Privacy policy

Last updated: 26 October 2026

1. Controller and contact

The controller responsible for data processing on this website and by the Discord bot “Crewly” is:

Niklas Schreckling
c/o MDC#1916
Welserstraße 3
87463 Dietmannsried
Deutschland
Email: support@vicelocals.com

No data protection officer has been appointed because there is no legal obligation to do so. For any privacy question, an informal email to the address above is enough.

2. Summary

• Crewly is free. There are no ads, no tracking, no analytics tools, and no data is shared or sold.
• We only store what a feature needs that a server admin has switched on in their server. As a rule we do not store message content; the exceptions are named explicitly below (e.g. application answers or suggestions you submit yourself).
• All data is stored on a server in Frankfurt am Main (Germany).
• When Crewly is removed from a server, we automatically delete all data of that server. On request, we also delete individual data.

3. Hosting

The website, database and Discord bot run on a virtual server at Oracle Cloud Infrastructure (Oracle) in the Frankfurt am Main data centre (region eu-frankfurt-1). Oracle processes the data solely on our behalf under a data processing agreement (Art. 28 GDPR, Oracle Data Processing Agreement). The data is stored in Germany. Because Oracle belongs to a US group, access from third countries (e.g. for support or on official order) cannot be ruled out entirely; this is covered by the EU-US Data Privacy Framework (EU Commission adequacy decision) or the EU Standard Contractual Clauses. The legal basis is our legitimate interest in secure and reliable operation (Art. 6(1)(f) GDPR).

4. Visiting the website (server logs)

When you visit the website, the web server processes technically necessary connection data: IP address, date and time, requested address, status code, amount of data transferred, referrer and browser identifier (user agent). These access logs are used to deliver the page, to troubleshoot and to fend off attacks (e.g. limiting excessive requests), and are deleted automatically after 14 days. The legal basis is Art. 6(1)(f) GDPR.

5. Cookies and local storage

We only use strictly necessary cookies, which is why there is no cookie banner (Section 25(2) no. 2 TDDDG):

• crewly.sid – session cookie, only after logging in. Contains just a random session ID; expires 14 days after your last visit and is deleted when you log out.
• lang – your chosen language (German/English), only if you switch the language; 1 year.
• next – remembers for at most 10 minutes during login which page to return to afterwards.

In your browser's local storage (localStorage) we only remember whether you have already seen the short welcome animation on the home page. This value never leaves your browser.

6. Login with Discord

You sign in to the dashboard via Discord (OAuth2; provider in the EEA: Discord Netherlands BV; parent company Discord Inc., USA). We only request the identify and guilds scopes and thereby receive your Discord ID, username and display name, avatar and the list of your servers (ID, name, icon, your permissions there). We do not receive your email address. We do not store Discord's access token. The data is kept only in your session in our database and is deleted when the session expires or when you log out. It is used to show you the servers you are allowed to manage. The legal basis is Art. 6(1)(b) GDPR (providing the dashboard). Avatars and server icons are loaded directly from Discord's CDN (cdn.discordapp.com), which gives Discord your IP address. Discord's processing is governed by Discord's privacy policy.

7. The Discord bot

A server admin decides whether Crewly runs on their server and which features are switched on. For this, Crewly receives the server's events from Discord (e.g. new messages, joins, role changes) and processes them in memory, for example for AutoMod, XP or counters. Only what an enabled feature needs is stored:

• Server settings set by admins in the dashboard (channels, roles, texts, custom commands).
• Roblox: if you verify, the link between your Discord ID and your public Roblox user ID, username and display name (valid on all servers with Crewly until you unlink via /roblox unlink or the verification page) and, per server, your current group rank. Crewly only reads public Roblox data (or, with “Sign in with Roblox”, the openid profile scopes); a pending verification code is deleted after 30 minutes. Events sent by a game through a server’s developer webhook are posted to that server’s chosen channel and not stored beyond counters.
• Levels/XP: Discord ID, name, avatar, XP, level and number of counted messages per member.
• Moderation: cases (action, affected member, moderator, reason, duration), moderator notes, ban appeals with your answers from the appeal form, security events from anti-raid/anti-nuke/alt detection (Discord ID, name, type of event – account age is calculated from the Discord ID) and the state of a captcha verification (the code only as a check value).
• Tickets: creator, subject/description, handling staff and timestamps. Transcripts are generated once on closing and sent as a file to the log channel chosen by the admin and/or by direct message – they are not stored by us.
• Applications: your answers to the application questions, status, ratings and internal team notes.
• Team management: duty times (start/end), leaves of absence with reason, promotion log and the number of messages per team member per day (only the number, no content).
• Statistics: only aggregated figures per server and hour (messages, commands, joins, leaves, moderation actions) and the member count per day – not linked to individual people.
• Other features, only if enabled: giveaway entries, suggestions (text and votes), starboard references, invite tracking (who joined via which invite), economy (balance), reminders (text and time), AFK status with reason, birthdays (day and month only), counting game, role panels, server backups (only the structure of roles and channels, no messages), LFG posts and LFG profiles (platforms, play times, note).
• Server logs: for delete and edit logs, Crewly keeps recent messages in memory for at most 6 hours and sends them only to the server's log channel; they are not stored in the database.

