1 Who we are
Poke Alerts ("Poke Alerts", "we", "us", or "our") provides Pokemon Trading Card Game restock alerts and related community tools. This includes the website at poke-alerts.com and a Discord utility bot that we operate inside the official Poke Alerts Discord server and a backup server.
We are the data controller for the personal information described in this policy. If you have questions or want to exercise a privacy right, contact us through our Discord support server.
2 Scope of this policy
This policy covers two services:
- The website at poke-alerts.com, including onboarding pages, referral and short links, and the member administration area.
- The Discord bot and its background services.
It does not cover Discord itself, Whop, retailers we link to, or any other third-party service; those are governed by their own privacy policies.
3 Information the website collects
You can browse most of poke-alerts.com without giving us any personal details. When you visit, follow a tracked link, or use the administration area, we may collect the following.
| Category | Details | Purpose |
|---|---|---|
| Approximate location | City, region, and country derived by our infrastructure provider (Cloudflare) from your network connection. We do not store your full IP address. | Analytics, understanding where interest comes from |
| Network and device | Network operator and autonomous system (ASN and organization), plus a truncated user-agent string, device type, and browser derived from it. | Analytics, fraud and bot filtering |
| Link and referral activity | When you open a tracked short link, referral link, or arrive with a referral code, we log a timestamp, the page or link involved, and the location and device fields above. | Measuring referrals and link performance |
| Usage analytics | Aggregate and event-level analytics collected through Google Analytics (see the Cookies section). | Understanding traffic and improving the site |
| Administrator sign-in | If you are a Poke Alerts staff member accessing the admin area, we use an authentication cookie issued after you sign in. Only authorized administrators can reach that area. | Securing the administration tools |
Referral and link click logs are capped (the most recent entries are retained) and are stored alongside aggregate counts by day, country, device, and browser. We do not use this data to build advertising profiles about you.
4 Information the Discord bot collects
The bot processes data inside our Discord servers. What is collected depends on which features are enabled and how you interact with them.
Account and membership data
- Your Discord user ID, username, global or display name, and server nickname.
- Your roles, join date, and account creation date.
- Your avatar image and avatar URL, where a feature needs it (for example impersonation protection or member exports).
Content you submit
- Restock reports: retailer, product type and set, the ZIP or postal code you provide, the city, state, and time zone resolved from it, and any comment text. Comments are screened for spam and prohibited content and are discarded if they fail that check.
- Reviews and feedback: your display name, the text you submit, and any rating.
- Polls: your vote and any optional comment, linked to your user ID.
- Giveaways: your entries, ticket balances, and, if you win, your user ID as the recorded winner.
Activity and moderation records
- Audit logs: administrative and moderation actions, including the acting and target user IDs and tags, the action taken, and a short description that may include a snippet of message content (for example when a message is removed by content or media rules).
- Message processing: in channels where content rules are enabled (such as media-only or command-only channels), the bot reads messages to enforce those rules and may delete non-conforming messages. It does not build a searchable archive of general chat.
- Reactions: reactions are read where a feature relies on them.
- Moderation status: mute and restriction records, including who applied them, the reason, and timestamps.
- Welcome and onboarding analytics: records of whether and when a member selected a region or passed a welcome gate, keyed to the user ID.
Impersonation protection
To protect members from scammers impersonating staff, the impersonation feature, when enabled, compares members against a watchlist of protected staff accounts. For members with an avatar, it downloads the avatar from Discord to compute a perceptual hash and compares usernames and display names for similarity. Candidate avatars are used only to compute a hash and are not kept. Protected staff avatars are stored so future comparisons work. When a strong match is found, the bot may be configured to alert staff, quarantine, or remove the account. Detections are recorded, including the flagged user ID, username, avatar hash, and the match result.
Stock lookups
The stock lookup command accepts a ZIP or postal code and a retailer and returns nearby store and restock information privately to you. Location lookups are resolved from a local reference dataset, not an external service, and the command does not store the code you enter.
