Privacy Policy

2. Information We Collect

The information we collect depends on how you interact with Clan Labs and which features you or a community administrator enable.

2.1 Account and Contact Information

When you create or use a Clan Labs account, contact us, or otherwise interact directly with the Services, we may collect information such as:

• Email address;
• Username and display name;
• Account identifiers;
• Discord username and Discord user ID;
• Roblox username and Roblox user ID;
• Profile information you choose to provide;
• Account preferences and settings; and
• Communications you send to us, including support requests.

2.2 Discord API Data

Clan Labs integrates with Discord. When our Discord application is installed in a Discord server, when you authorize a Discord integration, or when Clan Labs otherwise interacts with Discord's APIs, we may receive information made available by Discord that is necessary to provide our Services.

Depending on the features being used, this may include:

• Discord user IDs;
• Usernames, display names, and profile information;
• Discord server or guild IDs and related server information;
• Discord role IDs, role names, and role assignments;
• Guild membership information;
• Information indicating when a member joins, leaves, or is updated within a server;
• Information necessary to determine whether a user belongs to a particular Discord server;
• Information required to perform role synchronisation and other administrator-configured automations;
• Discord account information made available through an authorized account connection or OAuth flow; and
• Other Discord API Data that is reasonably necessary to provide a Clan Labs feature requested or configured by a user or server administrator.

Clan Labs may process information about members of a Discord server even where an individual member has not separately created a Clan Labs account when such processing is necessary to provide functionality configured for that Discord server.

For example, Clan Labs may process guild membership and role information in order to synchronise Discord roles with Roblox group ranks or to respond when a member joins or leaves a connected server.

We do not request or collect Discord account passwords.

We do not use Discord API Data for purposes unrelated to Clan Labs' stated functionality.

2.3 Roblox Data

When Clan Labs is connected to Roblox, we may collect or process information available through Roblox or otherwise provided to Clan Labs, including:

• Roblox user IDs;
• Roblox usernames and display names;
• Roblox group IDs and group information;
• Group membership;
• Group ranks and roles;
• Information necessary to perform rank changes or other group-management actions; and
• Other publicly available or authorized Roblox information necessary to provide the Services.

2.4 Linked Account Information

Where Discord and Roblox accounts are linked through Clan Labs, we may maintain a relationship between the relevant account identifiers.

For example, we may associate:

• A Discord user ID with a Roblox user ID;
• A user's Roblox group membership or rank with their Discord membership; and
• Discord roles with corresponding Roblox group ranks or Clan Labs permissions.

These relationships are used to provide account linking, verification, synchronisation, permissions, and automation functionality.

2.5 Community and Administrative Information

When Clan Labs is used to manage a community, we may process information relating to the configuration and operation of that community, such as:

• Group and server configuration;
• Role and rank bindings;
• Permissions;
• Automation rules;
• Member progression information;
• Administrative actions;
• Audit records;
• Moderation or management records; and
• Other information created through use of Clan Labs' management features.

The exact information processed depends on the features enabled by the relevant administrator.

2.6 Usage, Device, and Security Information

When you access the Services, we may automatically collect technical information such as:

• IP address;
• Browser and device information;
• Operating system;
• Pages or features accessed;
• Date and time of requests;
• Request and response information;
• Diagnostic information;
• Error information;
• Authentication and security events; and
• Other information reasonably necessary to operate, secure, troubleshoot, and prevent abuse of the Services.

2.7 Cookies and Similar Technologies

We may use cookies and similar technologies where necessary to:

• Authenticate users;
• Maintain sessions;
• Remember preferences;
• Protect the Services against abuse;
• Maintain security; and
• Understand how the Services are being used.

Where required by applicable law, we will request consent before using cookies or similar technologies that are not strictly necessary.

2.8 Billing and Subscription Information

If you purchase a Clan Labs subscription or other paid service, payment information may be processed by third-party payment providers.

Clan Labs may receive and retain information relating to the transaction, such as:

• Customer identifiers;
• Subscription information;
• Transaction identifiers;
• Payment status;
• Billing history; and
• Limited billing or contact information.

Payment providers may separately collect payment card, banking, billing, tax, or other financial information in accordance with their own privacy policies.

3. How We Collect Information

We may collect information:

• Directly from you;
• Automatically when you use the Services;
• From Discord through Discord's APIs;
• From Roblox through Roblox services or APIs;
• From administrators who configure Clan Labs for a Discord server or Roblox group;
• From payment and other service providers; and
• From publicly available sources where reasonably necessary to provide the Services.

4. How We Use Information

We use information only where reasonably necessary for legitimate Clan Labs functionality or another lawful purpose.

This includes using information to:

4.1 Provide Clan Labs

We may use information to:

• Create and manage accounts;
• Authenticate users;
• Link Discord and Roblox accounts;
• Connect Discord servers and Roblox groups;
• Determine group membership and ranks;
• Determine Discord server membership and roles;
• Synchronise Discord roles with Roblox ranks or other configured criteria;
• Process member joins, departures, and updates;
• Perform administrator-requested management actions;
• Apply configured permissions and automation rules;
• Maintain audit and administrative records;
• Provide APIs and integrations; and
• Deliver other Clan Labs functionality requested by users or administrators.

