Discord and team communication
The club is the controller for running a Discord server, because it decides on purposes and means. Discord is a controller alongside it for its own purposes. A processing agreement does not fit that relationship.
In almost every esports organisation the communication runs on Discord. The server is practice room, clubhouse and noticeboard at once, and that is exactly why more arises there than the people involved realise.
What needs settling
- Who runs the server and who holds administration rights
- Which channels exist and what they are for
- Which data has no place there, such as fee and health data
- Retention per channel, with automatic clearing where possible
- A procedure for reports, moderation and exclusions
- A note to members on what processing takes place and who is responsible
- What happens to access when administrators change
How we help
We look at the structure of your server, sort out controllership and transfer questions, and write a short policy that members will actually read. Where a European alternative makes sense, we say so too.
The server grew, the rules did not?
We bring the two together, in a policy that fits on one page.
Get in touchFrequently asked questions
Are we the controller for our Discord server?
For running the server, yes. Anyone who sets up channels, assigns roles and moderates decides on purposes and means and is a controller to that extent. Discord itself processes for its own purposes alongside and is a controller for those. A processing agreement does not capture this relationship.
Is using a US provider unlawful?
Not unlawful, but it needs a reason on the record. What has to be checked is the provider’s certification status under the EU-U.S. Data Privacy Framework and which data arises at all. For a club the more practical lever is what happens on the server: membership administration and fee data do not belong there.
How long may messages stay?
As long as the purpose requires. A channel for organising a tournament needs no history spanning years. Moderation decisions are different, because matters have to remain traceable. A short written rule on which channels clear themselves and which do not is usually enough.
What applies to moderation and exclusions?
Exclusion from a club channel is in practice exclusion from club life and should therefore follow a procedure that can be explained. Moderating involves processing personal data, such as reports and breaches. Both belong in a short policy that members know about.