Member exports
Poke Alerts staff can export the member list of our server. Exports can include user IDs, usernames, display names, join dates, role names, and avatar URLs, in CSV, JSON, XLSX, or TXT format. Exports are generated on request, delivered privately to the staff member who ran them, and are used only for operating and protecting the community.
5 Discord permissions and intents
To provide these features the bot uses Discord "gateway intents", including the privileged Server Members and Message Content intents. This means the bot can receive the member list of a server, the content of messages in channels it can see, and reactions. We use these only to operate the features described here. We do not sell this data, and we do not use message content for advertising.
6 How we use information
- To provide, operate, and maintain the website and the bot features we have enabled.
- To deliver restock alerts, run onboarding, giveaways, polls, reviews, and other community tools.
- To protect the community, including spam filtering, impersonation detection, and anti-abuse safeguards.
- To measure referrals, link performance, and general site usage.
- To secure our services and investigate misuse or violations of our Terms.
- To comply with legal obligations and enforce our agreements.
7 Legal bases
Where data protection law such as the GDPR or UK GDPR applies, we rely on these legal bases: our legitimate interests in operating a safe and functional service (for example moderation, security, and analytics); the performance of a contract where you use a paid membership; your consent where we ask for it (for example non-essential cookies); and compliance with legal obligations. Where we rely on legitimate interests, you can object as described in Your rights and choices.
10 Data retention
We keep information for as long as needed for the purposes above, then delete or anonymize it. In practice:
- Temporary welcome channels are deleted automatically, by default within about six hours, and when a member leaves.
- Website link and referral logs are capped to a rolling set of recent entries, retained alongside aggregate counts.
- Operational logs such as rate-limit records are pruned on a short cycle (around seven days).
- Community and moderation records such as audit logs, reports, reviews, feedback, giveaway history, and impersonation detections are retained while relevant to running and protecting the community.
- Member exports generated by Poke Alerts staff are delivered privately to them and used only for community operations.
You can ask us to delete data that relates to you, and we will do so where we are not required to keep it. See Your rights and choices.
11 Security
We take reasonable technical and organizational measures to protect information, including access controls on our administration tools and restricting where data is stored. Administrative interfaces are limited to authorized staff. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.
12 Your rights and choices
Depending on where you live, you may have rights to access, correct, delete, or receive a copy of your personal information, to object to or restrict certain processing, and to withdraw consent. You may also have the right to lodge a complaint with your local data protection authority.
To make a request, contact us through our Discord support server. Because most bot data is keyed to a Discord account, we may ask you to verify the Discord account the request relates to. We will respond within the time required by applicable law. Note that some data, such as content you posted in our server or entries in moderation logs, may be retained where we have a legitimate or legal reason to keep it.
13 Children
Our services are not directed to children. You must meet Discord's minimum age (at least 13, or older where your country requires it) to use the bot, and you must meet the minimum age to use the website. We do not knowingly collect personal information from anyone below the applicable minimum age. If you believe a child has provided us information, contact us and we will delete it.
14 International transfers
We and our providers may process information in countries other than where you live. Those countries may have different data protection laws. Where required, we rely on appropriate safeguards for such transfers.
15 Third-party services
Our website and community link to third parties including Discord, Whop (for memberships and billing), and various retailers. We do not control those services, and this policy does not apply to them. Please review their own privacy policies. Poke Alerts is an independent service and is not affiliated with, endorsed by, or sponsored by Nintendo, The Pokemon Company, or any retailer.
16 Changes to this policy
We may update this policy from time to time. When we do, we will change the "Last updated" date above and, for significant changes, provide a more prominent notice. Your continued use of the services after an update means you accept the revised policy.
17 Contact us
Questions about this policy or a privacy request? Reach us in the Poke Alerts Discord support server.
See also our Terms of Service.