4.2 Operate and Secure the Services

We may process information to:

• Maintain availability and reliability;
• Detect and investigate abuse;
• Prevent unauthorized access;
• Enforce security controls;
• Diagnose technical problems;
• Investigate suspicious activity;
• Maintain logs;
• Protect Clan Labs, our users, Discord, Roblox, and third parties; and
• Comply with applicable platform requirements.

4.3 Billing and Account Administration

We may process information to:

• Manage subscriptions;
• Record payments;
• Provide billing support;
• Prevent payment fraud; and
• Maintain transaction records where required by law.

4.4 Communications and Support

We may use contact information to:

• Respond to support requests;
• Send important service notices;
• Communicate changes affecting an account or subscription;
• Send security notifications; and
• Provide other communications directly related to use of Clan Labs.

We will not use Discord API Data to contact a Discord user outside Discord unless we have the user's appropriate permission or another lawful and permitted basis for doing so.

4.5 Service Improvement

We may analyse usage information to improve the reliability, security, performance, and functionality of Clan Labs.

Where Discord API Data is used for improving Clan Labs rather than directly providing requested functionality, we will use data that has been aggregated or de-identified so that it cannot reasonably be associated with or used to identify an individual.

We do not use Discord API Data to build advertising profiles or for targeted advertising.

5. Discord API Data Commitments

Because Clan Labs uses Discord's APIs, we apply additional restrictions to information obtained through Discord.

Clan Labs will:

• Access and use Discord API Data only as necessary to provide Clan Labs' stated functionality or as otherwise permitted by Discord;
• Not sell Discord API Data;
• Not license or commercialize Discord API Data;
• Not disclose Discord API Data to advertising networks, data brokers, or other advertising or monetization services;
• Not use Discord API Data to profile users or their relationships;
• Not use Discord API Data for eligibility decisions relating to employment, housing, insurance, credit, or similar matters;
• Not use identifiable Discord API Data for unrelated product development or analytics;
• Restrict third-party access to Discord API Data as described in this Privacy Policy;
• Maintain procedures allowing users to request correction or deletion of applicable Discord API Data; and
• Delete Discord API Data when it is no longer necessary for the functionality for which it was collected or when deletion is otherwise required.

Our use of Discord API Data is also subject to Discord's Developer Terms of Service, Developer Policy, and other applicable Discord requirements.

6. Legal Bases for Processing

Where applicable privacy law requires us to identify a legal basis for processing personal information, our processing may rely on one or more of the following:

• Performance of a contract: where processing is necessary to provide Services requested by you;
• Legitimate interests: where processing is reasonably necessary to operate, secure, administer, and improve Clan Labs and those interests are not overridden by applicable individual rights;
• Consent: where we have requested and received your consent;
• Legal obligations: where processing is necessary to comply with applicable law; and
• Protection of rights and security: where processing is necessary to prevent abuse, fraud, security incidents, or other harmful activity.

The applicable basis depends on the information and circumstances involved.

7. How We Share Information

We do not sell personal information or Discord API Data.

We may disclose information in the circumstances described below.

7.1 Service Providers

We may use third-party service providers to help us operate Clan Labs, including providers of:

• Hosting and infrastructure;
• Databases and storage;
• Backups;
• Monitoring and logging;
• Email and communications;
• Authentication;
• Customer support;
• Payment processing; and
• Security services.

Service providers are permitted to process information only as necessary to provide services to Clan Labs and are subject to appropriate contractual, confidentiality, privacy, and security obligations.

Where a service provider processes Discord API Data, we require the provider to process that data on our behalf and only for purposes necessary to operate Clan Labs in accordance with applicable Discord requirements.

When we stop using a service provider that has processed Discord API Data, we require the provider to cease processing and delete Discord API Data in its possession or control as required by Discord's terms.

7.2 Discord and Roblox

Information may be transmitted to or received from Discord or Roblox where necessary to operate an integration or perform a feature requested through Clan Labs.

Discord and Roblox independently process information under their own terms and privacy policies.

7.3 Legal Requirements

We may disclose information where we reasonably believe disclosure is necessary to:

• Comply with applicable law, regulation, court order, or other lawful process;
• Respond to lawful requests by public authorities;
• Protect the rights, property, or safety of Clan Labs, our users, or others; or
• Investigate fraud, abuse, or security incidents.

7.4 At Your Direction

We may share information with another party where you expressly direct or authorize us to do so and the disclosure is permitted by applicable law and relevant platform requirements.

7.5 Business Transfers

If Clan Labs or Software Ventures Pty Ltd is involved in a merger, acquisition, restructuring, financing, sale of assets, or similar transaction, personal information may be transferred as part of that transaction only to the extent permitted by applicable law and applicable third-party platform requirements.

