Privacy Policy

1. Data Controller

RCU Companion is operated by:

2. Purpose of Processing

RCU Companion provides free Roblox account statistics, monitoring, hatch notifications, pet index tracking and Discord clan management. We process data to authenticate users, provide the features they request, manage accounts and server permissions, handle applications and support, deliver notifications and maintain service security.

Sources include information you submit, Discord identity and server information, Roblox profiles and public game information, and the Powerful Studio RCU API. Optional detailed game information is retrieved using the RCU access token you provide. Clan tools may also process public Roblox profiles, roster and leaderboard information about players who have not registered with RCU Companion. Booth transaction data supplied by the token-authorized API may include buyer identifiers for people who have not registered. This notice also applies to that indirectly obtained personal information.

3. Data We Process

• Discord IDs, names, avatar references, relevant server membership and roles; registration, login and last-activity timestamps.
• Roblox IDs, names, avatars, linked accounts and temporary ownership verification codes. Verification reads the Roblox profile description to check your code; the description is not saved as an account field.
• Available game status, activity, statistics, equipped pets, index, currencies, passes, booth transactions and associated buyer information, hatch events and monitoring history.
• Discord server and clan IDs, configurations, staff settings, notification preferences, application and support ticket forms, messages, attachments, authors and timestamps.
• Feedback, ratings, revision history, developer notes and delivery status.
• Optional Missing Index snapshots: selected missing pet names, variants, public artwork references, available origins/categories/bonuses and export filters. Private management records associate each link with its owner and selected workspace/account; public responses omit these identifiers and account metadata.
• Authentication sessions, temporary requests, operational events and error information. Rate limiting uses the connecting address supplied by the hosting network; hosting infrastructure may also log IP addresses, request paths, times and technical connection information.

We do not ask for your Discord or Roblox password. Discord sign-in requests the identify scope, not your email address. The Discord OAuth access token is used for the identity lookup and is not stored by the application as a reusable credential. Optional RCU access tokens are stored encrypted for the integration you enable.

4. Legal Bases

• Article 6(1)(b) GDPR: account authentication, linking and the personal tools, support, feedback submissions, notifications and optional Missing Index snapshots you request, where necessary to provide the free service. Optional snapshots are published only when you select Create Public Snapshot; they are not part of a public account profile.
• Article 6(1)(f) GDPR: security, abuse prevention, troubleshooting, aggregate service measurement and operation of public game rankings and permission-controlled clan tools. The interests pursued are a reliable service, protection of accounts and useful clan coordination; these interests must be balanced against affected users’ rights.
• Article 6(1)(a) GDPR: the server-specific sharing of detailed tracking after you accept the sharing notice, and optional public hatch announcements after your separate opt-in for that Discord server. Saving a personal token does not automatically authorize its use in other workspaces or grant clan staff access to all of your data. Consent can be withdrawn without affecting processing that was lawful before withdrawal.

Discord identity is needed for signed-in features; Roblox linking is needed for account-specific features. Detailed tracking is optional and requires a token. You can read these legal pages without signing in. Roblox passwords and account tokens are not required to read public snapshots or legal pages. Without Discord sign-in you cannot use private dashboard features; without Roblox verification you cannot link a new personal account, and without an RCU token detailed private API views are unavailable. Users can disable personal notifications; Discord login alone does not guarantee that Discord will deliver DMs. Clan administrators remain responsible for their own use of member data and decisions. Monitoring notices and performance comparisons assist people; RCU Companion does not automatically decide to remove members from a clan.

5. Hosting and Third-Party Services

• Cybrancee: How About Group Ltd, trading as Cybrancee, hosts both the Discord bot and website/Plesk in Finland. The selected hosting location remains unchanged unless we move the services. Marco Luig is the controller of RCU Companion application data; Cybrancee is its hosting processor. Section 11 of the Terms of Service and the Data Processing Annex (version 1.0, effective October 14, 2026) together form the data processing agreement under Article 28 of the UK GDPR and, where applicable, the EU GDPR. The annex takes precedence over Section 11 if they conflict. Cybrancee previously confirmed that no separate signature is required. Its own billing, account and general business processing is distinct from its processor role. Publication of these documents is not legal certification of RCU Companion's GDPR compliance. Cybrancee Privacy Policy.
• Hosting subprocessors: the official subprocessor list (updated October 14, 2026) identifies Hetzner Online GmbH for server hosting, IDrive Inc for bot/game-server backups, and Google (Google Workspace) for encrypted web-hosting backups. These correspond to the infrastructure and backup providers previously confirmed for our services: hosting in Finland and manually created bot-panel backups in Germany. Cybrancee also uses support contractors in the Philippines and Venezuela as subprocessors when they access hosted customer data; their redacted agreements were provided privately and are not published here. This hosting subprocessor relationship is separate from the Discord, Roblox and Powerful Studio integrations below; not every service in Cybrancee's general list is used by RCU Companion. See Sections 7 and 9 for backup retention and international processing.
• Discord: sign-in, server membership and permissions, messages, tickets and notifications. Discord Privacy Policy.
• Roblox: profile verification, account names, avatars and game-status information. Roblox Privacy Policy.
• Powerful Studio: public RCU game data, the hatch feed and optional token-authorized player information. The bot sends the relevant Roblox ID and, for private player requests, your RCU token to public-api.powerfulstudio.xyz. Tokens are obtained separately through Powerful Studio.

