Privacy Policy

1. Scope

This Policy explains how the Black Sheep Radio Discord bot (the “Bot”), operated by Ellie for Black Sheep Radio, accesses, uses, stores, and deletes information.

It applies only to the Bot and its Discord features. It does not apply to the Black Sheep Radio website, dashboard, player, browser logins, cookies, or website collection of IP addresses. When information is submitted elsewhere and passed to the Bot—for example, a song request—this Policy covers the Bot’s subsequent handling of that information.

The Bot is independently maintained and is not affiliated with or endorsed by Discord Inc.

2. Discord servers and authorization

To authorize a server and operate there, the Bot may store:

• Discord server ID and server name;
• An administrative label, authorizing user’s Discord ID, and authorization time;
• The selected notification channel ID;
• Connection status and limited leave-request status or errors; and
• Other configuration needed to deliver Bot features.

A server can be authorized before the Bot joins. Unauthorized servers are not permitted to use the Bot, and the Bot may leave them automatically.

Unregistering removes the selected notification-channel registration but does not remove the Bot. When the Bot leaves a partner server, ordinary Bot configuration and its authorization record are removed. Messages and attachments already posted to Discord are not automatically deleted and remain subject to Discord’s controls.

3. Commands and audit records

When a Discord command is used, the Bot may record the Discord user ID and username, server ID, channel ID, command name, Discord interaction ID, time, outcome, and limited error or contextual information. These records are used for security, accountability, troubleshooting, and abuse prevention.

Bot command audit records are retained for up to 90 days. This does not include dashboard audit information such as browser IP addresses or user agents, which is outside this Policy.

4. Registered DJs and station operations

For registered DJs and authorized station personnel, the Bot may access or store:

• Discord user ID, DJ name, show description, and schedule information;
• DJ command permissions and feature configuration;
• Live and offline status events, including times and announcement-processing state;
• Request availability and the person or process that changed it; and
• Uploaded DJ introduction-image information and assignment.

Discord IDs verify access to DJ-only commands. DJ names, descriptions, schedules, and introduction images may be shown in public announcements. Registered-DJ records remain until changed or the DJ is removed. Historical operational records may remain after a DJ is removed when needed for the Bot’s operation, security, and accountability.

5. Playback information and generated images

While a DJ is live, the Bot polls Live365 and may process or store the track title, artist, playback time, current DJ, show information, and available album artwork. Recent track history is retained for no more than 30 days.

If suitable artwork is unavailable, the Bot may search Apple’s services using the track title and artist. Discord user information is not intentionally sent to Apple with that search.

The Bot may temporarily generate announcement and now-playing images and send them to Discord. Generated images are not intended to be retained after processing. Uploaded DJ introduction images remain until an authorized administrator deletes them. Copies posted to Discord remain under Discord’s controls.

6. Song requests

The Bot may receive and manage song-request records submitted through Black Sheep Radio services. A request may include the song, artist, requester-provided name, source or server, status, handling information, Discord message or direct-message identifiers, timestamps, and limited delivery errors.

The Bot uses this information to deliver the request to the active DJ, allow authorized users to accept or deny it, communicate its status, expire pending requests when appropriate, and troubleshoot delivery. Request records are retained only as long as reasonably necessary for operation, accountability, troubleshooting, and security, unless deletion is requested and no overriding need requires retention.

7. Broadcast voice channel

If station administrators enable Discord broadcasting, the Bot reads the configured broadcast voice-channel ID and relevant connection and permission information so it can join the channel and relay the Black Sheep Radio stream while a DJ is live.

The Bot connects self-deafened and is not designed to receive, record, transcribe, or store participant conversations. Discord may independently process voice state, channel membership, and connection information under its own policies.

8. Technical logs

Railway hosts the Bot and may retain deployment, application, error, and exception logs. These logs are used for operation and troubleshooting and may incidentally contain technical identifiers or information involved in a failed action. The Bot does not intentionally use technical logs to profile users or monitor ordinary conversations.

