1. Who operates WarComms
WarComms is an independent platform for layered communications in online communities through Discord. This policy covers the WarComms website and its Discord bot. It does not cover Discord, individual clan servers, or external tactical-map services.
Operator: Kryptic [WCommsDev], based in Michigan, United States. This is the operator’s public name in the Discord server. Contact the operator through the WarComms Development Discord. The operator is responsible for the personal information processed to provide WarComms.
2. Information we handle
We keep data collection limited to running comms. WarComms does not ask for your legal name, home address, date of birth, government ID, or personal email address. The application does not write visitors’ IP addresses into its session store or application-authored logs, or build identity or browsing profiles.
Discord user IDs and display names are still identifying information. WarComms needs them to show the right players, check permissions and move people between channels. A display name may itself contain a real name if you chose one on Discord. The session data and sign-in storage described below remain necessary even though we do not ask you to identify yourself outside Discord.
- Discord identity and access: your Discord user ID, username or display name, server memberships, relevant roles and permissions, and server names, IDs, icons and banners. These let you sign in and let us check which servers and controls you can access.
- Voice and staging information: who is connected to configured staging or session voice channels, their display names and channel IDs, and connection changes. Members of an installed server can appear in its staging roster before they sign in to WarComms. Joining voice alone does not enrol them in a website session.
- Session information: session IDs and names, participants, commander and squad-leader assignments, squad names and capacities, temporary squad visits, call participants, and saved channel destinations needed to return players.
- Server settings and optional entries: staging areas, managed channel and guide-message IDs, allowed Discord role IDs, and legacy optional references supplied by an organiser.
- Session war logs: timestamps, Discord display names and session activity such as assignments, voice moves, calls and requests for orders. Temporary attendance timing supports end-of-session summaries of time enrolled, not time speaking. A temporary website view and attendance totals are held in bot memory and cleared when the session ends or the bot restarts; delivered activity and summaries remain in a reusable read-only text channel for the staging area in the Discord server.
- Connection and support information: recent website activity, short-lived notification events, technical errors, and information you choose to send in a support or privacy request.
Hosting is a separate layer: Discord and our hosting providers receive connection information, including IP addresses, to deliver and protect their services. Provider-generated request or security logs may retain that information, including within the hosting account used by WarComms. We do not treat those logs as a user-profile database, but cannot promise that no IP address is stored anywhere in the delivery infrastructure.
Discord sign-in requests the identify and guilds scopes. It does not request your Discord password, email address, friends list, or direct messages. Information included voluntarily in a support message may be broader, so please send only what is needed.
3. Voice audio and messages
WarComms moves connected users between Discord voice channels. The production bot does not receive, record, transcribe, or analyse your voice audio. Discord provides the voice connection and handles that audio under its own policies.
The website plays prepared announcement clips when you enable audio. Your conversations are not sent to an AI voice service to generate those announcements. WarComms does not collect general server chat or direct-message histories for comms control. The bot can retrieve its own guide messages to maintain them.
4. Why we use information
We use this information to authenticate users, check server permissions, show staging and session rosters, allocate squads, carry out authorised channel moves, return players, maintain server setup, provide notifications, answer support requests, and investigate faults or abuse. Public community statistics contain aggregate counts rather than participant names or IDs.
Where UK or European data-protection law applies, our bases for processing are providing the service you request under our terms; legitimate interests in secure, reliable comms, server administration and preventing abuse; and meeting applicable legal obligations. Staging visibility for members who have not signed in supports an installed server’s comms coordination and access controls. Where processing requires consent, that consent must be obtained before the processing begins.
The current service has no advertising trackers or data-sale feature. We do not use Discord information for targeted advertising or to train AI models.
6. Cookies and browser storage
warcomms_oauth— sign-in protection- A temporary cookie used to validate the Discord sign-in flow. It expires after ten minutes and is cleared when that flow completes.
warcomms_session— signed-in session- Persistent sign-in uses a random login cookie that lasts up to 30 days from sign-in. Cloudflare D1 stores its hash, your Discord ID and display name, encrypted Discord access and refresh tokens, and expiry and refresh-coordination fields. Refresh tokens renew Discord access without asking you to sign in again. The cookie itself contains no Discord token. Signing out deletes that browser’s login record and clears its cookie. Earlier logins, and installations without persistent sign-in enabled, use a signed identity and encrypted access-token cookie lasting up to eight hours. Cookies use HttpOnly and SameSite protections, with Secure enabled on the HTTPS site.