When avatar or pet images are displayed, your browser may connect directly to Discord or Roblox content delivery servers, which receive connection information such as your IP address. External links use the linked provider’s own service and privacy practices. Contact emails are processed to answer your request and handle privacy matters. Correspondence is separate from the bot and website databases and is not removed automatically by platform account deletion. The application does not operate an email notification service.

6. Cookies, Local Storage and Service Measurement

The production authentication cookie, __Host-rcu_session, is Secure, HttpOnly and SameSite=Lax. The pre-login session lasts five minutes; a signed-in session lasts eight hours unless you sign out or it is invalidated earlier. Session contents are encrypted on the website host.

The browser stores the selected workspace (rcu-guild) and display density (rcu-compact) in local storage until you clear the site data. Missing Index checklist checkmarks use browser session storage for the current tab until it closes, or memory only if storage is unavailable. They are not sent to the server and do not update the Roblox Index. These are functional preferences. The application does not include advertising cookies or third-party analytics scripts. It does record server-side registrations, active days, notification outcomes and aggregate feature usage to operate and assess the service; these are not advertising profiles.

7. Retention

Expiry is enforced by periodic cleanup while the services are running, so removal can follow the stated period at the next cleanup. Stopped services cannot perform cleanup.

• Accounts and settings: kept while the account or server configuration is maintained, until removed. There is no automatic inactivity expiry. Removing the bot from a server disables its configuration but does not automatically erase it.
• RCU tokens: no seven-day expiry. A saved token remains until removed or replaced, its integration is disconnected, or the API rejects it as invalid. Provider-side revocation is recognized on a subsequent API request. Token removal applies to the selected workspace; separately stored connections in other workspaces must also be removed, or the token revoked at the provider.
• Personal token-based numeric history: a rolling seven days. Optional detail fields expire from the in-memory cache after 15 minutes without refresh. The core player-data cache is removed after the longer of 15 minutes or three monitoring intervals without refresh, or when no corresponding token record remains. Short-term public Rebirth samples use a separate 90-minute window.
• Personal activity history and weekly reports: observed availability and hatching intervals, aggregate index counts from existing index requests, and weekly delivery records are kept for 32 days. Unknown states, transitions and monitoring gaps are excluded from measured availability and hatching percentages. No earlier downtime is reconstructed. Weekly reports require explicit opt-in to personal Discord DMs and weekly delivery. Selected accounts, report day and last confirmed delivery remain with your preferences until account deletion. Removing an account's last link removes its activity history; removing its last saved token connection clears hatching history and aggregate index counts. Account deletion removes activity history, weekly preferences and delivery records. Delivered Discord messages follow Discord's separate retention.
• Public clan/player analytics: five-minute series and ranking snapshots for approximately two days, hourly data for 35 days and daily data for 400 days. Current clan snapshots and saved server settings have no automatic expiry.
• Platform events and feature-use counts: approximately 90 days; current registration and last-login records remain with the account.
• Temporary web jobs: up to three minutes, including encrypted token submissions, unless acknowledged or cleared earlier. Temporary image-access records last ten minutes. Roblox verification challenges expire after 15 minutes.
• Closed tickets and archived transcripts: ticket records, transcripts and preserved attachments become eligible for automatic deletion 90 days after a verified Discord channel closure. A completed archive upload alone does not start deletion. Cleanup requires the bot to confirm that the channel is absent and approve archive deletion. Open tickets, incomplete archives and records with retention holds are preserved. Legacy tickets without a verified closure time are marked for manual review and are not deleted blindly. Temporary deletion receipts contain only ticket/server IDs and closure/deletion times and are kept for up to seven days so interrupted cleanup can be retried.
• Feedback: resolved bug reports are automatically deleted 90 days after resolution. Resolved or declined feature suggestions are automatically deleted 180 days after completion or decline. General dashboard feedback follows the suggestion lifecycle. Ratings are removed when the associated platform account is deleted, subject to the retention exceptions below. Temporary Discord feedback forms are valid for 15 minutes and are cleaned up approximately 24 hours after expiry. Revision history and developer-notification delivery records follow the associated feedback entry's retention.
• Shared Missing Index snapshots: strictly opt-in, retained for the selected 7 or 30 days and removed by periodic website cleanup after expiry. Public access stops at expiry even before cleanup. Revoking a link or deleting the platform account removes its stored snapshot and link. Regeneration replaces the old link. Disconnecting a Roblox account does not itself revoke an intentionally shared snapshot; all links remain manageable in Notification & Privacy Settings. Downloaded copies and visitors’ local checkmarks are outside the application’s control.
• Operational queues and report state: pending Discord outbox records are removed on confirmed delivery or after seven days; dated report state is cleaned up after approximately 35 days. Other current server configuration and delivery references remain until removed as part of their account or server settings. Console output is handled by the hosting environment; the application does not enforce a separate automatic expiry for host console logs.
• Retention exceptions: records subject to a documented legal retention obligation or an active retention hold are excluded from automatic deletion until the applicable obligation or hold ends.
• Hosting-provider logs: the Data Processing Annex specifies deletion of security logs within 180 days. Cybrancee previously confirmed retention of technical/access logs, including IP addresses, for up to 180 days. These infrastructure logs are separate from RCU Companion's application events and temporary request records described above. Additional Plesk logs are available in the website's logs directory and are managed separately by the operator. Their retention depends on the hosting configuration and manual management; the application does not enforce a fixed deletion period for them. The provider's 180-day statement must not be read as a deletion guarantee for every application, console or customer-managed log. The contractor agreements separately require panel-access activity to be logged for at least 90 days and reviewed monthly; that minimum is not a separate confirmed deletion deadline.
• Bot backups: Cybrancee does not automatically back up bot-hosting servers. Manually created panel backups are stored in Germany, according to Cybrancee. Their retention depends on panel settings and manual removal, rather than the automatic website-backup schedule. No fixed automatic deletion period or encryption guarantee for manual bot backups is stated here.
• Website backups: Cybrancee previously confirmed automatic encrypted backups retained for 30 days. The Data Processing Annex identifies Google Workspace as the backup service, permits storage in the United States or elsewhere, and specifies deletion of web-hosting backups within 30 days after a service ends. It identifies Standard Contractual Clauses in Google's Cloud Data Processing Addendum as the transfer safeguard. The actual backup locations and contractual execution have not been independently audited.
• Deletion and separate copies: removal from live application storage does not immediately erase provider backups, delivered Discord messages or correspondence. The annex provides for service data deletion when a hosting service ends, with web-hosting backups deleted within 30 days and security logs within 180 days. During service operation, website backup copies follow the confirmed 30-day retention; manual bot backups and additional Plesk logs follow their separately configured handling. Email correspondence follows the operator's separate mailbox handling; no automatic email-deletion period is implemented in the application. If a backup is restored, account-deletion and retention requests must be reapplied before restored data is made available.