9. How information is used

Information is used to:

• Authorize servers and operate Bot commands;
• Deliver announcements, requests, messages, images, and stream links;
• Verify DJ access and manage live shows;
• Monitor station playback and maintain limited track history;
• Operate the optional broadcast voice-channel feature;
• Diagnose errors, secure the Bot, prevent abuse, and enforce the Terms; and
• Respond to support, correction, access, and deletion requests.

The Bot does not sell personal information or use it for targeted advertising.

10. Service providers and disclosures

The Bot depends on:

• Discord, for users, servers, channels, commands, messages, direct messages, voice connections, embeds, buttons, and attachments;
• Railway, for hosting, databases, object storage, and technical logs;
• Live365, for the station stream and station, DJ, show, track, and available artwork information; and
• Apple services, for fallback album-art searches.

Information may also be disclosed when required by law or when reasonably necessary to investigate abuse, address a security threat, protect the Bot, Black Sheep Radio, or others, or establish and defend legal rights.

11. Retention summary

• Bot command audit records are retained for up to 90 days.
• Recent playback history is retained for no more than 30 days.
• Partner-server configuration and authorization are removed after the Bot leaves.
• Registered-DJ records remain until changed or the DJ is removed.
• Uploaded introduction images remain until deleted by an authorized administrator.
• Generated notification images are temporary, although copies posted to Discord may remain there.
• Live-status history, request records, and other operational records are retained only as long as reasonably necessary for operation, accountability, troubleshooting, security, or applicable requirements.

12. Your choices and requests

An authorized server manager may unregister a notification channel or remove the Bot. DJs may request correction or deletion through authorized station personnel. Other access, correction, or deletion requests may be submitted through the support channel below.

Black Sheep Radio may ask you to verify your identity or authority over the affected Discord account, server, or DJ record. Some information may remain when reasonably necessary for security, record integrity, dispute resolution, legal compliance, or another legitimate operational purpose. Black Sheep Radio cannot directly delete copies retained in Discord messages or systems controlled by other providers.

13. Security and international processing

Reasonable technical and administrative measures are used to protect stored information, but no transmission, hosting, or storage system can be guaranteed completely secure.

The Bot and its providers may process information in countries other than your own. Those countries may have different data-protection laws.

14. Children

The Bot is not intended for anyone below the minimum age required to use Discord in their country. If you believe information from an ineligible child has been processed, contact Black Sheep Radio so the matter can be reviewed.

15. Changes to this Policy

This Policy may be updated as the Bot, its features, or supporting services change. The effective date will be updated, and material changes may also be announced through the Bot or the Black Sheep Radio official Discord.

16. Contact

Operator: Ellie

For support or privacy requests, visit the Black Sheep Radio official Discord. Please do not post sensitive personal information in a public channel.

1. Scope

This Policy explains how the Black Sheep Radio website, public player, Discord sign-in, song-request form, and restricted dashboard (collectively, the “Website”), operated by Ellie for Black Sheep Radio, collect, use, store, and disclose information.

It does not cover information processed independently by the Black Sheep Radio Discord bot. That activity is covered by the Bot tab above.

2. Information received through Discord sign-in

When you choose to sign in with Discord, the Website may receive and store your Discord user ID, username, verified email address, and avatar. This information is used to identify your account, maintain your Website account, display your profile, and determine whether you are authorized to access restricted features.

Signing in does not automatically grant dashboard access. A listener may sign in while remaining ineligible for restricted station-management features. Discord processes the sign-in under its own policies.

3. Sessions and essential technologies

The Website uses essential cookies and similar session information to complete Discord authentication, prevent request forgery, keep users signed in, remember authentication when selected, and protect accounts. These technologies are necessary for sign-in and security and are not used by Black Sheep Radio for targeted advertising.

