Privacy Policy

Last updated 15 October 2026

Clan Collective is a directory for RuneScape clans (Old School, RS3 and Dragonwilds), with a Discord bot and a RuneLite plugin. This page explains what we collect, why, who helps us process it, how long we keep it, and the rights you have. We keep it deliberately small: no website analytics or tracking scripts, no advertising, and we never sell data. The Discord bot does keep activity counts for the servers that use it, described below.

Who we are

Clan Collective is based in the UK and is the data controller for the personal data described here. We follow the UK GDPR and take responsibility for your data seriously. Some of the providers listed below process data outside the UK, as described in that section. For any privacy question or request, email privacy@clancollective.cc or message us on Discord.

What we collect and why

  • Discord sign-in. When you sign in we store your Discord ID, display name and avatar reference, plus when your account was created and when you last signed in. We use them to sign you in and to show who created a listing or post. We don't request your email address. When you sign in to the bot dashboard we also read the list of servers you're in, and save the ones you're allowed to manage (their IDs, names and icons) against your account so we can check what you can change. It's refreshed each time you sign in to the dashboard, removed when you sign out of it, and deleted with your account.
  • Content you submit. Clan listings (including any contact email a clan chooses to show), news, events, wall posts, comments, clan reviews, claim requests and uploaded images. Published content is public. If you post to a wall without signing in, we store the name and RuneScape name you enter, the stats we look up for that name, and your message. Guest posts are reviewed before they appear.
  • Applications and messages. When you apply to a clan or message one through the site, we store your application answers and the messages exchanged, so you and that clan's managers can follow the conversation. These are private to you and the clan's managers, not public.
  • Reports about players. When someone reports a player, we store the reported RuneScape name and/or Discord ID, the category, a summary and details, any evidence link, and who filed it. Approved clan leaders and our moderators can review and vote on reports to move them through review; only our moderators mark one verified. If a report matches your Discord account, you can see a redacted version and dispute it, without seeing who filed it or their evidence.
  • Clan stats from trackers. Clan pages show member names, ranks and stats that clans publish on Wise Old Man and TempleOSRS. We fetch and store copies to display them. These are public in-game names. If you want yours hidden, ask your clan or the tracker, or contact us.
  • Reddit posts. We republish public posts from r/ClanRecruitmentOSRS, and from a clan's own subreddit on that clan's wall, with a link back to the original. Each post is reviewed before it appears, and adult content is filtered out. If one of them is yours and you want it removed, contact us.
  • Thumbs. When you give a clan or comment a thumbs-up, we store a random token (also saved in a cookie) and a keyed, one-way hash of your IP address so the same browser can't vote twice. We don't store the IP address itself.
  • Visit counts. For each day we count how many visits arrive from outside the site, roughly where they came from (a search engine, Discord, Reddit, another website, or nowhere), and which kind of page they landed on. We also count how many times each clan's Join button is clicked. These are anonymous daily totals: no cookie, IP address, account or browser detail is stored with them.
  • Discord bot data. If a server adds our bot, we store the server's name and owner ID, its settings, the messages and panels its managers build, reaction-role mappings, and a list of its channels, roles and emojis. For tickets we store who opened, claimed and closed each ticket and, if the server turns transcripts on, a copy of the ticket's messages, including names, avatars and images posted in the ticket (up to 1 MB each). Transcripts are private: only people who can manage that server can see them. The bot also sees member joins, leaves and role changes, and message edits and deletions. It uses these to post welcomes, assign roles and write to the server's own log channel. We don't store those events themselves.
  • Discord bot activity and features. For each server using the bot we keep activity counts: daily totals of messages, joins, leaves and voice time, message counts by hour of the week, and per-member message counts and voice time. These are numbers only, never message text. They power the server's analytics dashboard and are visible only to people who can manage that server. Depending on what a server turns on, we also store: each member's XP and level (levelling), the Discord ID and display name of everyone who RSVPs to an event, scheduled reminders and who created them, and the owner of each temporary voice channel. If automod acts on a message, we keep the member, the rule, the action taken and the first 200 characters of that message, for the server's latest 200 incidents only.
  • RuneLite plugin. The Clan stats and Discover clans features ask our servers for public clan information. Those requests include your clan name or search text, along with your IP address like any web request. Nothing is tied to an account. Chat relay and other webhook features send data straight from your client to the Discord webhook you configure. It never passes through our servers.
  • Server logs and security. Like most websites, our hosting provider logs each request: IP address, time, the address requested (including any search text), response status and browser type. We use these logs to keep the service running, fix faults and stop abuse. Rate limits count requests per IP address for up to an hour. If something breaks, an error report is sent to our error tracker. We don't attach your IP address or cookies to those reports.

