Discord Bot Privacy Policy

Last Updated: 16 June 2026

1. Introduction

PebbleHost ("we", "us", "our") operates support services through our official Discord server using the PebbleHost Discord Bot (the "Bot").

This Privacy Policy explains what information is collected by the Bot, how it is used, how long it is retained, and the rights available to users.

Data Controller
PebbleHost
Unit 41-N Embley Business Units
41 Warwick Road
Solihull
B92 7HS
United Kingdom

ICO Registration Number: ZA429455
Email: support@pebblehost.com

By using the Bot, you acknowledge that your information may be processed in accordance with this Privacy Policy.

2. Who This Policy Applies To

This Privacy Policy applies to users of the PebbleHost Discord Bot within the official PebbleHost Discord server.

The Bot is intended for users aged 13 years or older.

3. Information We Collect

The Bot only collects information necessary to provide support services.

Discord User IDs
Discord Channel IDs
Message content sent within support tickets
Message timestamps
Discord attachment URLs hosted by Discord's CDN
Attachment filenames
Ticket status information
Ticket transcript identifiers
PebbleHost billing account identifiers (WHMCS Customer IDs)
Discord account linking information

The Bot does not download, store or copy uploaded attachments. It only stores the URLs generated by Discord.

The Bot does not collect IP addresses, payment information, passwords or any information from messages outside of support ticket channels.

4. How We Use Information

Information collected by the Bot is used solely for:

Creating and managing support tickets
Linking Discord accounts to PebbleHost billing accounts
Allowing authorised staff to provide customer support
Generating temporary ticket transcripts
Maintaining support history and audit logs
Managing ticket permissions and participant access
Measuring support response times and operational metrics
Preventing abuse of our support systems

Message content is only processed within private support ticket channels and retained for a maximum of twenty-one (21) days before automatic deletion.

We do not use message content for advertising, profiling, marketing purposes or training machine learning or artificial intelligence models.

5. Legal Basis for Processing

Where applicable under UK GDPR and EU GDPR, we process information under the following lawful bases:

Performance of a contract where processing is necessary to provide support services.
Legitimate interests in operating, securing and administering our customer support systems.
Compliance with legal obligations where required by applicable law.

6. Ticket Transcripts and Retention

Support ticket transcripts and associated message logs are retained for a maximum period of twenty-one (21) days from ticket closure.

After this period:

Transcript exports are permanently deleted;
Stored message logs are deleted;
Transcript identifiers are removed.

Attachment files themselves are never downloaded or stored by PebbleHost. Only the associated Discord CDN URLs are temporarily retained alongside ticket records.

Certain account linking information may remain stored only for as long as necessary to provide account linking functionality. Users may remove this association at any time.

7. Account Linking

Users may voluntarily link their Discord account with their PebbleHost billing account.

The Bot stores:

Discord User ID
PebbleHost WHMCS Customer ID
Account linking association

Users may unlink their account at any time by:

Using the /unlink command within Discord;
Removing the association through the PebbleHost billing portal.

When an account is unlinked, the stored association between the Discord account and the billing account is removed.

8. Sharing of Information

PebbleHost does not sell, rent or share Bot data with third parties for advertising or commercial purposes.

Access to support information is limited to authorised PebbleHost staff who require access in order to provide customer support.

We may disclose information where required to comply with applicable laws, legal processes or lawful requests from competent authorities.

9. Data Security

PebbleHost implements appropriate technical and organisational measures designed to protect information processed by the Bot.

Access-controlled databases
Access restricted to authorised PebbleHost staff
Encryption of data in transit using HTTPS/TLS
Encryption of data at rest
Internal access controls and operational safeguards

No method of transmission or storage can be guaranteed to be completely secure. However, we take reasonable steps to protect information against unauthorised access, disclosure, alteration or destruction.

10. Your Rights

Depending on your location and applicable law, you may have the right to:

Request access to your personal information;
Request correction of inaccurate information;
Request deletion of your information;
Object to certain processing activities;
Request restriction of processing;
Request portability of information where applicable;
Lodge a complaint with a supervisory authority.

To exercise any of these rights, please contact support@pebblehost.com .

11. Children's Privacy

The Bot is not intended for use by children under the age of 13.

If we become aware that information has been collected from a child under the age of 13 in violation of applicable law, we will take reasonable steps to remove such information.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

Any changes will be published at this location and will become effective upon publication. Continued use of the Bot following publication of changes constitutes acceptance of the revised Privacy Policy.

13. Contact Information

PebbleHost
Unit 41-N Embley Business Units
41 Warwick Road
Solihull
B92 7HS
United Kingdom