The Virtual Quizzes Discord Server uses a custom Discord Bot, known as 'Quizzy'.
Quizzy - Privacy Policy
This Privacy Policy explains how Quizzy (the "Bot") collects, uses, and shares information about you when you interact with it, or belong to a server where it is present.
1. Information We Collect
When you interact with the Bot, we may collect the following types of information:
Discord User Information: Your Discord username and Discord user ID.
Team Information: Team names you provide.
Team Member Information: The Discord usernames and Discord user IDs of team members you designate.
Quiz Data: Your team's scores in the quizzes.
2. How We Use Your Information
We use the collected information for the following purposes:
Bot Functionality: To operate the quiz, including:
Registering teams and their members.
Accessing and processing quiz answers submitted through third-party platforms (e.g., Google Forms).
Grading quiz answers and calculating team scores.
Generating and distributing team-specific score sheets via private Discord channels.
Creating a private scoreboard for administrators.
Communication: To send you information related to the quiz, such as score updates or important announcements (via private Discord messages).
Bot Improvement: To understand how the Bot is used and to improve its functionality and user experience.
Security and Support: To maintain the security and integrity of the Bot and to provide user support.
3. Legal Basis for Processing
Our legal basis for processing your personal data includes:
Consent: Where you have given us explicit consent to process your personal data for a specific purpose (e.g., when you provide team member information). You have the right to withdraw your consent at any time.
Legitimate Interests: Processing is necessary for our legitimate interests in operating and improving the Bot, administering the quiz effectively, and communicating relevant information to users, provided that your interests and fundamental rights do not override those interests.
Contractual Necessity: Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.
4. Data Sharing
We may share your information with the following categories of recipients:
Team Members: Your Discord username and team name will be visible to your designated team members within your private team channel.
Administrators: Designated administrators of the Bot will have access to all collected data for the purposes of managing the quiz, generating scoreboards, and providing support.
Third-Party Service Providers: We may use third-party services (e.g., Google Forms for answer submission). These providers will have access to the information you provide through their platforms, subject to their own privacy policies. We encourage you to review their policies.
Legal Requirements: We may disclose your information if required to do so by law or in response to a valid legal request, such as a subpoena or court order.
5. Data Retention
We will retain your personal data for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Generally, this means we will keep your data for the duration of the quiz event and a reasonable period thereafter for administrative purposes, unless you request its deletion (where applicable and permitted by our data retention policies).
6. Your Rights
Depending on your location, you may have certain rights regarding your personal data, including:
The right to access: You can request a copy of the personal data we hold about you.
The right to rectification: You can ask us to correct any inaccurate or incomplete personal data we hold about you.
The right to erasure ("right to be forgotten"): You can ask us to delete your personal data in certain circumstances.
The right to restriction of processing: You can ask us to restrict the processing of your personal data in certain circumstances.
The right to data portability: You can ask us to provide your personal data in a structured, commonly used, and machine-readable format and to transmit that data to another controller.
The right to object: You can object to the processing of your personal data in certain circumstances, including for direct marketing purposes.
The right to withdraw consent: If we are processing your personal data based on your consent, you have the right to withdraw that consent at any time.
The right to lodge a complaint with a supervisory authority: If you believe that our processing of your personal data infringes data protection laws, you have the right to lodge a complaint with a data protection authority in your country (in the UK, this is the Information Commissioner's Office - ICO).
To exercise any of these rights, please contact the Bot administrators through the designated admin contact method on the Discord server. We may need to verify your identity before fulfilling your request.
7. Data Security
We take reasonable measures to protect your personal data from unauthorized access, use, disclosure, alteration, or destruction. These measures include [Describe the security measures you have in place, e.g., encryption, access controls, secure storage]. However, please be aware that no method of transmission over the internet or method of electronic storage is completely secure, and we cannot guarantee the absolute security of your data.
8. Third-Party Links and Services
The Bot may interact with third-party platforms (e.g., Google Forms). We are not responsible for the privacy practices of these third-party services. We encourage you to review their privacy policies before providing any personal information to them.
9. Children's Privacy
The Bot is not intended for use by children under the age of 13. We do not knowingly collect personal data from children without verifiable parental consent. If you believe that we have collected personal data from a child without such consent, please contact us immediately, and we will take steps to delete the information.
10. Changes to this Privacy Policy
We may update this Privacy Policy from time to time. Any changes will be posted within the Discord server or through other reasonable means of communication. Your continued use of the Bot after the posting of a revised Privacy Policy constitutes your acceptance of the changes.
11. Contact Information
If you have any questions or concerns about this Privacy Policy or our data practices, please contact the Bot administrators through the designated admin contact method on the Discord server.
Effective Date: April 2025