Discord API Data will not be transferred as part of a business transaction unless the transfer is permitted by Discord's applicable terms and any required Discord authorization or approval has been obtained.

8. Data Retention and Deletion

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, to provide the Services, to meet legitimate operational and security requirements, or to comply with applicable law.

Different categories of information may have different retention periods.

8.1 Discord API Data

Except where retention is required by applicable law, we promptly delete Discord API Data when:

• It is no longer necessary to provide Clan Labs' stated and permitted functionality;
• The applicable user requests deletion;
• Discord requests deletion;
• Clan Labs stops operating the applicable Discord integration or application;
• Our access to the applicable Discord APIs is terminated and deletion is required under Discord's terms;
• We determine that the data was received in error; or
• Applicable law requires deletion.

We also update or correct applicable Discord API Data when required by Discord, the applicable user, or applicable law.

8.2 Account Deletion

Users may request deletion of their Clan Labs account and associated personal information by contacting us using the details in Section 14.

Some information may be retained where required or permitted by law, including information necessary for legal compliance, fraud prevention, security, dispute resolution, or enforcement of agreements.

Any continued retention of Discord API Data remains subject to Discord's applicable requirements.

8.3 Backups

We maintain backup and recovery systems for security and service continuity.

Where information is deleted from active systems, we apply our retention and deletion procedures to backups so that information is not retained longer than permitted. Data retained temporarily in protected backups is not used for ordinary business purposes and will be removed or overwritten through the applicable secure backup lifecycle.

9. Security

We use administrative, technical, and physical safeguards designed to protect information against unauthorized access, destruction, loss, alteration, disclosure, or misuse.

Our safeguards include, where appropriate:

• Encryption of Discord API Data at rest;
• Encryption of network communications;
• Access controls;
• Authentication and authorization controls;
• Restricted administrative access;
• Secure handling of credentials and secrets;
• Logging and monitoring;
• Backup and recovery controls;
• Security maintenance and vulnerability management; and
• Procedures for responding to suspected security incidents.

No system can provide absolute security, and we cannot guarantee that unauthorized access or other security incidents will never occur.

If we become aware of an incident involving unauthorized access to or use of Discord API Data, we will investigate and remediate the incident and notify Discord and affected individuals where required by Discord's terms or applicable law.

10. Your Privacy Rights

Depending on where you live and the laws that apply to you, you may have rights relating to your personal information, including the right to:

• Request access to personal information we hold about you;
• Request correction of inaccurate or incomplete information;
• Request deletion of personal information;
• Request restriction of certain processing;
• Object to certain processing;
• Request portability of certain information;
• Withdraw consent where processing is based on consent; and
• Make a complaint to an applicable privacy or data protection authority.

These rights may be subject to exceptions and limitations under applicable law.

Discord API Data Requests

You may request access, correction, or deletion of Discord API Data relating to you by contacting:

[email protected]

Please include enough information for us to identify the relevant Clan Labs and Discord records, such as your Discord user ID where available.

We may take reasonable steps to verify your identity before fulfilling a request to ensure information is not disclosed or deleted at the request of an unauthorized person.

Where a valid request relates to Discord API Data, we will process it promptly and in accordance with Discord's applicable requirements and applicable law.

11. International Data Processing

Clan Labs and our service providers may process information in countries other than the country in which you live.

Where personal information is transferred internationally, we take reasonable steps and use appropriate safeguards where required by applicable law.

Where Discord API Data is subject to specific international-transfer requirements under Discord's Developer Terms, we process and transfer that information in accordance with those requirements.

12. Children's Privacy

Clan Labs is not directed to children under the age of 13 or to individuals who have not reached the minimum age required by applicable law to use the relevant Services.

Users of Clan Labs functionality involving Discord must also meet the minimum age requirements applicable to use of Discord in their jurisdiction.

We do not knowingly use Discord's APIs to obtain or process information relating to individuals who are below the minimum age permitted by Discord and applicable law.

If we become aware that we have improperly collected personal information from a person below an applicable minimum age, we will take appropriate steps to delete that information.

Parents or legal guardians who believe that Clan Labs may hold information relating to a child in violation of this section may contact us at the address below.

13. Third-Party Services

Clan Labs integrates with services operated by third parties, including Discord and Roblox.

Your use of those services is independently governed by the third party's terms and privacy policies. This Privacy Policy applies to Clan Labs' processing of information and does not govern how Discord, Roblox, payment providers, or other independent third parties process information for their own purposes.

14. Contact Us

If you have questions about this Privacy Policy, want to exercise a privacy right, want information corrected, or want personal information or Discord API Data deleted, contact us at:

For deletion requests involving Discord data, including your Discord user ID where possible will help us locate the relevant records.

15. Changes to This Privacy Policy

We may update this Privacy Policy when our Services, data practices, legal obligations, or third-party platform requirements change.

When we make changes, we will publish the updated Privacy Policy and revise the "Last Updated" date above.

Where required by applicable law, we will provide additional notice or request consent before a material change takes effect.

We will maintain a publicly accessible and current version of this Privacy Policy.