Wave Drop Maps
This policy governs Wave Logistics Bot ("the Bot"), a private Discord application operated by the Wave Drop Maps community ("we", "us"), which acts as the data controller for the processing described below.
The Bot is not publicly installable, is not listed in the Discord App Directory, has no paid features, subscriptions, or in-app purchases, and operates solely within Discord servers owned by this community. It processes data belonging only to members of those servers.
| Category | Purpose | Retention |
|---|---|---|
| User ID and username | Attributing map requests, proof submissions, and queue activity to the member who made them. | Duration of community membership. |
| Role membership | Determining eligibility to claim queue items and to use staff commands. | A member's current roles are read at the point of use. Where a role is one we track for queue eligibility or volunteer records, the assignment and the date it was granted are recorded and kept for the duration of community membership. |
| Message content | Dispatching text commands (prefix -z ); reading map requests and proof posted in designated channels; maintaining a moderation audit record of messages edited or deleted in our servers. |
Content read to dispatch a command is processed in memory and discarded. The text of a map request is kept as part of the queue record, because that record is the work item our volunteers fulfil. Where a message is edited or deleted in one of our servers, our moderation audit log records the message so that our volunteers can review the change. We do not keep a copy of general channel conversation. |
| Submitted images | Screenshots posted as proof of a completed community task, assessed automatically or by a volunteer reviewer. We also derive a perceptual hash and a checksum of each image, which allow us to detect the same screenshot being submitted more than once or by more than one member. | An image held temporarily for human review is deleted once that review is resolved. An image accepted as proof is archived for the duration of community membership so that a decision can be re-checked or a dispute resolved. The hash and checksum are kept for as long as the record exists, because duplicate detection does not work without them. |
| Join and leave events | Maintaining a moderation audit record, directing new members to the channels relevant to them, and detecting an account that is removing or banning members en masse so it can be quarantined automatically. | Duration of community membership. |
| Moderation and server audit records | Recording member joins and leaves, bans and unbans, nickname changes, role grants and removals, voice channel activity, and administrative changes made in our servers, so that our volunteers have an accurate record of moderation activity. | Duration of community membership. |
| Direct messages to the Bot | Operating the Bot's direct-message features. A direct message sent to the Bot is recorded in a private staff channel so that our volunteers can see it and respond. We do not read direct messages between members. | Kept in the staff record for the duration of community membership. |
We process this data on the basis of legitimate interests: operating, moderating, and protecting a community that members join voluntarily, and delivering the request and review services those members ask us for. Members may object to processing at any time by leaving the community, which ends all further collection.
Data is processed solely to deliver the functions set out in section 2. We do not sell, licence, or disclose data to any third party. No analytics provider, advertising network, or data brokerage forms any part of this system.
Message content is not used to train machine learning or artificial intelligence models.
The models used to assess submitted images are visual classifiers. They are trained to recognise generic image characteristics — colour distribution, layout, and interface elements — in order to distinguish, for example, a mobile screenshot from a desktop screenshot, or a photograph of a screen from a direct capture. They do not perform facial recognition, do not identify individuals, and do not read or interpret personal data within an image. They were trained separately and not on data collected from community members.
We do not profile members, analyse sentiment, or construct behavioural records.
Wave Drop Maps operates from Australia and serves a global membership. We apply one standard to every request, regardless of where a member is located.
Consistent with the Australian Privacy Principles under the Privacy Act 1988 (Cth), the General Data Protection Regulation (EU and UK), the Lei Geral de Proteção de Dados, and the California Consumer Privacy Act as amended, members may request:
Requests may be made by email to wavedropmaps@gmail.com, or by contacting a server administrator in the Wave Drop Maps Discord community. Requests are actioned promptly.
Data is held locally on systems controlled by the community operator, is encrypted at rest, is not hosted with any third-party provider, and is accessible only to authorised administrators of this community.
Material changes to this policy will be published on this page under a revised version number and effective date.