- Local browser preferences and public counts
- The background-animation preference and cached public community statistics are stored on your device. Counts become stale after three hours, although the stored entry may remain until replaced or your browser storage is cleared. The preference remains until changed or cleared. These entries do not contain private session rosters.
You can clear cookies and site storage through your browser. Blocking sign-in cookies prevents authenticated controls from working. Clearing browser storage does not delete its database login record. Signing out removes that browser’s persistent login, but does not end a comms session, sign out other devices, revoke Discord’s authorisation, or delete other server-side records. An already issued realtime ticket can remain valid for up to five minutes. You can also revoke the application through Discord’s authorised-app settings; WarComms detects a revoked refresh token when it next attempts renewal. Current server roles and permissions are still checked separately.
7. How long information stays
- Persistent logins: stop authorising access after 30 days from sign-in, or when their record is deleted. Expired records are removed when accessed, and up to 100 expired records are removed during each new sign-in. Expired records can remain stored during inactivity until subsequent cleanup; operators can also remove them. This cleanup does not erase provider backups or recovery history.
- Active sessions: stored to support live control and recovery after a restart. Successful session completion removes its roster, assignments, room reference and saved returns from the active store. Failed returns can keep a session and recovery information until resolved. Sessions normally expire after 180 continuous seconds with no enrolled player in the session’s relevant voice channels; a restart or outage resets that timer.
- War-log retention: WarComms does not write war-log messages to its active state file or application backups. Its in-memory log and pending delivery queue are cleared after successful session completion and disappear on a bot restart. The website shows the latest 100 entries available in memory. Delivered Discord war-log messages remain in the server after the session ends; server administrators control access and deletion. Discord applies its own retention policies. Failed or interrupted delivery can leave gaps in the Discord copy.
- Channel cleanup: IDs for channels awaiting safe cleanup can remain after a session ends. Occupied channels and categories with unrelated channels are not immediately deleted.
- Server configuration: staging settings and guide references persist between sessions. Allowed Discord role settings persist until changed by a server manager. Previously supplied optional game-server details may remain in legacy storage until removed by the operator. Ending a session does not erase server settings or Discord’s own records.
- Temporary activity: website-presence entries are treated as stale after about 90 seconds and removed on subsequent roster checks. Notification delivery uses events less than two minutes old; memory entries are pruned during later activity or cleared at process restart. These are not permanent match-history records.
- Logs, support records and backups: may outlast active session data. Application logs rotate by size, not a guaranteed number of days. Backup deletion is currently operator-managed. Support records are kept while needed to resolve the request and address related security issues or applicable legal obligations, and removed when no longer needed. Backups may retain information until the relevant copy is removed; deleting active records does not instantly erase existing backups. Provider-generated logs follow the provider’s retention and service configuration. Contact the operator about information retained in a specific request or backup.
The login database supports returning to the website; it does not store website match history or payment details. Discord war-log channels provide history within the server that owns them. Discord and hosting providers retain their own records under their policies.
8. Your choices and privacy requests
You can stop using WarComms, leave a session where your role permits, ask the commander to end it, disconnect from voice, revoke Discord authorisation, and clear browser storage. A server administrator can remove the bot. These actions have different effects; contact the operator if you want stored information reviewed or deleted.
Depending on your location and the applicable law, you may have rights to access, correct, delete or obtain a copy of your information, restrict or object to processing, withdraw consent where processing relies on it, and complain to a data-protection authority. Some requests may be limited by legal obligations, security requirements, or the rights of others. Applicable statutory response periods apply.
To make a request: contact the development team through the WarComms Development Discord and ask for a private conversation about privacy. Public support channels are not confidential. Once a private conversation is arranged, identify your Discord user ID, relevant server or session, and what you want us to do. We may ask you to demonstrate control of the relevant Discord account or server so we do not disclose someone else’s information. Do not send government ID, your home address, a password, a bot token, or unrelated personal information. Do not post sensitive privacy requests in public Discord channels.
9. Age requirements and security
WarComms is not intended for anyone under 13 or below the higher minimum age required by Discord or local law. If you believe an ineligible child’s information has been processed, contact the operator so it can be investigated and handled appropriately.
The service uses HTTPS, protected sign-in cookies, encrypted Discord access tokens, permission checks and restricted operational storage. These measures reduce risk but cannot guarantee absolute security. Server administrators and other participants may independently disclose information they can access, including through screenshots or streams.
10. Changes to this policy
This policy is effective from the date shown above. Later changes will have an updated date, with a prominent notice for material changes and any additional notice or consent required by law. New uses of information will not be justified by silently rewriting this page.
For the rules governing use of WarComms, read the Terms of Service.