8. Access and Sharing

Missing Index sharing is optional and separate from your private Index. Anyone receiving a snapshot link can read its exported pet information without an account, download it or pass the link on. Pages carry noindex/nofollow/noarchive directives and are not included in public listings. These directives do not guarantee that every crawler complies. Opening a shared checklist may load public Roblox thumbnails, whose servers receive connection information. Visitor checkmarks stay in the current browser tab (session storage, or memory if unavailable) and do not update the owner’s Index. Owners can explicitly send a missing-pet checklist to their own Discord DMs; delivery status is kept with their notification settings, and delivered copies follow Discord’s separate retention.

We do not sell personal data to advertisers. Hosting and integration providers process data needed for their respective functions. Public game data can appear in clan views, rankings and configured Discord reports. Messages posted to channels are visible to everyone with access to those channels; choose notification destinations accordingly.

Stats, Index, Booth History and Currencies are restricted to the account owner in the dashboard. With separate consent for a server, authorized clan staff can see Profile summaries, Activity, Team and Passes while the linked account belongs to the clan. A Profile summary includes selected totals. Personal token connections are not automatically shared with new clans. Public hatch announcements require separate, revocable consent for each Discord server and administrator-approved channel rules. They are off by default without that consent. Personal DM preferences do not grant public announcement consent, and disabling DMs does not withdraw an independently granted server consent. Before each public send, the bot checks linked-account authorization, clan eligibility, consent, the configured filters and channel permissions. Revocation prevents future announcements; it does not delete Discord messages already delivered.

The developer has platform-wide administrative access, including the user registry, feedback and server management; ordinary server administrators do not. Application access restrictions do not prevent the operator from accessing stored data where needed to operate the service or handle a request. Tokens are not shown to clan staff. Feedback text is private to the developer; notification DMs contain metadata and a link. Ticket participants and authorized server staff can access ticket conversations, and authorized staff can access archived transcripts.

