1. Who we are
Officer Scribe is operated by Adam Collins, trading as Officer Scribe in the United Kingdom. The Service is available at https://officerscrbe.app. Privacy questions and rights requests can be sent to ambcollins123@gmail.com. A correspondence address is available upon legitimate request.
Officer Scribe is designed only for adults. You must be at least 18 to install, access or participate in the Service.
2. Our role and your guild's role
For Discord account details, security logs, support messages and service administration, Officer Scribe normally acts as the data controller because we decide why and how that information is used.
For meeting audio, transcripts, minutes, agendas, decisions, actions and similar guild content, the guild or community that installed Officer Scribe normally decides why the information is processed and who may access it. In that context the guild is normally the controller and Officer Scribe acts as its processor. The exact legal roles depend on the facts and applicable law.
3. Information we process
Discord account and server information
- Discord user IDs, usernames, display names and avatars.
- Guild IDs, names, icons, roles, permissions and installation status.
- Channel IDs and the limited message or interaction data needed to operate commands, buttons, reminders and meeting invitations.
Meeting and action information
- Temporary voice audio captured while an authorised host runs a recording.
- Speaker identity, timestamps, transcripts, summaries, decisions, action items and deadlines.
- Meeting titles, descriptions, agendas, attendance responses and guild vocabulary.
- Edits, deletion requests, configuration changes and audit records.
Recruitment Assistant information
- Raider.IO links, character names, realms, regions and officer-provided notes.
- Public Raider.IO progression and score information.
- Public Warcraft Logs ranking and parse information matched to the submitted character.
Technical, beta administration and support information
- Authentication cookies, OAuth state, request metadata, error logs, usage totals and security events.
- Beta access status, feature entitlements, expiry dates and monthly usage limits applied to a guild workspace.
- Guild beta-contact details and private operational notes used to record onboarding, feedback, agreed limits or support history.
- Information included in emails or Discord support conversations.
Officer Scribe is not intended for medical records, financial account information, government identifiers, children's data or other highly sensitive information. Meeting participants should avoid sharing information that is unnecessary for guild administration.
4. Where the information comes from
Information may come:
- directly from you when you sign in, install the bot, speak in a recorded meeting or contact support;
- from the guild administrator and other authorised officers using Officer Scribe;
- from Discord through its OAuth, Gateway and HTTP APIs; and
- from publicly accessible Raider.IO and Warcraft Logs profiles selected by a recruiter.
5. Why we use information and our lawful bases
| Purpose | Typical lawful basis |
|---|---|
| Authenticate users, install the bot and provide dashboard features. | Performance of our contract and legitimate interests in providing the requested Service. |
| Record, transcribe and summarise guild meetings on the guild's instructions. | The lawful basis selected by the guild controller. Officer Scribe processes this content under the guild's documented instructions. |
| Create and track meetings, decisions, actions, reminders and recruitment cards. | Performance of our contract and the guild controller's lawful basis for the underlying content. |
| Protect accounts, prevent abuse, troubleshoot failures and maintain service reliability. | Legitimate interests in security, fraud prevention and service administration. |
| Administer the closed beta, monitor usage, apply agreed limits and record operational feedback. | Legitimate interests in operating, protecting and improving the beta Service. |
| Answer support requests and resolve disputes. | Performance of our contract and legitimate interests in supporting users and establishing or defending legal claims. |
| Keep records required by tax, accounting or other law when paid services begin. | Compliance with legal obligations. |
6. Recording and transcription
Officer Scribe provides a visible recording notice and requires the meeting host to confirm that everyone present has been informed and that the guild has authority and a lawful basis to record. The guild remains responsible for deciding whether recording is lawful, responding to objections and respecting anyone who does not wish to participate. Officer Scribe cannot police private conversations or independently verify what every attendee was told.
Audio is captured as temporary working files on the bot host and sent to OpenAI's API for transcription. Officer Scribe endeavours to remove its working audio copies promptly after processing and within an acceptable operational timeframe. Temporary audio may be retained for longer where processing fails, a security incident must be investigated, deletion is technically delayed or retention is required by law. Production is configured not to retain audio deliberately after normal processing.
