RealmGaming

Privacy Policy

1. General information


The controller of personal data is:


Realm Gaming Marlena Piękoś
Strachocin 1, 57-550 Stronie Śląskie
[email protected]


The controller makes every effort to protect users' privacy in accordance with the law, in particular Regulation (EU) 2016/679 of the European Parliament and of the Council (GDPR).



2. Scope of data collected

When you use Realm Gaming services, including the website, the authentication system and the Discord integration, the following data may be processed:

  • first and last name
  • email address
  • phone number
  • IP address
  • browser and device data
  • other data voluntarily provided by the user in forms


When you log in or use features integrated with the Discord platform, we may process basic Discord account data, in particular your user ID, username, email address and profile picture, if shared, as well as information about mutual servers and roles needed to verify access.

In connection with logging in, we may also process account data, session data and technical data needed to maintain the session, link the account with Discord and secure the login process.

As part of the whitelist process, we may also process the answers submitted by the user, the application status, the number of attempts available, priority or block information, and the decisions and notes of authorized administrators.

To ensure security, we may process logs of administrative and moderation actions, including the ID of the person performing the action, the type of action and its date.



3. Sources of data

Data is provided directly by the user, received from the Discord platform after logging in or using bot features, or entered by authorized staff members in connection with moderation and the handling of whitelist applications and tickets.



4. Voluntary provision of data

Providing data is voluntary, but some data is necessary to log in, access selected services, submit a whitelist application or use the Discord ticket system. Not providing this data may make it impossible to use a given feature.



5. Purposes of processing

Personal data may be processed in order to:

  • contact the user through the contact form
  • provide services or fulfill orders
  • handle user inquiries
  • keep statistics and analyze website traffic
  • market our own services (if the user consents)
  • handle tickets submitted via Discord, document their course, ensure security and resolve any disputes


Data related to Discord and the whitelist process is processed to authenticate the user, control access to Realm Gaming services, handle whitelist applications, moderate the community and synchronize the relevant roles and permissions on Discord servers.



6. Legal basis for processing

Data is processed:

  • under Art. 6(1)(b) GDPR, when processing is necessary to log the user in, give them access to a selected service, or handle a whitelist application or Discord ticket;
  • under Art. 6(1)(f) GDPR, to ensure the security of the services and the community, control access, synchronize roles, moderate, keep administrative logs, prevent abuse, document tickets and establish, pursue or defend claims;
  • under Art. 6(1)(a) GDPR, for optional marketing or analytics tools that require consent;
  • under Art. 6(1)(c) GDPR, where processing is necessary to comply with a legal obligation.

The controller's legitimate interest is ensuring the security of the services and the community, managing access, preventing abuse, and documenting and resolving tickets.


7. Data retention period

Account and authentication data is kept for as long as the user uses the services or keeps the account linked with Discord, and session data until the session expires or the user logs out.

Data related to the whitelist, access, roles and moderation is kept for as long as necessary to manage access, ensure community safety, consider appeals and establish or defend against claims.

Technical and administrative logs are kept for as long as necessary to ensure security and investigate incidents.

Ticket transcripts are kept on Discord for 180 days after the ticket is closed, unless earlier deletion is required or further retention is necessary to resolve a dispute, a breach of the rules or to comply with a legal obligation.

Once the purpose of processing ceases, data is deleted or anonymized, unless further retention is required by law.



8. User rights

Under the terms set out in the GDPR, the user has the right to:

  • access their data and receive a copy of it;
  • rectify their data;
  • erase their data;
  • restrict processing;
  • data portability;
  • object to processing based on the controller's legitimate interest;
  • withdraw consent at any time, where processing is based on consent, without affecting the lawfulness of processing carried out before withdrawal;
  • lodge a complaint with the President of the Personal Data Protection Office (UODO).

The scope of each right depends on the legal basis and circumstances of the processing. To exercise your rights, contact the controller at the address given in this policy.


9. Sharing of data

Data may be shared with:

  • the Discord platform, in connection with logging in, bot operation, role synchronization and delivering transcripts;
  • providers of hosting, databases, authentication and other IT infrastructure;
  • providers of analytics tools – only if such tools are used in line with the consent requirements;
  • authorized staff members responsible for moderation, the whitelist and ticket handling;
  • public authorities, where disclosure is required by law.

Recipients may act as processors under appropriate agreements or as separate controllers under their own terms and privacy policies. Data is shared only to the extent necessary for the purposes described.

Data obtained from Discord is not sold or used by Realm Gaming for advertising or marketing profiling of users.



10. Cookies

The website uses cookies to:

  • ensure the website works properly
  • keep visit statistics
  • tailor content to the user's preferences

Users can manage cookies in their web browser settings.



11. Changes to the privacy policy

The controller reserves the right to make changes to this Privacy Policy. The current version of the document will be published on the website.



12. Discord tickets and transcripts

When you use ticket channels on Discord, the bot processes message content, participants' IDs and names, message timestamps, and attachments or information about them. This data is processed to handle and document the ticket, ensure security, consider appeals and establish, pursue or defend claims.

The transcript is delivered via Discord to the author of the ticket and posted in designated archive channels accessible only to authorized staff. The file is generated temporarily and is not stored by Realm Gaming on a separate website or in a database.

The rules for retaining and deleting transcripts are described in the section “Data retention period”.

Users should not share passwords, financial data, identity documents, medical data or other specially protected data in tickets, unless it is necessary to resolve the ticket.


13. Contact

For matters related to personal data protection, you can contact the controller:

email: [email protected]

Last updated: August 31, 2026