Privacy Policy — Ascent Club Manager
Last updated: 15 September 2026
This policy describes what data is collected by Ascent Club Manager (Discord bot + web dashboard), how it is used and retained, and what your rights are.
1. Data collected
The Service collects only the data necessary for it to function:
| Data | Source | Use |
|---|---|---|
| Discord identifier (user ID) | Discord | Identify the user within the system |
| Discord username / avatar | Discord | Display in profiles, lists and logs |
| Servers you administer | Discord | Offer the servers you are able to manage |
| In-game name (gamertag) | Entered by the user | Player profile / linking to EA |
| Position(s), status, experience | Entered by the user | Profile and squad management |
| Date of birth / age (optional) | Entered by the user | Player profile, birthdays |
| Availability and attendance | Entered by the user | Match-night management and call-ups |
| Line-ups, statistics, sanctions, notes | Entered by the user | Club management |
| EA FC statistics (EA name, match stats) | EA FC (unofficial interface) | Club profiles and statistics |
| Discord server identifier | Discord | Separation of data by server/club |
| Activity logs | Service (internal) | Security and traceability of staff actions |
| Name or nickname (contact form) | Entered by the visitor | Replying to a request sent from the site |
| Email address (contact form) | Entered by the visitor | Replying to a request sent from the site |
| Message (contact form) | Entered by the visitor | Replying to a request sent from the site |
| Fingerprint of the IP address (contact form) | Computed on receipt | Limiting automated submissions |
| Ticket contents (transcript) | Messages exchanged in the ticket channel | Retracing a request and its answer |
| Publication on the public site (ascent-esport.com) | Entered by the staff and Discord | For players whose profile is made public: username, positions, number, statistics and avatar; for staff members: name, role, age, nationality and date of arrival. These pages are public and may be indexed by search engines. |
The Service collects no banking data (payment is handled by Discord / Stripe), no passwords, and does not access users' private messages. The only email address collected is the one you enter yourself in the site's contact form: it is never retrieved from Discord. The IP address fingerprint mentioned above is a one-way computation, used to count submissions from the same origin; the address itself is neither stored nor logged.
2. Data storage
Data is stored in a PostgreSQL database, on a machine managed by the publisher and located within the European Union. Data is separated by Discord server and by club: one server cannot access another's data.
Backup copies of the database are made every day. They are kept on this machine and in a Microsoft OneDrive storage space belonging to the publisher, linked to an account registered in France. That link does not determine where the data is stored: Microsoft states that it may store data in the user's region, in the United States, or in any other country where it operates facilities, with standard contractual clauses approved by the European Commission and the EU-U.S. Data Privacy Framework. Deleted data disappears from these copies no later than 30 days after its deletion, as long as the daily backups are running.
Cloudflare hosts none of your data. It is involved at four points: registration of the domain name, DNS resolution, connecting visitors to the publisher's machine (a secure tunnel, with no port left open), and forwarding email sent to the contact address. As a result, all of the site's traffic passes through the Cloudflare network, which provides the encrypted connection with the visitor and can therefore technically access the content of those exchanges.
3. Retention period
- A player who leaves the server is archived rather than deleted: their profile and history are retained unchanged, but they are no longer part of the active squad and no longer appear in lists, call-ups or on the public site.
- A player removed from the site (profile hidden, archived or deleted) no longer appears there, and their avatar is erased from our servers.
- If the bot is removed from the server, or if that server finds itself without an active subscription (cancellation, failed payment, or a server that never subscribed), the server's data is retained for 90 days (so that it can be resumed without loss) and then deleted — by day 91 at the latest, deletion being processed once per day. Uploaded images are deleted along with the rest; those still used by another server are kept, for as long as it needs them. Save where retention is required by law.
- The dashboard access account (Discord identifier, username and avatar of the person signing in) is deleted after 24 months without a sign-in, unless that person still appears in a club's active squad. This account carries no rights: permissions are verified with Discord at each sign-in. Signing in again later simply recreates it.
- Activity logs retain the name of the author of an action even after their access account is deleted: they record what was done on a server, and that traceability does not depend on the account continuing to exist.
- Requests sent through the site's contact form (name, email address, message) are retained for 12 months from the date they are received, and then deleted — deletion being processed once per day. Deletion can also be requested at any time (see §5).
- Ticket contents (the messages exchanged) are erased 6 months after the ticket is closed. The ticket record — who opened it, when, and how it ended — is kept: it retraces what happened, without keeping what was said.
- Your data may be deleted on request (see §5).
4. Data sharing
Your data is never sold. It is used exclusively for the operation of the Service. The following act as processors / infrastructure providers: Discord (operation of the bot, authentication, subscription payments, and delivery of requests sent through the contact form, which are posted in a private channel reserved for staff), Stripe (payment, via Discord), Cloudflare (domain, routing of traffic, email forwarding), Microsoft (storage of backup copies, via OneDrive). EA statistics come from Electronic Arts (source). Some of these providers may process data outside the EU, with the safeguards provided for by the GDPR.
5. Your rights (GDPR)
You have the rights of access, rectification (in particular through the bot's commands, e.g. /presentation), erasure, restriction of processing, objection and portability. To exercise them, contact us (see §7). You may also lodge a complaint with the CNIL, the French data protection authority (www.cnil.fr).
6. Data concerning minors
The Service may process data relating to underage players. It is the responsibility of the staff members entering that data to inform the individuals concerned and, where applicable, to obtain the consent of those individuals or of their legal guardians (in France, the age of digital consent is set at 15). A minor's data is deleted on request.
The site's contact form is open to everyone, with no account and no age check. If you are a minor, enter only what your request requires, and ask your legal guardians for their agreement before sending us your contact details.
7. Contact
To exercise your rights or for any question relating to your personal data: contact@ascent-esport.com. This address is reserved for requests concerning data and these terms; it provides neither technical support nor help with using the Service.