Privacy Policy
1. Who we are
MilsimManager (“MilsimManager”, “we”, “us”) provides roster, rank, and operations management for gaming and milsim communities, delivered through a Discord bot and a companion web dashboard at milsimmanager.com. The service is operated by CG Systems. You can reach us about privacy at privacy@milsimmanager.com.
2. The two roles we play
How we treat data depends on whose data it is:
- For a community’s member data (the roster, ranks, billets, and activity of people in a Discord server that uses MilsimManager), the community’s administrators decide what is tracked. They are the controller; we act as a processor handling that data on their behalf to provide the service.
- For an administrator’s own account and billing data (the person who signs in and sets up a server), we are the controller.
If you are a member of a community that uses MilsimManager and have questions about what is tracked, contact that community’s administrators first; you may also contact us and we will route your request.
3. What we collect
When an administrator signs in (Discord OAuth)
We use “Sign in with Discord” to identify administrators. With your permission Discord shares your user ID, username/display name, avatar, and the list of servers you belong to. We use the server list only to show you the servers you can manage; we store in your signed session your Discord user ID, name, and the subset of servers where you have “Manage Server”. We do not receive or store your Discord password.
When a server uses the bot
To operate a roster for a community, the bot processes, for members of that community: Discord user IDs, usernames and nicknames, server-membership status, roles, and the ranks, billet assignments, and activity/attendance the community chooses to record. We do not read message content.
Technical data
Like any web service we process limited technical data needed to run and secure the site: IP addresses and request logs (kept transiently by our web server), and a single signed cookie that keeps you logged in. We do not use advertising or third-party tracking cookies.
4. Why we use it (legal bases)
| Purpose | Basis |
|---|---|
| Provide the roster/ops service to a community | Performance of a contract / our and the community’s legitimate interests |
| Authenticate administrators | Performance of a contract |
| Secure the service, prevent abuse | Legitimate interests |
| Billing (when enabled) | Performance of a contract / legal obligation |
5. Who we share it with
We do not sell personal data. We share it only with service providers needed to run MilsimManager, who process it on our instructions:
- Discord — identity and the platform the service runs on.
- Our hosting provider (Akamai/Linode) — servers and database hosting.
- Cloudflare — DNS for our domain.
- A payment processor — when paid plans launch, for handling payments. We do not store full card details.
We may also disclose data if required by law, or to protect our rights, safety, and the integrity of the service.
6. How long we keep it
We keep a community’s data for as long as that community uses MilsimManager. When a server is removed from the service (off-boarded), its roster and member data are deleted from our active database. Encrypted backups are retained for up to 14 days and then purged. Account and billing records may be kept longer where required for legal or accounting reasons.
7. Your rights
Depending on where you live (for example under the GDPR or CCPA/CPRA), you may have the right to access, correct, delete, export, or restrict the use of your personal data, and to object to certain processing. To exercise these rights:
- Administrators can update or delete a server’s data directly in the product, or contact us.
- Community members should contact their server’s administrators, who control what is tracked; you may also contact us and we will help.
- Email privacy@milsimmanager.com for any request. We do not discriminate against you for exercising these rights.
8. Data location & transfers
Our infrastructure is operated in the United States and by the providers listed above. If you access the service from another region, your data may be transferred and processed where our providers operate, with appropriate safeguards.
9. Security
We use industry-standard measures including TLS encryption in transit, restricted access to the database, and regular backups. No method of storage or transmission is completely secure, and we cannot guarantee absolute security.
10. Children
MilsimManager is not directed to children under 13 (or the minimum digital- consent age in your country, where higher). This aligns with Discord’s own minimum-age requirement. We do not knowingly collect data from children below that age.
11. Changes
We may update this policy as the service evolves. We will revise the effective date above and, for material changes, provide reasonable notice.
12. Contact
Questions or requests: privacy@milsimmanager.com.
MilsimManager is an independent product and is not affiliated with, endorsed by, or sponsored by Discord Inc.