OpenAI may separately retain API inputs and outputs for limited abuse-monitoring or legal purposes under its own API terms and retention controls. Officer Scribe does not opt meeting content into model training, and OpenAI states that API inputs and outputs are not used to train its models by default.
7. Artificial intelligence
OpenAI models are used to transcribe audio, prepare structured minutes and verify draft decisions and actions against transcript evidence. AI output may be incomplete, inaccurate or misleading. It is a draft administrative aid and must be reviewed by authorised officers before it is relied upon. Officer Scribe does not use solely automated processing to make legal or similarly significant decisions about people.
9. International transfers
Some providers process information in the United States and other countries outside the UK. Where UK transfer rules apply, we rely on provider contractual commitments and recognised safeguards such as the UK International Data Transfer Addendum, approved standard contractual clauses, adequacy regulations or another lawful transfer mechanism. Further information can be requested by email.
10. Retention and deletion
| Information | Normal retention approach |
|---|---|
| Temporary raw audio | Deleted as soon as reasonably practicable after processing. It may remain temporarily after a failed job, technical delay, incident or legal requirement. |
| Transcripts | Retained for the period selected by the guild administrator in Recording Safety settings, then automatically removed from the meeting record. |
| Minutes, decisions, actions, agendas and attendance records | Retained until an authorised guild administrator deletes them, the relevant record is removed, or the guild workspace reaches the post-disconnection deletion point. |
| Warcraft Logs analyses and raid rosters | Normally removed automatically after 30 days to reduce guild-workspace clutter, unless an authorised officer marks the individual analysis or roster as Keep. Roster age is measured from the raid date where one is set, otherwise from roster creation. Long-term boss progression history may be retained separately from an individual analysis. |
| Disconnected guild workspace | Normally available for reconnection or export for up to three months after the bot is removed, then scheduled for deletion. An administrator may request or perform earlier deletion. |
| Authentication cookie | Expires after seven days or when the user signs out. |
| Application and security logs | Intended to be kept for up to 90 days, unless a longer period is reasonably required to investigate an incident, prevent abuse or meet a legal obligation. Hosting providers may retain limited backups or security records under their own schedules. |
| Beta contact details and private operational notes | Retained while the guild participates in the beta and reviewed when the beta relationship ends. They may be retained with related support records where reasonably needed to document feedback, agreed limits, incidents or disputes. |
| Support correspondence | Normally retained for up to 12 months after the request is resolved, unless needed for an ongoing dispute or legal obligation. |
Deletion from active systems may not immediately remove data from encrypted backups. Backup copies are isolated from normal use and expire according to provider backup cycles unless restoration is required for disaster recovery.
12. Security
Measures include encrypted HTTPS connections, provider-supported encryption at rest, environment-managed secrets, signed session cookies, Discord OAuth, guild role and permission checks, separation of guild workspaces, limited database access and audit logging. No online service is completely secure, so users should keep Discord accounts protected and report suspected incidents promptly.
13. Your data protection rights
Depending on the circumstances, you may have rights to be informed, access personal data, correct inaccurate data, request deletion, restrict processing, object, receive portable data and withdraw consent where consent is the applicable basis. These rights are not absolute and may depend on the guild's role as controller and the lawful basis being used.
For meeting content, contact the relevant guild administrator first where practical because the guild controls access and normally decides how that content is used. You may also contact Officer Scribe directly at ambcollins123@gmail.com. Please include your Discord user ID, the guild name or ID, the information involved and enough detail to verify your identity without sending unnecessary sensitive information.
You may complain to the UK Information Commissioner's Office. Details are available at ico.org.uk. We would appreciate the opportunity to address the concern first, but this does not limit your right to contact the ICO.
14. Changes to this policy
This policy will be reviewed as Officer Scribe changes. Material changes will be published on this page and, where appropriate, highlighted through the website, Discord support server or another reasonable notice before the new processing begins.