The legal basis is our legitimate interest, and that of the server operators, in providing the enabled features and in the moderation and safety of the community (Art. 6(1)(f) GDPR); for applications, appeals and tickets that you submit yourself, Art. 6(1)(b) GDPR. Content that the bot publishes in a server's channels is visible to everyone with access there; the server admins are responsible for it.

8. Support by the Crewly team

If you send us a request via Suggestions & bugs, we store your Discord ID, your name, the subject and the messages of the conversation. We delete closed requests 12 months after the last reply.

The Crewly team can only access a server's dashboard if an admin of that server explicitly allows it (limited to 1 hour, 24 hours or 7 days, revocable at any time). Access is limited to the settings and is logged (who, when, what); the log is visible to the server's admins and is deleted after 12 months.

9. Retention and deletion

• Bot removed: as soon as Crewly is removed from a server, we automatically delete all data of that server (settings, XP, cases, tickets, applications, team data, statistics, etc.).
• Automatic periods: closed tickets and LFG posts after 30 days; statistics and message counters after 90 days; LFG profiles 180 days after the last change; sessions 14 days after the last visit; server logs after 14 days.
• We store all other data for as long as the respective feature is used on the server. Server admins can delete data in the dashboard or by command (e.g. delete cases or reset XP).
• On request: write to support@vicelocals.com and include your Discord ID; we will delete your data unless a legal obligation or a legitimate interest (e.g. an ongoing moderation decision) prevents it.

10. Recipients

On our side, your data is seen only by the operator and the Crewly support team where needed for their tasks. Within a server, the admins and moderators authorised there see their server's data. External recipients are exclusively Oracle (hosting) and Discord (login, bot operation, avatars). We do not sell data and do not share it for advertising purposes. We only disclose data to authorities if we are legally obliged to (Art. 6(1)(c) GDPR).

11. Your rights

You have the right of access (Art. 15 GDPR), rectification (Art. 16), erasure (Art. 17), restriction of processing (Art. 18) and data portability (Art. 20). You can withdraw any consent at any time with effect for the future (Art. 7(3) GDPR). An informal message to support@vicelocals.com is enough.

Right to object (Art. 21 GDPR): Where we process data on the basis of legitimate interests (Art. 6(1)(f) GDPR), you may object at any time on grounds relating to your particular situation. We will then stop processing the data unless we can demonstrate compelling legitimate grounds or the processing serves the establishment, exercise or defence of legal claims.

Right to lodge a complaint: You may lodge a complaint with any data protection supervisory authority (Art. 77 GDPR), in particular in the member state of your habitual residence, place of work or place of the alleged infringement. The supervisory authority responsible for us is: Der Landesbeauftragte für den Datenschutz und die Informationsfreiheit Rheinland-Pfalz (LfDI RLP; State Commissioner for Data Protection and Freedom of Information of Rhineland-Palatinate), Postfach 30 40, 55020 Mainz, Germany, www.datenschutz.rlp.de.

12. Further information

• No obligation to provide data: you are not legally or contractually obliged to provide us with data. Without logging in, the dashboard is not available.
• No automated decision-making: we do not make decisions based solely on automated processing that produce legal effects concerning you or similarly significantly affect you (Art. 22 GDPR), and we do not carry out profiling. Automatic moderation (AutoMod, anti-raid) is set up by the server admins; its actions can be reviewed and reversed by the server's team.
• Age: to use Crewly you must have reached Discord's minimum age in your country.
• Changes: we update this privacy policy when Crewly or the law changes. The version published here applies; the date at the top shows when it was last updated.