Giveaway Bot Privacy Policy
1. Overview
This privacy policy describes how the EM Giveaways Discord bot ("the bot") handles data. The bot is operated by EM Media (Montag Solutions) and runs on our own servers and on partner servers that explicitly invite it. Its purpose is to run giveaways: it posts a giveaway, records who enters, draws winners when the timer runs out, and lets the organiser export that list for the brand sponsoring the prize.
Unlike our analytics bot, this bot does process personal data, because a giveaway cannot work without knowing who took part. This page states exactly what that is, how long it is kept, and how to have it removed.
2. What Data We Process
When you press the entry button on a giveaway, the following is written to our database:
- Your Discord user ID
- Your Discord username at the moment you entered
- The time you entered
- The giveaway you entered, and the server and channel it ran in
If you are drawn as a winner, your user ID is additionally recorded as a winner of that giveaway, with the time of the draw and whether it was a replacement draw.
Alongside this, the bot stores the giveaway itself: the prize, the description, the number of winners, the start and end time, the sponsor, and which member of the organising team created it.
3. What We Do Not Collect
The bot explicitly does not:
- read, store, or process message content
- request the privileged Discord intents for message content or the member list
- store anything about members who did not enter a giveaway
- store email addresses, IP addresses, or any data from outside Discord
- profile members, or connect entries across unrelated customers
- send unsolicited direct messages
Entry conditions such as a minimum account age or a minimum time in the server are evaluated at the moment you click, from the data Discord already sends with that click. The result is used to allow or refuse the entry, and is not stored.
4. Why We Process It
The legal basis is legitimate interest under Art. 6 (1) (f) GDPR: running a giveaway, drawing a winner who can be contacted, and being able to show the sponsoring brand that the giveaway actually took place. A giveaway that cannot record who entered cannot be drawn fairly, and cannot be verified afterwards.
5. Where Data Is Stored
All data is stored in a single database file on a private server operated by us in Germany. It is not shared with any third party analytics or advertising service, and the bot has no public web interface.
6. Data Sharing
The organiser of a giveaway can export its entrants and winners as a CSV file. That export is available only to the team running the giveaway, is delivered privately, and is never posted publicly in the channel.
Where a giveaway is sponsored by a brand, that brand may receive the export as proof of participation. Winners are announced publicly in the channel the giveaway ran in, by Discord mention, which is inherent to how a giveaway works.
7. Storage Duration
Entrant and winner records are deleted automatically 90 days after a giveaway ends. The giveaway itself remains in our records without the people in it, so that prize, sponsor and dates stay documented.
Backups are kept for 14 days and are overwritten on a rolling basis, so a record may persist in a backup for up to 14 days beyond its deletion.
8. Your Rights
You can ask us at any time what data we hold about you, ask for it to be corrected, or ask for it to be deleted before the 90 days are up. Write to the address below with your Discord username or user ID and we will confirm once it is done.
You can also remove yourself from a running giveaway at any time: press the entry button, then press "Leave giveaway" in the confirmation only you can see. That deletes your entry immediately.
9. Responsible Party and Contact
Montag Solutions, operating as EM Media. For any question about this policy or about data the bot holds, write to info@montagsolution.de.
Full company details are in the legal notice.