Privacy Policy

Applies to PManager (the web application) and the accompanying PManager Discord bot. Last updated 22 September 2026.

1. Who is responsible

The PManager team is the data controller for the technical operation of the web application and the Discord bot. Questions or requests about your data can be sent to tom974 on discord.

PManager is used by a roleplay community or organization ("the Organization"). The Organization decides for itself who gets access, which add-ons are active, and how records are handled internally. For questions about the content of a specific record, complaint, or sanction within your roleplay server, it's best to also reach out to that Organization's staff/leadership.

2. What data we process

a) Discord account data

When logging in to the web application via Discord (OAuth), we receive:

  • your Discord user ID, username, and avatar;
  • your email address (scope "identify" + "email");
  • which Discord server(s) you are a member of and, where configured, which roles you hold there — we use this to determine whether, and with which permissions, you get access.

The Discord bot receives similar data directly from Discord within the servers it has been added to: user IDs, usernames, roles, channel information, voice channel status (for radio/dispatch synchronization), and the content of messages in specifically configured channels (for example, to process forms, complaints, or training changes). The bot does not read or process messages outside the channels and features intended for that functionality.

b) Roleplay/record data

Within the web application, users record roleplay data belonging to an in-game character, such as: a fictional national ID number and in-game identifier, license plates and vehicle data, reports, arrests and criminal records, search warrants, complaints and objections, internal affairs/disciplinary records, sanctions with any supporting evidence (screenshots), and training/shift records. This is fictional, in-game data linked to a character — not data from a real government agency. It can, however, be traced back to a real person via the linked Discord account, and is therefore treated as personal data.

c) Technical data

  • IP address, timestamps, and action logging (audit trail) — needed for security and to be able to trace who performed which action within the roleplay police administration;
  • session/login cookies, needed to stay logged in;
  • error reports/crash logs, where error monitoring (Sentry) is enabled for the relevant environment.

3. Why we process this data

  • Performance of the agreement: to allow you to log in, determine access, and deliver the Service's core functionality to the Organization and its Users.
  • Legitimate interest: security, abuse prevention, audit logging, and the operation of the bot (e.g. syncing roles, managing voice channels, forwarding notifications).
  • Consent: to the extent you explicitly agreed to the requested OAuth scopes when linking your Discord account.

4. Retention

Account data and records are kept for as long as your account and/or the Organization remains active with PManager, and for as long as needed for the administrative/audit purposes above. When an Organization's subscription ends, or upon request, we delete or anonymize data within a reasonable period, unless we are legally required to retain it longer.

5. Sharing with third parties

  • Discord Inc. — for logging in (OAuth) and for all bot functionality. Discord processes this data under its own privacy policy.
  • Hosting provider — the web application, database, and bot run on servers set up for the Organization (typically within the EU).
  • Error monitoring (Sentry) — where enabled, to detect and resolve technical issues.
  • Email/notification service — for sending system emails (e.g. for certain notifications).
  • Subscription management — at the organization level, subscription status is checked via an external billing/subscription service; no payment data of individual Users is shared, only an organization identifier.

We do not sell data to third parties and do not use your data for advertising purposes.

6. Security

We take reasonable technical and organizational measures to protect your data (including encrypted connections, role-based permission management, and access logging). If you encounter, or suspect, a data breach, please report it immediately to tom974 on discord.

7. Your rights

Under the GDPR, you have the right to:

  • access the data we process about you;
  • rectify inaccurate data;
  • erasure of your data ("right to be forgotten"), unless a retention obligation applies;
  • restrict or object to processing;
  • data portability.

To exercise these rights, contact tom974 on discord. You also have the right to lodge a complaint with your national data protection authority (in the Netherlands: the Autoriteit Persoonsgegevens).

8. Cookies

The web application uses functional cookies (including a session/login cookie) that are required to log in and to make the application work. We do not use tracking cookies for advertising purposes.

9. Minors

The Service follows Discord's own age limit (at least 13 years old, unless the Organization applies a higher minimum age for its roleplay server).

10. Changes

We may amend this privacy policy. The date at the top of this page indicates when it was last updated.

11. Contact

Questions about this privacy policy or your data? Email tom974 on discord. See also our Terms of Service.