9. International Transfers and Safeguards

The primary bot and website servers remain in Finland unless migrated. Remote support and backups can nevertheless involve processing outside the EU or EEA. Transfers to Cybrancee in the United Kingdom rely on the European Commission's UK adequacy decision under Article 45 EU GDPR.

According to Cybrancee, onward access by support contractors in the Philippines and Venezuela is governed by UK GDPR Chapter V and covered by signed UK International Data Transfer Agreements (IDTAs) and country-specific transfer risk assessments. Cybrancee classifies those assessments as low risk and states that the UK's onward-transfer rules form part of the framework assessed under the EU-UK adequacy decision. These are provider-supplied confirmations, not an independent risk assessment by RCU Companion.

The privately supplied IDTAs document restricted, encrypted remote access for support or approved operational purposes. Access may include support tickets, live chats, Discord identifiers, IP addresses, configuration files, console output, logs and player lists. The agreements state that database contents are inaccessible to these contractors; this does not mean they can never see personal information. Controls include named accounts with two-factor authentication, confidentiality obligations, device-security requirements, logged access with monthly review, restrictions on local copying or storage, and removal of access after the engagement ends. The Venezuela agreement adds personal-device restrictions, mandatory access reviews and notification of government access requests where legally permitted. The private agreements and internal security documents are not published on this website.

Cybrancee confirms that it has not implemented separate EU Standard Contractual Clauses for those contractor onward transfers. A UK IDTA is not an EU SCC. The documented arrangement relies on UK adequacy for the EU-to-UK step and the provider's UK-GDPR safeguards for the onward step. The suitability and applicability of this arrangement to the actual processing remain matters for legal assessment; neither hosting in Finland nor receipt of contractual documents certifies the platform's overall GDPR compliance. The redacted copies do not allow independent authentication of contractor identities or signatures. You can request copies or information about applicable safeguards from the controller, with justified redactions to protect other people's rights.

Encrypted website backups use Google Workspace and may be stored in the United States or elsewhere. Cybrancee's Data Processing Annex identifies Standard Contractual Clauses in Google's Cloud Data Processing Addendum as the safeguard. Manual bot-panel backups are stored in Germany according to Cybrancee's confirmation. Backup encryption alone does not establish a transfer mechanism.

Discord and Roblox describe processing in the United States and other countries and their safeguards in the privacy policies linked in Section 5. The Powerful Studio API integration is authorized, but that authorization is not a data processing agreement or evidence of a particular transfer mechanism. Its provider-specific processing locations and safeguards have not been independently confirmed beyond available provider information.

10. Your Rights

Subject to the applicable requirements, you may request access, rectification, erasure, restriction and data portability. Where processing relies on consent, you may withdraw it at any time without affecting earlier lawful processing.

Your right to object: you may object to processing based on legitimate interests for reasons relating to your particular situation.

Contact mail@rcu-companion.xyz; no dashboard account is required to exercise your rights. Rights requests are handled by the operator, not solely by automated dashboard tools. We may ask for information reasonably needed to locate your records and verify your identity; do not send passwords or access tokens. We respond without undue delay, normally within one month, and explain any lawful extension. You may also complain to a competent supervisory authority, including the authority in the country of your habitual residence, place of work or alleged infringement. The operator is located in Lower Saxony, Germany; the regional authority is Der Landesbeauftragte für den Datenschutz Niedersachsen.

11. Account and Data Deletion

You can remove tokens and linked accounts in their dashboard workspace, disable notification routes and revoke tokens on Powerful Studio. Where personal access is enabled, Notification & Privacy Settings → Delete My Platform Account removes your account links, saved tokens and their numeric histories, notification settings, feedback except entries under a legitimate retention hold, public Missing Index snapshots, platform identity and associated platform events. Pending web requests and other sessions are invalidated.

Removing a token or linked account applies to the selected workspace; separately connected workspaces and intentionally shared Missing Index snapshots have their own removal controls. For all active snapshot links, use Notification & Privacy Settings, even after disconnecting an account.

This does not automatically remove Discord messages, ticket records/transcripts, public leaderboard records, shared server configurations or provider backups. Contact us to request review or deletion of remaining personal information. Public API data may be retrieved again independently of an account; contact us about an objection or restriction request. Removing an account from RCU Companion does not delete your Discord or Roblox account. A later sign-in creates a new platform account.

12. Security

Technical controls include HTTPS, encrypted session and job contents, encrypted stored RCU tokens and their numeric history, encrypted website ticket-archive contents, signed bot-to-website requests, CSRF checks and server-side authorization. Not all configuration or analytics files are encrypted. Access to the hosting environment and its encryption keys must be restricted. No online service can guarantee absolute security.

13. Changes

This policy may be updated when the service or verified provider information changes. The current version and its update date remain available on this page.