Privacy Policy

This Privacy Policy explains how SmithLabs [legal entity name, if different from “SmithLabs”] (“SmithLabs”, “we”, “us”, or “our”) collects, uses, stores, and protects information in connection with the website at smithlabs.co.uk (the “Site”), the SmithLabs Discord bot (the “Bot”), and any related services.

This Policy should be read alongside our Terms of Service, which govern your use of the Bot and the Site. If you do not agree with this Policy, please do not use the Bot or the Site.

We have written this Policy with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 in mind. Some parts of this Policy cover functionality that is still being built — these are clearly marked below.

On the Site. The Site is a static informational website. Visiting it does not require an account or login. Standard technical information (such as your general network/location information and device/browser type) may be processed automatically by our hosting provider and by Vercel Analytics and Vercel Speed Insights (see Section 9 — Cookies and website analytics) to keep the Site running and to understand aggregate usage.

If you contact us. If you email us or otherwise reach out for support, we receive whatever information you choose to include in that message (for example, your email address and the contents of your message).

Via the Bot, once built. Depending on which features are enabled on a server, the Bot can be expected to process:

• Discord user IDs, server (guild) IDs, and channel IDs.
• Usernames and display names, as shown by Discord.
• Moderation records created by server staff using the Bot (warnings, kicks, bans, and reports).
• Command usage and other bot-interaction logs.
• [Confirm: if the Bot offers AI chat features, does it read or store regular message content, not just command input? See Section 5.]

We do not knowingly collect more information than a given feature needs to function.

Where applicable, we use the information above to:

• Operate, maintain, and troubleshoot the Site and the Bot.
• Execute the commands and moderation actions server staff request (for example, applying a warning or a ban they issue).
• Manage reports and moderation records within a server.
• Provide AI-powered chat functionality, where this is enabled (see Section 5).
• Diagnose errors and improve reliability.
• Detect, prevent, and respond to abuse of the Bot or Site.
• Respond to support requests you send us directly.

We do not use this information for unrelated advertising or sell it to data brokers.

The Site does not operate its own database — it is a static Next.js application. Any aggregated analytics or performance data is held by Vercel under its own retention practices (see Section 9).

• [What information the Bot stores (e.g. moderation records, server configuration) and in what kind of system — database, log files, or similar.]
• [Where that system is hosted, and in which country/region.]
• [How long each category of information is kept, and whether it is deleted automatically or only on request — for example, when the Bot is removed from a server.]
• [Whether backups exist, and whether they contain the same information for a period after it is deleted from the live system.]

We will not claim information is deleted automatically, or state a specific retention period, until this has been verified against the Bot’s actual implementation.

If the Bot adds AI-powered chat features — for example using [OmniRoute or another AI provider — confirm which] — this section should clearly explain:

• What information (such as message content) is sent to that provider, and why.
• Whether conversation history is retained by us, by the provider, or by neither.
• What the provider itself may do with that information, including whether it may be used to train the provider’s own models — this depends entirely on that provider’s terms and your account settings with them, and must not be assumed either way.
• That the provider’s own privacy policy and data retention practices apply in addition to this one.

Different AI providers handle data differently — this section should name the actual provider(s) used, not describe AI providers generically.

We may share information with:

• Discord, since the Bot operates on Discord’s platform and API. Discord processes information under its own Privacy Policy.
• Our hosting and infrastructure provider [expected to be Vercel, based on the Site’s current analytics tooling — confirm], to run the Site.
• AI providers, only if and once AI features are enabled (see Section 5).
• Other service providers [list any others the Bot or Site comes to rely on] necessary to operate the Bot or Site.
• Authorities, where we are legally required to disclose information, such as in response to a valid legal request.

We do not sell personal information. We have not independently verified that we never share data beyond the categories above — this section should be kept up to date as the Bot’s architecture changes.

We take reasonable technical and organisational measures to protect the information we process, consistent with how the Site and Bot are actually built — for example, relying on Discord and our hosting provider’s own platform security, and limiting access to any stored data to what each feature needs.

No method of storage or transmission is completely secure. We cannot guarantee that unauthorised access, loss, or disclosure of information will never occur, and we encourage you to use Discord and the Bot responsibly, including keeping your own Discord account secure.

Subject to UK GDPR and the Data Protection Act 2018, you may have the right to:

• Ask what personal information we hold about you.
• Ask us to correct inaccurate information.
• Ask us to delete information we hold about you.
• Object to, or ask us to restrict, certain processing.
• Ask for a copy of your information in a portable format.

To make a request, contact us at [your privacy contact email]. We may need to verify your identity before acting on a request, and some requests may be limited by our own legal obligations — for example, where information forms part of another server’s moderation records.

You also have the right to complain to the UK Information Commissioner’s Office (ICO) if you believe your information has been mishandled.

The Site itself does not set its own cookies. It uses Vercel Web Analytics and Vercel Speed Insights to understand aggregate traffic and performance. Vercel states that these tools are cookieless by design and collect aggregated, anonymised usage data rather than tracking individual visitors.

If this changes — for example, if we add advertising cookies, a live-chat widget, or other tracking in future — we will update this section and, where required, add a separate cookie consent mechanism.

The Bot runs on Discord, so use of the Bot is subject to Discord’s own Terms of Service and minimum age requirements. We do not knowingly target the Bot or Site at, or knowingly collect information directly from, anyone below Discord’s own minimum age for using its platform.

Some of the services we rely on may process or store information outside the United Kingdom. For example, Discord is operated by a US-based company, and our hosting provider [confirm — expected to be Vercel] may process data in data centres outside the UK as part of its global infrastructure.

We may update this Privacy Policy from time to time, for example as the Bot gains new features or we change service providers. Material changes will be reflected by updating the “Last updated” date at the top of this page. We encourage you to review this page periodically. Continued use of the Bot or Site after changes take effect constitutes acceptance of the revised Policy.

If you have questions about this Privacy Policy, or want to make a data request, please contact us at: [your privacy contact email].

For questions about your agreement to use the Bot or Site more generally, see our Terms of Service.