Effective date: February 6, 2025
Operator: ANC Holdings Group, LLC
Bot: ANCHelper (official Discord bot for Sports Buddies and ANC Holdings Group servers)
This document describes what data the ANCHelper bot collects and uses during the #verification process on the Sports Buddies Discord server, where that information goes, and who may view it.
1. What Is the Verification Process?
When you join the Sports Buddies Discord server:
- The bot sends you a direct message (DM) asking you to reply with the exact email address you used on the Sports Buddies waitlist (joinsportsbuddies.app/waitlist).
- The bot checks that email against the official waitlist. If it matches, you are verified and receive the Sports Buddies role.
- The bot may then ask you for a preferred nickname (you can type
skip to keep your username).
- Staff can also manually verify you via a "Manually Verify" button on your join post in the server.
2. What Data Does the Bot Collect During Verification?
2.1 Data from Discord (automatic)
- Discord user ID
- Username and discriminator / display name (e.g.
username#0 or username)
- Account creation date (to show account age)
- Profile avatar (used in join and verification log embeds)
- Discord badges/flags (e.g. HypeSquad, Nitro) — only if displayed in join/verification contexts
2.2 Data you provide during verification
- Email address — the waitlist email you send in a DM to the bot (Sports Buddies email verification only).
- Preferred nickname — if you choose to set one when the bot asks (sent in DM). You can skip this.
2.3 Data the bot uses but does not "collect" in its own systems
- Waitlist data — The bot checks your email against the Sports Buddies waitlist. It uses read-only access to confirm a match. The waitlist itself is managed separately by Sports Buddies / ANC Holdings Group; the bot does not store a copy of the full waitlist.
3. Where Is This Data Stored and For How Long?
- In the bot's memory (RAM): While the bot is running, it may keep in memory: your Discord user ID, that you are verified, verification method (e.g. email vs manual), the email you used to verify (for Sports Buddies), and temporary state (e.g. "waiting for nickname," number of verification attempts). This in-memory data is not written to a permanent database by the bot for verification purposes.
- When you leave the server: The bot clears your verification-related in-memory data when you leave the Sports Buddies (or related) server (e.g. verified status, email, attempt count, nickname-pending state).
- Discord channels (logs): Some of the data above is posted into Discord channels (see "Who can view the information?" below). Once posted, it remains in Discord according to Discord's retention and the server's settings; the bot does not delete those messages.
4. Who Is Allowed to View the Information?
Access is determined by which Discord roles can see the #user-joins and #verification-logs channels (set by official server administrators). On the Sports Buddies server, those roles are:
| Information |
Where it appears |
Who can view (Sports Buddies roles) |
| Join notice (username, user ID, account age, badges, verification status, attempt count) |
#user-joins |
SB-Server Admin, SB-Jr. Server Admin, SB-Sr. Server Mod, SB-Server Mod, Management, ANC/SB leadership (e.g. ANC-Principal Founder, SB-Chief Executive Officer, C-suite, SB-Community Manager, Official ANC-Employee / Official SB-Employee) |
| Verification result (user, method, email used, nickname, role assigned, attempts used, account age) |
#verification-log |
ANC/SB leadership (e.g. ANC-Principal Founder, SB-Chief Executive Officer, C-suite, SB-Community Manager, and Management) |
| Your DMs with the bot (email, nickname) |
Your private DMs with the bot |
Only you and the bot. Staff do not receive copies of your DMs unless you share them or the server has other bots/tools that log DMs (which would be covered by the server's own rules, not the bot). |
So: only members who have one of the roles listed above can see the verification-related data the bot posts there. General membership with only the Athlete/Player role cannot see #user-joins or #verification-logs.
5. Why This Data Is Used
- To verify you against the Sports Buddies waitlist (email check).
- To assign the correct role (e.g. Sports Buddies) and, if provided, to set your server nickname.
- To prevent abuse (e.g. limiting verification attempts per user).
- To give staff a record of who joined and who was verified (for safety and moderation).
Disclaimer: Waitlist Verification will ONLY be utilized during Official Sports Buddies Pre-Launch Stages.
6. Your Choices and Rights
- You can refuse to verify; you may then have no access to the server until you complete verification or are manually verified by staff.
- You can leave the server at any time; the bot will clear your verification-related in-memory data when you leave.
- For access, correction, or deletion of data held by ANC Holdings Group or Sports Buddies (including waitlist or log data), contact the operator (see "Contact" below). Discord's own data is subject to Discord's privacy policy and your agreement with Discord.
7. Security and Sharing
- The bot does not sell your data.
- Verification data is used to operate the Sports Buddies server and the ANCHelper bot under ANC Holdings Group, LLC.
- Data in Discord channels is subject to Discord's systems and the server's permissions and policies.
8. Changes to This Policy
We may update this privacy policy from time to time. The "Effective date" at the top will be updated when we do. Continued use of the verification process after changes constitutes acceptance of the updated policy.
9. Contact
For questions or requests about this privacy policy or your verification data:
This privacy policy applies only to the ANCHelper bot's verification process on the Sports Buddies Discord server. Other features of the bot or other servers may collect or use data differently; see server-specific rules and any other privacy notices provided by ANC Holdings Group or Sports Buddies.