Privacy Policy

1. Who we are

Eden Scheduler is an internal event scheduling portal for The Eden Apis Discord community. It is operated by the community's staff for hosts, senior hosts, managers, and administrators. The portal is not a public consumer service — access is limited to members with the required Discord roles.

2. What data we collect

When you sign in or use the dashboard, we may collect and store:

• Discord account information: user ID, username, display name, and avatar URL (via Discord OAuth with identify and guilds.members.read scopes).
• Role and access flags: whether you hold Host, Host in Training, Senior Host, Manager, or Admin roles in our Discord server. These are synced from Discord to control portal permissions.
• Scheduling data you enter: weekly availability, event quotas, saved event types, schedule assignments, and related metadata needed to build and publish weekly event schedules.
• Banner studio content: images and assets you upload or create in the banner editor, including optional audit thumbnails used for moderation and record-keeping.
• Preferences: display settings such as theme, time format, and timezone offset stored in your account.
• Session and security data: authentication tokens used to keep you signed in, and audit log entries (action type, timestamp, and optionally IP address on login) for accountability.

3. What we do not collect

• We do not read or store Discord message content.
• We do not collect online status, activities, or other presence data.
• We do not sell personal data to third parties.
• Our Discord bot syncs member data only for users who hold tracked staff roles — not a profile of every server member.

4. How we use your data

We use collected data solely to operate the scheduling system, including to:

• Verify your identity and enforce role-based access to portal features.
• Let hosts submit availability and managers build weekly schedules.
• Publish schedules to Discord channels and scheduled events when staff push a week live.
• Sync schedule information to connected services used by our community (such as Supabase and a GitHub Gist for in-world data).
• Maintain audit logs for manager review and troubleshooting.

5. How data is shared

Schedule and host information may appear in Discord messages, Discord scheduled events, and other community systems when managers publish a schedule. We share data with service providers only as needed to run the platform (hosting, database, Discord API). We do not share data for advertising or unrelated third-party marketing.

6. Data retention

We retain scheduling records, audit logs, and account data while you remain an active staff member using the system and as needed for historical schedule archives. If you lose all tracked staff roles, your access flags are cleared but historical schedule entries that reference your host name may be kept for continuity. Session tokens expire automatically.

7. Your rights and choices

Depending on your location, you may have rights to access, correct, or delete personal data we hold about you. You can:

• Update display preferences directly in the portal Settings page.
• Sign out at any time to end your browser session.
• Request access, correction, or deletion of your data by contacting a Manager or Admin in The Eden Apis Discord server.
• Revoke Eden Scheduler's access to your Discord account via your Discord User Settings → Authorized Apps.

We will respond to reasonable requests within a practical timeframe. Some data may need to be retained where required for schedule history, security logs, or legal compliance.

8. Security

Access to the portal requires Discord authentication and an approved staff role. API requests use signed tokens. The system runs on infrastructure controlled by the community operators. No method of transmission or storage is 100% secure, but we take reasonable steps to protect data appropriate to an internal staff tool.

9. Changes to this policy

We may update this policy when features or legal requirements change. The "Last updated" date at the top will reflect the latest revision. Continued use of the portal after changes means you accept the updated policy.

10. Contact

For privacy questions or data requests, contact a Manager or Admin in The Eden Apis Discord server. See also our Terms of Service.