Our legal basis

For people in the UK and EEA, we rely on:

  • Contract: to provide the account, listings, bot and plugin features you choose to use.
  • Legitimate interests: to keep the service secure and working (logs, rate limits, error reports, one vote per browser), to show clan stats clans have published, and to republish public recruitment posts that help players find clans. We've considered the effect on you, and you can object at any time (see Your rights).
  • Legal obligation: where we have to keep or disclose information by law.

Cookies and local storage

We only use cookies that are strictly necessary, so we don't ask for consent:

  • Session cookie (up to 30 days): keeps you signed in and protects forms against forgery.
  • Thumb token (1 year): the random token that stops duplicate votes.

Your browser also stores, locally, whether you've dismissed the cookie notice and your clan compare list. These are never sent to us.

Content loaded from other sites

Our own interface (scripts, styles and fonts) is served from our servers, and we don't load any analytics or advertising code. Some content loads directly from other services. That tells them your IP address, and they may set their own cookies:

  • Discord: profile pictures of users, and server icons and emojis in the bot dashboard.
  • Reddit: images in republished posts.
  • YouTube and Twitch: video thumbnails, and players embedded on clan pages. YouTube videos use its privacy-enhanced mode.
  • Other image hosts: any image a clan links from elsewhere.

Game icons and artwork (from Wise Old Man and the RuneScape wikis) are stored on our own servers, so your browser doesn't contact those sites.

Who processes data for us

  • Railway: hosts the website, bot, database, rate-limit counters and server logs.
  • Cloudflare (R2): stores uploaded images and our database backups.
  • Sentry: receives error reports.
  • Discord: provides sign-in and runs the bot platform.

We also fetch public data from Wise Old Man, TempleOSRS and Reddit, but the only personal data we send them is a RuneScape name you ask us to look up. Some of these providers process data outside the UK and EEA, including in the United States. Where that happens, we rely on the safeguards they offer, such as standard contractual clauses or the UK–US data bridge.

How long we keep it

  • Your account and content: until you delete them, or we remove them for breaking our Terms.
  • Guest posts and comments: until they're removed by the clan, by us, or at your request.
  • Applications and reports: applications and their messages are kept while the clan keeps them; reports are kept until a moderator removes them. Reports you filed are removed if you delete your account.
  • Thumbs: for as long as the clan or comment exists.
  • Server logs: up to 30 days. Error reports: up to 90 days. Rate-limit counters: up to 1 hour.
  • Backups: we take a database backup weekly and keep the last 8. Anything you delete can remain in a backup for up to about 8 weeks before it rolls off.
  • Closed tickets and transcripts: deleted automatically 12 months after the ticket closes.
  • Automod incidents: only the latest 200 per server; older ones are deleted as new ones arrive. Event RSVPs: kept with the event and deleted with it.
  • Bot data (including activity counts, XP and reminders): kept while the server uses the bot. When the bot is removed, all of that server's data is deleted automatically 30 days later, so a server that removed it by mistake can add it back without losing its setup. A server owner can ask us to delete it sooner.

Your rights

You can download everything tied to your account, or permanently delete your account and all of it, from Account settings, without needing to ask us. Deleting your account also removes the clans, posts and images you own.

You also have the right to access, correct, restrict or object to our use of your data. For anything not covered by Account settings, such as a guest post, a republished Reddit post, a tracker name or bot data, email privacy@clancollective.cc or message us on Discord. We'll respond within one month. If you're unhappy with how we handle your data, you can complain to the Information Commissioner's Office (ico.org.uk) or your local data protection authority.

Children

Clan Collective isn't meant for children under 13, the minimum age for both Discord and RuneScape accounts.

Changes

If this policy changes, we'll update the date above.

Read our Terms