Privacy Policy

This Policy explains what data the RogueX Tour Discord bot and roguextour.com collect, how we use it, who we share it with, and your rights to access, correct, or delete it. We keep this short and specific because the Bot’s data needs are narrow.

1. Who we are

The Bot and website are operated by an individual (“the operator”) who runs the platform as a Discord application within participating servers. We are not affiliated with Discord, Twitch, Kick, 2K Games, the PGA TOUR, or Stripe.

To contact us about anything in this Policy, see Section 11 below.

2. What we collect

Identity (always)

• Your Discord user ID (a numeric identifier — not your email)
• Your Discord username and server nickname (display name)
• Your birth year (year only, collected once at signup to confirm you meet the minimum age). It is stored privately, is never shown on the site, and is used only to enforce the age rules in Section 8.

Tour profile (collected at signup or via slash commands)

• Your stated handicap
• Your Twitch, Kick, YouTube, or TikTok handle if you provide one
• Your full stream URL if you provide one
• Your assigned division (Tour Card / Challenger / Open)
• A “referred by” link to another player’s Discord ID if you signed up via referral

Match and competition data

• Match scores you self-report
• VOD URLs you optionally attach to a match
• Notes you add to match reports or disputes
• Achievement unlocks tied to your player record
• Fantasy team drafts, Community Cup roster assignments, pick’em predictions, side-challenge entries
• Course suggestions you submit

Coaching marketplace data (only if you use it)

• As a coach: your listing details (rate, packages, bio), Stripe Connect account ID, KYC status flags (whether charges/payouts are enabled), and session counts. We do not store your bank account number or SSN/SIN — Stripe handles those.
• As a customer: your email address, your name (if provided), the package you bought, and the payment status. We do not store your credit card. Stripe handles all payment data.

From third-party APIs (cached for performance)

• Your Twitch profile image URL (so the Tour Card has your avatar)
• Whether you are currently streaming (polled every 5 minutes from Twitch/Kick public APIs)

What we do NOT collect

• Your home address (unless you optionally enter it in Stripe’s onboarding as a coach — in which case Stripe holds it, not us)
• Your IP address (we do not log incoming requests for any purpose other than security)
• Your real name unless you choose to provide it as your handle, display name, or coaching booking name
• Credit card numbers, bank account numbers, or government ID (Stripe handles those)
• Browser cookies for tracking (there is a small consent banner for analytics — opt-out respected)
• Third-party analytics beyond standard Google Analytics for site traffic

3. How we use your data

Your data is used solely to operate the platform’s features:

• Display you on rosters, leaderboards, Tour Cards, and rivalry pages
• Schedule your matches and DM you your matchup card each week
• Compute statistics, achievements, division placements, and MVP scores
• Send weekly recap DMs and announce live streams in member-promo channels
• Process payments for coaching bookings (in collaboration with Stripe)
• Send newsletter emails (only if you opted in) and transactional booking confirmations
• Resolve disputes when an admin issues a refund or override

We do not use your data to train machine learning models or for targeted advertising.

4. Who we share it with

We do not sell your data, and we do not share it with third parties for marketing.

The platform does interact with these services to function:

• Discord: messages, embeds, DMs, and slash command responses are visible to users in the relevant channels and DMs.
• Twitch / Kick: we query their public APIs by handle to verify it, fetch profile images, and detect live streams. We share only the handle you provided.
• Stripe: we share your email and booking details with Stripe for payment processing. Coaches additionally share their KYC info directly with Stripe through Stripe’s hosted onboarding. Stripe’s privacy policy applies to that data.
• Resend: if you opt into the newsletter, your email is shared with Resend (our email service) for delivery only. You can unsubscribe at any time via the link in every newsletter email.
• Vercel + Cloudflare: our hosting providers process traffic to the website. Their privacy policies apply.

5. How long we keep it

Player records and match history are retained indefinitely while you are an active participant in any league served by the Bot, so historical leaderboards, rivalry stats, and achievement records survive.

Booking records are retained for at least 7 years for tax and audit purposes (Stripe also retains them).

If you want your data removed, see Section 7 below.

Database backups are stored on the operator’s server with rolling retention (currently: most recent 48 hourly snapshots, anything older than 7 days deleted).

6. Security

The Bot stores data in a local SQLite database on the operator’s hardware. Access is restricted via OS-level file permissions. No bulk data is transmitted to external cloud storage. We do not currently encrypt the database at rest. Payment card data never touches our servers — Stripe’s hosted Checkout handles that entirely.

If you become aware of a security issue, contact the operator immediately (Section 11).

7. Your rights

You have the right to:

• Access your data — request an export through Discord (Section 11)
• Correct your data — use /tour-update-handicap, the Coaching Hub panel, or DM the operator for fields you can’t self-edit
• Delete your data — contact the operator. We will remove your player record, match contributions, achievements, and stream data within 14 days. Historical match results (where you appear as an opponent) may be retained in anonymised form (e.g., “[deleted player]”) to preserve other players’ stats. Booking records may be retained for tax/audit purposes
• Opt out of DMs — decline DMs from the Bot at any time via Discord’s privacy settings. Some features (match cards, weekly recaps) require DMs to function fully
• Unsubscribe from emails — click the unsubscribe link in any newsletter email
• Object to specific processing — contact the operator

We will respond to requests within a reasonable timeframe, generally 14 days.

8. Children’s privacy & minors

Minimum age is 13. At signup the Bot asks for your birth year and blocks anyone under 13 — no account is created and no data is stored for them. This matches Discord’s own minimum age. We do not knowingly collect data from anyone under 13; if we learn that we have, we delete it promptly.

Players aged 13–17 are treated as minors and given extra protection by default: we collect only the minimal data needed to run the league (display name, scores, birth year), we never show their age, they cannot buy or sell paid coaching or make any payment (the marketplace is 18+ only), and we do not send them marketing emails.

A parent or guardian can request access to or deletion of a minor’s data at any time via the contact in Section 11, and we will act on it.

9. International users

The Bot is operated from Canada and serves players worldwide (including Australia, the EU/UK, and elsewhere). If you use it from outside Canada, your data is processed in Canada, and by using the platform you consent to that transfer.

We apply the same privacy-protective baseline to everyone regardless of location: minimal data, no sale of data, no targeted advertising, and heightened protection for anyone under 18. If you are in the European Economic Area or the United Kingdom you have additional rights under the GDPR / UK GDPR (including access, correction, deletion, and objection); residents of other regions with privacy laws (e.g. Australia’s Privacy Act) have equivalent rights. Contact us (Section 11) to exercise any of them.

10. Changes to this Policy

We may update this Policy from time to time. When we do, we’ll update the “Last updated” date at the top. Material changes that affect how we use your existing data will be announced in your server’s announcement channel where the Bot is active.

11. Contact

For privacy-related questions or requests, contact the operator through the official RogueX Tour Discord server — open a ticket in #admin-help or DM the server admin role. The Discord invite link is at the bottom of every page on this site (“Join the Discord” in the footer).