CaseHawk Privacy Policy

1. Information we process

The information processed depends on the features used and the permissions available:

• Discord identity and permissions: user IDs, usernames and display names, server and channel IDs, roles, and membership information needed to identify users and check access.
• Commands and interactions: commands, submitted options and forms, interaction identifiers, timestamps, results, and diagnostic or command-usage records.
• Case information: case identifiers, participants, assignments, deadlines, filings, notices, and other information submitted for court-roleplay features.
• Case-channel content: when message access is available, messages in tracked case channels, author and message identifiers, timestamps, attachment names and links, and related transcript content.
• Linked accounts and preferences: Discord-to-court account associations, court identity and permissions, and notification settings. Features involving Roblox identities may retrieve public usernames and avatars.
• Court mail: addresses, recipients, subjects, message content, and delivery or notification information used by mail commands and connected court-mail features.
• Operational data: errors and service activity needed to diagnose problems. Hosting services may also process connection information, such as IP addresses, when you access connected web services.

We receive information from Discord, you, authorized server or court staff, and connected RW Courts services. Case-channel recording is scoped to tracked case channels. Information provided directly to bot commands or forms is also processed to perform those interactions.

2. How we use information

We use information to authenticate linked accounts, enforce permissions, manage cases and channels, select or notify authorized participants, produce transcripts and filings, deliver court mail and notices, honor preferences, and maintain and troubleshoot the service. We do not sell Discord data or use it for advertising or unrelated profiling.

3. Messages, transcripts, and visibility

When recording is enabled and Discord permits message access, CaseHawk stores messages from tracked case channels. It may preserve or repost original text when a message is edited or deleted. Removing a message in Discord therefore does not necessarily remove an existing bot record.

Authorized users can create transcripts, download them, post them to Discord, or file them with RW Courts. Access depends on channel permissions, recipients, and court-record settings; some filings or transcripts may become public. Avoid including unnecessary real-world personal or sensitive information in roleplay proceedings. A private Discord channel does not guarantee that an authorized transcript will remain in that channel.

4. Automated case review

Where authorized court staff enable automated case review, relevant case records, Discord messages, and text extracted from attachments may be transferred to RW Courts and sent through OpenRouter to model providers to generate case analysis or support configured roleplay case actions. This is processing to produce results, not training a CaseHawk model.

The integration requests providers that do not collect submitted data for their own use. This setting is not a guarantee that every service retains no operational data. Provider handling also depends on their applicable policies. We do not use Discord message content to train machine-learning models. Ask court staff whether automated review is enabled for a case before submitting sensitive material.

5. Who receives information

• Discord and RW Courts: to deliver interactions, link accounts, manage court records and mail, and perform requested features.
• Roblox: supplied Roblox usernames or identifiers are sent to Roblox when a feature looks up an account or avatar.
• Participants and staff: recipients, authorized case participants, server administrators, and court staff, according to the feature and its access settings.
• Service providers: hosting, database, document-storage, and processing providers, including Railway and the automated-review providers described above, as needed to operate the service.
• Public viewers: where an authorized user publishes a transcript, filing, or other record to a public location.
• Required disclosures: where necessary to comply with applicable law or address security incidents, abuse, or threats to users.

Service providers may process information in countries other than your own. Discord's handling of information is described in its Privacy Policy. The court website also has a website Privacy Policy. This page specifically describes CaseHawk and its connected features.

6. Retention and security

Records are retained to provide ongoing case management, retrieve court history, deliver connected services, and investigate operational issues. There is currently no single automatic expiration period for all bot records. Case closure, leaving a server, removing the bot, or unlinking an account does not automatically erase existing records or copies.

You can request deletion as described below. We will delete personal data when it is no longer needed for the service or when a valid deletion request is received, unless applicable law requires retention. Fictional court-record rules do not override that right. We use access controls and service credentials to restrict access, but no online service can guarantee absolute security.

7. Your controls and data requests

• Use /unlink to disconnect your court account. This removes the account link, rather than deleting past messages, filings, transcripts, or case records.
• Use /notifications off to stop the optional court-notification feed.
• Use /mail notifications level:off to stop court-mail alerts. These alerts are enabled by default and have a separate preference.
• Notification preferences do not remove channel posts or staff-initiated case notices, such as summons.

To request access, correction, or deletion of your information, contact a CaseHawk administrator using the instructions below. Include your Discord user ID and enough detail to identify the relevant account or records. We may ask for information needed to verify that the request concerns you; we will not ask for your password or account token.

We handle verified requests promptly across the bot and connected records we control, subject to applicable law. Deletion requests are handled by administrators; there is no command that automatically erases every record. Copies independently downloaded or reposted by other users may require a separate request to those recipients. You may have additional privacy rights under the laws that apply to you.

8. Age requirements and policy updates

CaseHawk is intended for people who meet Discord's minimum age requirements in their location. If you believe we hold information from someone below that age, contact us so we can investigate and remove it as appropriate.

We will update the effective date when this policy changes and communicate material changes through the application or the participating Discord community.

9. Contact and deletion requests

Contact CaseHawk administrators through the Discord server where you use the bot. Ask the server owner or court staff to connect you with a CaseHawk administrator for support, privacy questions, or a data request. Use a private conversation for personal information; never send your password or account token.