Privacy Policy
Last updated: 8 May 2025
1Who We Are
Pulse Music Bot ("Pulse", "we", "us", "our") operates the Discord bot and website at pulsemusicbot.org. We are the data controller for the personal data described in this policy.
You can contact us at info@pulsemusicbot.org with any privacy-related questions or requests.
2What Data We Collect
We collect the following categories of personal data when you use Pulse:
| Discord ID | Your unique Discord account identifier | Account creation / login |
| Discord username & avatar | Your display name and profile picture from Discord | Account creation / login |
| Email address | Provided by Discord OAuth if you have one set | Account creation / login |
| Subscription & billing status | Your plan tier, billing period, and subscription status | When you subscribe or your plan changes |
| Payment method details | Card type and last 4 digits only — full card data is never stored by us | When you subscribe (handled by Stripe) |
| Server IDs | Discord server identifiers linked to Server Plans you manage | When you assign a server to a plan |
| Playlist data | Song names and URLs you save in Pulse playlists | When you create or modify playlists |
| Support ticket content | Messages and transcripts from support tickets you open | When you contact support |
| Referral codes | Whether you were referred by another user | If you join via a referral link |
3How We Use Your Data
We use your data to:
- Provide and maintain the Pulse service, including enforcing plan access controls
- Process subscription payments and manage billing through Stripe
- Display your username and avatar in dashboards and admin tools
- Store and retrieve your playlists and saved preferences
- Respond to support requests and maintain ticket records
- Prevent fraud and enforce our Terms & Conditions
- Comply with legal and regulatory obligations
- Maintain internal audit logs for security and accountability purposes
4Legal Basis for Processing (UK GDPR)
We rely on the following legal bases under UK GDPR / the Data Protection Act 2018:
| Contract performance | Processing your Discord ID, subscription status, and payment details to deliver the service you have subscribed to |
| Legitimate interests | Maintaining audit logs, preventing abuse and fraud, and improving the service — balanced against your rights |
| Legal obligation | Retaining certain financial records for the period required by UK tax law (currently 6 years) |
5Data Retention
We retain your data for as long as your account is active. If you request deletion of your account:
- Your Discord profile data, playlists, and subscription records will be deleted or anonymised within 30 days of your request
- Payment and transaction records are retained for up to 7 years to comply with UK financial record-keeping requirements
- Support ticket transcripts may be retained for up to 12 months for quality assurance purposes, then deleted
- Audit log entries referencing your account will be anonymised rather than deleted where required for integrity
6Third Parties We Share Data With
We do not sell your data. We share data only with the following processors as necessary to operate the service:
| Stripe | Payment processing and subscription management. Stripe stores your full payment details under their own privacy policy. | stripe.com/gb/privacy |
| Supabase | Database hosting for account, subscription, playlist, and ticket data. Data is stored in the EU. | supabase.com/privacy |
| Vercel | Website hosting and deployment. Request logs may be retained by Vercel. | vercel.com/legal/privacy-policy |
| Discord | Authentication (OAuth2 login). Your use of Discord is governed by Discord's own privacy policy. | discord.com/privacy |
All third-party processors are contractually required to handle your data only as instructed by us and in accordance with applicable data protection law.
7Cookies & Session Data
Pulse uses a small number of cookies strictly necessary to operate the service. These are not used for advertising or tracking across other websites.
| Session cookie | Keeps you logged in after authenticating with Discord | Session (deleted when you close your browser or log out) |
| CSRF token | Prevents cross-site request forgery attacks on form submissions | Session |
Because we only use strictly necessary cookies, no consent banner is required under UK PECR. If we introduce any non-essential cookies in the future, we will update this policy and add a consent mechanism.
8Your Rights
Under UK GDPR, you have the following rights regarding your personal data:
- Right of access — request a copy of the personal data we hold about you
- Right to rectification — ask us to correct inaccurate or incomplete data
- Right to erasure — request deletion of your personal data (subject to legal retention obligations)
- Right to restriction — ask us to limit how we process your data in certain circumstances
- Right to data portability — receive your data in a structured, machine-readable format
- Right to object — object to processing based on legitimate interests
To exercise any of these rights, contact us at info@pulsemusicbot.org. We will respond within 30 days. You will not be charged for exercising your rights.
If you are unsatisfied with our response, you have the right to lodge a complaint with the UK's supervisory authority, the Information Commissioner's Office (ICO), at ico.org.uk or by calling 0303 123 1113.
9Data Security
We take reasonable technical and organisational measures to protect your data against unauthorised access, alteration, disclosure, or destruction. These include encrypted connections (HTTPS), restricted admin access controls, and secure third-party infrastructure.
No system is completely secure. If you believe your account has been compromised, contact us immediately at info@pulsemusicbot.org.
10International Transfers
Your data is primarily stored within the EU (Supabase). Where data is processed outside the UK or EU (e.g. by Stripe in the US), appropriate safeguards are in place, including Standard Contractual Clauses approved by the relevant authority.
11Children's Privacy
Pulse is not directed at children under 13. We do not knowingly collect personal data from anyone under 13. If you believe a child has provided us with personal data, please contact us and we will delete it promptly.
12Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by posting a notice on the website. The "Last updated" date at the top of this page always reflects the most recent revision. Continued use of the service after changes are posted constitutes acceptance.
13Contact Us
For any privacy queries, data requests, or complaints, please contact us at: info@pulsemusicbot.org
Alternatively, you can open a support ticket via our Discord server at discord.gg/pulsemusicbot.