Sentinel Systems’ privacy policy sets out information regarding the collection, use and disclosure of your information. By using the service, you agree that it is valid for us to use your information for the benefit of Sentinel Systems, including the collection and use of certain pieces of data in accordance with this policy.
1Information we collect
Collecting and processing your data can occur in the following circumstances:
- Logging into our services using Discord.
- Joining Sentinel Systems, or another community that has the Sentinel Systems bot facilitated within it. This information is not stored if the user is not flagged.
- Creation of a report within the Sentinel Systems services.
- After being reported by another individual through Sentinel Systems.
- Submitting any form of appeal request.
- Submission of an application for the purpose of joining the Sentinel Systems staff team.
- Sending an email to any of our organisation’s contacts.
Data we require in order to operate
Certain information we must collect in order for you to use our services, including:
2How we use your information
The information you provide is employed for the following purposes:
- To inquire into reports made by you or against you.
- To facilitate additional communication if extra details on specific situations are required.
- To safeguard the rights of our users, others and the overall property of Sentinel Systems, including the entitlements that we and our members have.
- To allow the Management and Senior Staff Team to communicate sensitive information effectively — this is why collecting your email during application is important.
Sentinel Systems is required to comply with regulatory requirements, legal obligations and any other standards expected of us. In employing your data within our services, we ensure that all of it is processed in a secure and fair manner, adhering to high standards of data protection.
3Sharing of information
Your personal information is collected, however it will only be disclosed to third-party services under circumstances that involve consent from yourself and/or to comply with lawful obligations. We will always put the security of your data first and can ensure that none of your personal information is left vulnerable.
Sentinel Systems takes the measures necessary to secure your data from disclosure, deletion and/or alteration. Through implementing security measures that defend your data, we aim to maintain your trust in our services.
4Security measures
We carry out the following to ensure the security and protection of your personal information:
- All of your information can only be accessed by personnel who genuinely require it in order to allow you to use our services.
- We may use your data in order to set up features such as multi-factor authentication or password resets. This is limited, as we use Discord logins for most of our services.
- We monitor the logging of your data to ensure records remain valid and correct — for example reports made by you or against you, and submitted applications.
5Your rights
By law, you have the right to request your own data at any time. This includes reviewing, transferring, correcting, or deleting your personal information from our system. You can download a copy of your data instantly, and request erasure of your account and personal data, from Account settings → Privacy & data. You can also create a ticket in our Discord server and someone will be able to assist you. All forms of data request can take up to 30 days to be processed.
Exceptions to data erasure requests
While we strive to honour all requests for data erasure, the Senior Staff and Management Team of Sentinel Systems reserve the right to refuse such requests under certain circumstances. These may include, but are not limited to:
- Where the data is required for legal obligations or regulatory compliance.
- Where the data is necessary to protect the rights, property, or safety of Sentinel Systems, its users, or others.
- Where there is an ongoing investigation for which the data is relevant or essential.
We assess each request on a case-by-case basis and will provide a clear explanation should we determine that we cannot fulfil your request.
6Changes to this policy
This privacy policy may need changing at some point. Whenever it is altered, you will be informed by email and potentially through an announcement made by the Sentinel Systems staff team. If you have any queries or concerns about new policies, do not hesitate to contact us.
Users will be given suitable notice to make a decision on their continued use of Sentinel Systems. Should a user wish to no longer use Sentinel Systems, they must remove the bot from their guild.
7Contact us
You may contact us through the following ways:
- Our Discord server — open a ticket and a member of staff will assist you.
- Terms of Service — the terms that govern your use of Sentinel Systems.
Sentinel Systems Management Team — document completed 6 September 2024.