# Icewind Dale Lorekeeper — Privacy Policy **Last updated: 22 October 2026** ## 1. Introduction Icewind Dale Lorekeeper ("the Bot") is a privately operated Discord application that provides information about a Dungeons & Dragons campaign. This Privacy Policy explains what information may be processed when you use the Bot, how it is used and how to contact the operator. **Privacy contact:** [email protected] ## 2. Information processed When you use the `/lore` or `/loredeep` commands, the Bot processes information provided through Discord, which may include: - The question submitted to the Bot. - Discord interaction identifiers and technical information required to process the command. - Discord user, server and channel identifiers made available as part of the interaction. - Information voluntarily included in your questions. The Bot also accesses a locally maintained collection of published campaign notes to generate answers. The Bot is not designed to monitor ordinary Discord conversations or collect unrelated messages. ## 3. How information is used Information is processed to: - Receive and respond to Discord commands. - Find relevant campaign information. - Generate AI-assisted answers. - Diagnose errors, maintain security and operate the service. The Bot does not use personal information for advertising or sell personal data. ## 4. Artificial intelligence processing The Bot uses locally hosted AI models through Ollama and Open WebUI on privately maintained hardware. Campaign questions and retrieved campaign notes are processed locally to generate responses. The Bot does not intentionally submit these questions to external commercial AI inference services. Discord itself processes interactions and messages according to its own privacy practices. ## 5. Storage and retention Campaign source materials and the searchable knowledge index are stored locally on the operator's device. The Bot may produce operational logs, including processing timings, errors and technical information. Questions or AI responses may also be retained within Discord or Open WebUI, depending on their respective settings. Information is retained only as necessary for the operation, maintenance, security or troubleshooting of the service, subject to the retention arrangements described below. Information no longer required will be deleted or anonymised where reasonably practicable, subject to applicable legal obligations. ## 6. Third-party services The Bot uses Discord to receive commands and deliver answers. Discord may process and retain user information according to its own privacy policy. The Bot also uses locally installed software, including Ollama and Open WebUI, to perform AI processing. It does not intentionally provide user questions to third-party advertising services or external AI model providers. ## 7. Legal basis Where UK data protection law applies, the operator generally relies on legitimate interests in providing and maintaining this requested recreational service, subject to the rights and interests of users. Other legal grounds may apply where required by law. ## 8. Security The operator takes reasonable steps to protect locally processed information, including restricting access to the AI services and maintaining private network access where practical. No system can guarantee absolute security. Users should avoid submitting sensitive personal information through the Bot. ## 9. Your rights Depending on applicable data protection law, you may have rights to request access to, correction of or deletion of personal information, or to object to or restrict certain processing. To make a privacy request, contact the operator using the email address above. Requests will be reviewed and handled in accordance with applicable legal requirements. You can also stop using the Bot at any time. Deleting Discord messages or removing the Bot from a server may not automatically remove any separately retained technical records. ## 10. Changes to this policy This Privacy Policy may be updated when the Bot's functionality or data-processing practices change. The latest version will be published at the application's Privacy Policy URL. ## 11. Contact For privacy questions or deletion requests: **Email:** [email protected] Users who believe their data protection rights have been infringed may also contact the UK Information Commissioner's Office at [https://ico.org.uk/](https://ico.org.uk/).