Privacy Policy

1Who this applies to

dispatch-bot ("the app") is a private tool built and operated by Timtech (timtechh.xyz). It reads dispatch alert emails from a single Gmail mailbox belonging to the organization that uses it, and posts those alerts into that organization's own Discord server.

The app is not a public service and does not collect data from the general public. It works only with a mailbox whose owner has deliberately signed in and approved access.

2Google user data accessed

When the mailbox owner approves access, the app receives read-only access to that Gmail mailbox using the scope https://www.googleapis.com/auth/gmail.readonly. With this scope the app can read messages and their metadata. It cannot send, delete, move, label, or modify any email.

The app also stores an OAuth refresh token, which lets it keep reading the mailbox without asking the owner to sign in again.

3How the data is used

The app periodically runs a Gmail search using a filter chosen by the mailbox owner (for example, a specific sender or label) to find dispatch alert emails. For each match, it reads the subject and body, identifies the unit or station code in the text, and posts the alert text to the matching channel in the organization's Discord server.

Emails that do not match the filter, or contain no known code, are ignored and are not posted anywhere.

Google user data is used only to provide this alert-forwarding feature. It is not used for advertising, profiling, analytics, or to train any machine learning or AI model.

4What is stored

• OAuth refresh token and app credentials: kept in the app's private server configuration and never published or shared.
• Processing records: in the app's database, the app keeps email message IDs, processing status (sent, ignored or failed), incident numbers, and Discord message and channel IDs. These prevent duplicate posts and let follow-up alerts be threaded. Email bodies are not stored in the database.
• Routing settings: unit codes mapped to Discord channels, and optional Discord role settings.

The text of each matched alert is posted to Discord, where it is subject to the organization's own server settings and Discord's policies.

5Sharing and disclosure

The app does not sell Google user data and does not transfer it to third parties, except (a) posting matched alert text to the organization's own Discord server, as described above, and (b) where required by law.

No human reads the mailbox contents except as needed to operate, secure, or troubleshoot the app, and only with the mailbox owner's consent.

6Google API Services User Data Policy

The app's use and transfer of information received from Google APIs to any other app adheres to the Google API Services User Data Policy, including the Limited Use requirements.

7Retention and deletion

Processing records are kept only as long as needed to run the app. The mailbox owner can stop all access at any time by removing the app at myaccount.google.com/permissions, which invalidates the refresh token.

On request, Timtech will delete the stored token and all processing records associated with a mailbox within 30 days. Alerts already posted to Discord must be removed by that server's administrators.

8Security

Credentials and tokens are stored in private configuration and are never published. Access to the app's database is protected by authentication. No system is perfectly secure, but reasonable steps are taken to protect the data the app handles.

9Changes to this policy

This policy may be updated when the app changes. The "Last updated" date shows the latest revision.

10Contact

Questions or deletion requests: timtechgfx@gmail.com or jbot0201@gmail.com.