ID, channel ID and name, which clan it belongs to, and the Discord user ID of whoever linked it
- The IDs of the announcement messages the bot posted, so it can keep them up to date
- When you use a command or button, Discord sends us your Discord user ID, the server and channel. We use it to find your Seatbit account and, for example, save your answer to an event. The bot does not read or store other messages.
Technical data
- Login sessions, with the IP address and browser (user agent) they were created from
- A log of which reminders were sent, so nobody gets the same one twice
- An audit log of changes orgas and admins make (for example who moved a seat, changed someone's answer, confirmed a ticket, changed a role or edited a guest), with the time, who made the change and who it was about
- Server logs (time, requested page, IP address, error messages) that our server keeps for a short time
3. Why we process it and on what legal basis
- To run the Service for you and your clan (account, events, tickets, seats, Discord bot). Legal basis: performing our agreement with you (Art. 6(1)(b) GDPR).
- To send you reminders about deadlines and upcoming events, by email and in linked Discord channels. Legal basis: our agreement with you; you can switch off emails on your profile.
- To keep the Service secure and fix problems (sessions, logs, backups). Legal basis: our legitimate interest in a working, secure service (Art. 6(1)(f) GDPR).
- To meet legal obligations. Legal basis: Art. 6(1)(c) GDPR.
We do not sell your data, do not show ads, do not use tracking or analytics tools, and do not use your data for automated decisions or profiling. Seatbit only sets the cookie needed to keep you signed in.
4. Who can see your data
- Members of your clans see your name, nickname, avatar and whether you are coming to that clan's events. Once the seat plan is final they see who sits where.
- Clan admins and event orgas also see ticket status, notes and seat wishes for their events, and can export the attendee list. Clan admins see their clan's audit log.
- People in a linked Discord channel see the bot's announcements, including the nicknames of who is coming, unsure or on the waitlist.
- Platform admins of this Seatbit instance can see all data to run and support the Service.
5. Service providers and transfers abroad
This Seatbit instance runs on a server in Europe. We share data with these providers only as needed:
- Discord Inc. (USA) for sign-in and the bot. Discord processes your data under its own privacy policy. Your avatar picture is loaded from Discord's servers.
- Our email provider, which delivers reminder emails and receives your email address, name and the reminder text.
Where data goes to a country without adequate data protection (such as the USA), the transfer relies on the Swiss-U.S. and EU-U.S. Data Privacy Framework where the recipient is certified, or on the standard contractual clauses approved by the EU Commission and recognised by the Swiss FDPIC.
6. How long we keep data
- Account, profile and event data: as long as your account exists. When you leave a clan, your membership is removed.
- Login sessions: until you sign out or they expire.
- Discord channel links: until the channel is unlinked or the bot is removed.
- Audit log entries: one year.
- Server logs: a few days. Database backups: up to 14 days.
You can delete your account yourself on your profile (Your data, Delete my account). We then delete your name, email, picture, Discord link, login sessions, nicknames, LAN IDs, clan memberships, orga roles, seat wishes, seats, rides, packing lists and your answers to upcoming events. Your answers to past events (coming or not, ticket) stay with an anonymous “Deleted member” that can't be traced back to you, so your clan's event history still adds up; audit log entries show the same “Deleted member”. A clan where nobody else with a login is left is deleted with your account. Backups are overwritten within 14 days.
7. Your rights
You have the right to:
- get information about the data we hold about you, and a copy of it;
- have wrong data corrected (you can edit most of it yourself on your profile);
- have your data deleted, or its processing restricted;
- receive your data in a common machine-readable format (Download my data on your profile gives you everything as a JSON file);
- object to processing based on our legitimate interest;
- withdraw any consent you gave, with effect for the future.
Downloading your data and deleting your account work directly on your profile. For anything else, email hi@bitsandbricks.ch. You can also complain to a data protection authority: in Switzerland the Federal Data Protection and Information Commissioner (FDPIC, edoeb.admin.ch), in the EU the authority in your country.
You can also remove Seatbit's access to your Discord account at any time in Discord under User Settings, Authorized Apps.
8. Security
All connections use HTTPS. Secrets such as bot tokens and SMTP passwords are stored encrypted. Access to the server is limited to the operator.
9. Children
Seatbit is not meant for children below Discord's minimum age. If you think a child has given us data without permission, contact us and we will delete it.
10. Changes
We may update this policy when Seatbit changes. The date at the top shows the current version. See also our Terms of Service.