Session information generally remains until it expires, you sign out, or it is invalidated for operational or security reasons.

4. Security and activity records

For authentication, security, accountability, troubleshooting, and abuse prevention, the Website may record:

• Your Discord account identifier and username;
• The action attempted and its outcome;
• The date and time;
• Your IP address and browser or device user-agent information; and
• Limited information identifying the affected record or explaining the action.

These records are available only to authorized administrators and are normally retained for up to 90 days. Black Sheep Radio does not disclose internal security rules or technical implementation details through this Policy.

5. Information submitted to the Website

Depending on the features you use and your permissions, the Website may process:

• Song title, artist, requester-provided name, and optional server or source information;
• DJ names, descriptions, schedules, roles, and live-show activity;
• Uploaded introduction images and related file information;
• Recent-track and ad-filter information;
• Song-request status and handling information;
• Authorized Discord-server labels and identifiers;
• Station, broadcast, and Discord voice-channel configuration; and
• The identity of an authorized user who makes a change.

Some of this information may be displayed publicly through the player, station announcements, or the Discord bot when that is the purpose of the feature.

6. Information received from station services

The Website receives station, DJ, show, track, stream, and available artwork information from Live365 and related station systems. If suitable album artwork is unavailable, it may search Apple services using a track title and artist.

7. How information is used

Information is used to:

• Provide the player, requests, authentication, and dashboard;
• Verify identities and enforce feature permissions;
• Operate live shows, schedules, requests, station displays, and Bot integrations;
• Attribute sensitive or administrative actions;
• Detect, investigate, and respond to misuse or compromised accounts;
• Troubleshoot errors and maintain service reliability; and
• Respond to support, access, correction, and deletion requests.

Black Sheep Radio does not sell personal information or use it for targeted advertising.

8. Service providers and disclosures

The Website depends on:

• Discord, for OAuth authentication and related account information;
• Railway, for hosting, databases, object storage, and technical logs;
• Live365, for the station stream and station, show, track, and artwork information; and
• Apple services, for fallback album-art searches.

Information may also be disclosed when required by law or reasonably necessary to investigate abuse, address a security threat, protect Black Sheep Radio or others, or establish and defend legal rights.

9. Retention

• Security and dashboard activity records are normally retained for up to 90 days.
• Recent-track history is retained for no more than 30 days.
• Session information remains until expiration, sign-out, or invalidation.
• Registered-DJ, schedule, configuration, and account records remain while needed to provide authorized access and station features.
• Uploaded introduction images remain until deleted by an authorized administrator.
• Song requests, live-status history, and other operational records remain only as long as reasonably necessary for operation, accountability, troubleshooting, security, or applicable requirements.

Removing dashboard access does not necessarily erase every historical security or operational record associated with the account.

10. Your choices and requests

You may listen without signing in. You may sign out to end your current authenticated session. You may request access to, correction of, or deletion of Website information associated with you through the support channel below.

Black Sheep Radio may ask you to verify control of the relevant Discord account or authority over an affected station record. Some information may remain when reasonably necessary for security, record integrity, dispute resolution, legal compliance, or another legitimate operational purpose.

11. Security and international processing

Reasonable technical and administrative measures are used to protect information, including permission-based access to restricted features and security activity records. No transmission, hosting, or storage system can be guaranteed completely secure.

The Website and its providers may process information in countries other than your own, where data-protection laws may differ.

12. Children

The Website is not intended for anyone below the minimum age required for the services they use with it, including Discord. If you believe information from an ineligible child has been processed, contact Black Sheep Radio.

13. Changes to this Policy

This Policy may be updated as the Website, station operations, or supporting services change. The effective date will be updated, and material changes may also be announced through the Website or the Black Sheep Radio official Discord.

14. Contact

Operator: Ellie

For support, account-security concerns, or privacy requests, visit the Black Sheep Radio official Discord. Please do not post sensitive personal information in a public channel.