Privacy and your data

What we store and why

Cogwing stores Discord server, channel, user and message IDs needed to route commands, maintain profiles and rosters, update its messages and deliver the reminders you choose. Character names, class, level, realm, faction and group role are entered by members. Events include an organizer, title, activity, schedule, capacity, signups and reminder preferences. Optional server settings include timezone, feed destinations and selected WoW roles/channels.

Short-lived command-response receipts prevent duplicate actions. Delivery receipts, queued work and failure states support reliable sending and recovery. Aggregate action counts enforce server activity limits. Official EU Blizzard announcements and their source links are cached for enabled feeds. Each server’s active data is stored separately.

We use these records to provide the commands you request, manage your server’s chosen feeds, honor reminder preferences, prevent duplicate sends, diagnose failures and enforce service limits. We do not sell this data or use it for advertising or model training.

Discord, hosting and visibility

Discord delivers commands and displays profiles, event cards and mentions in the server channels where you use Cogwing. Other people with channel access can see those messages. Cogwing does not poll chat history or request a privileged message-content or member-list intent. Discord still exposes baseline bot data as described in its data-access guide.

The bot runs on Cloudflare Workers with SQLite Durable Objects; the website is hosted on Cloudflare Pages. Discord and Cloudflare process requests under their own policies. Ferbu Technologies can administer the service and access stored records when needed for operation, security or a support/privacy request. Operational logs use failure categories, status codes and request identifiers; they are not intended to contain command bodies, game profiles or credentials.

The website does not add analytics, advertising cookies or visitor accounts. Its practice simulator stays in browser memory, resets on reload and sends no actions to Discord. Hosting providers may process ordinary request metadata for delivery and security.

How long records remain

Active profiles and open/recurring groups remain until removed. Closed event/signup records and delivery receipts are eligible for pruning after 90 days during maintenance; unresolved queued or failed work can retain related records until resolved or deleted. Command-response receipts expire after 24 hours and are pruned during maintenance. Daily server membership checks keep maintenance active; outages can delay it.

When Discord confirms Cogwing was removed from a server, its active stored server records and queued work are erased. Membership is normally checked within 24 hours; temporary API failures pause delivery and retry instead of treating an outage as removal. A minimal server reset marker prevents old role defaults from reactivating.

Cloudflare operational logs and recoverable storage history follow the provider’s configured retention and can outlast deletion from the active bot database. In-bot deletion does not selectively remove provider recovery history. Contact us for questions about retained operational data.

Your deletion controls

/data status shows your stored counts and deletion instructions. /data delete-mine confirm:DELETE removes your profiles, signups, organized groups and weekly series in this server, removes pending personal reminders and redacts old cached command responses. If you hold the configured WoW roles, use /wow leave first to stop role-based alerts. Deletion does not affect other servers.

An Administrator can use /data delete-server, confirming the exact server ID, to erase stored server profiles, events, signups, settings and queued work. Feeds and role automation stop. Perform this before uninstalling for immediate cleanup. New commands can create new data afterward.

Messages already posted in Discord and assigned Discord roles are separate from Cogwing’s database. Remove those through Discord; in-bot deletion does not erase them. If deletion reports background work in progress, retry shortly rather than assuming it completed.

For access, correction, deletion across multiple installations or another privacy request, email [email protected]. We may ask for enough information to verify your authority over the affected data. Never send credentials. You can also contact the Norwegian Data Protection Authority about data protection concerns.

Changes

We will update this page and its effective date when data handling materially changes. Contact support if anything is unclear.