Privacy Policy
How Xtreme Weather handles your information across our Discord server, this website, and the Snowball bot, including what we collect, why, how long we keep it, and the choices you have.
Effective July 3, 2026. Version 1.1.
01 Overview & scope
This Privacy Policy explains how Xtreme Weather, operated by BP Technologies, a division of Bromwell-Poe Enterprises, LLC ("BP Technologies," "we," "us," or "our"), handles your information across three things we run: our Discord server, this website (xtremewx.com and its subpages), and Snowball, our Discord bot. Because different parts and features apply to different people at different times, not every section below applies to you at all times.
For privacy questions, data access requests, export requests, or deletion requests, contact us at support@xtremewx.com.
02 The Discord server
When you join and use the Xtreme Weather Discord server, your participation is also governed by Discord's own Privacy Policy. Within our server, we (through staff tools and Snowball) may process:
- Your Discord user ID, username, display name, avatar, and roles
- Messages you send in channels, for moderation, support, and community features
- Join and leave events, and voice-channel presence, for leveling, announcements, and moderation
- Moderation history and support interactions tied to your account
We use this to run the community: identifying members, moderating content, operating features, and keeping the server safe. Much of this is accessed live from Discord rather than separately stored, unless it is written into a feature record described in the Snowball section below.
03 This website
This website is a largely static informational site. We aim to collect as little as possible. Depending on what you do here, we may process:
- Contact form: if you submit the contact form, we receive the information you provide (such as a name, contact handle, and your message) so we can respond.
- Ban appeals: if you submit a ban appeal, we receive the details you enter so staff can review it.
- Donations: donation links take you to Stripe; payment handling is described under Sharing below.
- Basic technical data: standard request data (such as IP address and browser type) may be processed by our hosting/CDN provider to serve the site securely. The donator wall and staff pages load publicly published lists.
04 Snowball: what it collects
Snowball includes weather tools, AI conversation features, moderation tools, support tickets, community features, leveling, economy, and more. In general it processes Discord content when you invoke a feature, when a server enables a feature that depends on Discord events, or when we need records to run moderation, support, safety, or debugging. Expand a category to see the detail.
Snowball may collect or process Discord user IDs, guild IDs, channel IDs, thread IDs, message IDs, role IDs, and event IDs; usernames, display names, global names, tags, avatars, banners, and role membership when needed; and server membership, join/leave events, and voice presence when needed for leveling, announcements, moderation, or playback.
This identifies users, runs commands, manages moderation and support, tracks progression, and posts features like birthdays or starboard. Unless written into a stored record below, much of it is accessed live and not separately retained.
Snowball may process message content used for prefix commands; content when you mention or reply to Snowball; reply-chain and limited recent channel context used to answer certain prompts; image attachments and URLs in AI requests; AI conversation history, short thread summaries, personality settings, and reply-tracking preferences; and AI usage counters.
Limited DM data when you interact with the bot: ban appeal submissions, ticket close confirmations, ticket ratings, transcript requests, and other button, select-menu, or modal responses sent through Snowball's DM workflows. Snowball is not a general-purpose DM chat bot, and ordinary DM message content is not a primary feature.
Moderation case IDs; target and moderator IDs; moderation type, reason, timestamp, and mute expiry; appeal text; moderation history; and log message URLs and related metadata. Used to administer moderation, keep case history, review prior enforcement, process appeals, and give authorized staff visibility.
Ticket IDs, thread/channel IDs, opener and assigned staff IDs, and status; opening reason, escalation reason, close reason and timestamps, and ratings; transcript content generated from ticket threads; spotter application status and reviewer IDs; and level reward submission status, reviewer IDs, and uploaded file URLs.
On transcripts: Snowball generates ticket transcripts from Discord thread messages when needed. There is no separate permanent transcript database table, but transcript files can be generated and sent to users or staff through Discord.
Suggestions and bug reports; Question of the Day submissions, identity, approval status, and queue order; birthdays (month and day); and starboard data (original message/channel/author IDs, starboard message ID, reaction counts, reposted text, links, and public images).
Some of this becomes public within Discord when the feature is used, for example starboard reposts and birthday announcements are designed to be visible in channels.
Economy and bank balances, cooldowns, reminders, item ownership, roles, missions, and event participation; arena/ELO, pet or boar progression, and item usage; stock or portfolio holdings; XP, levels, weekly XP, and level reward status; and aggregated message, join, leave, and trade-volume counts used for economy pricing.
Snowball does not store a complete message-content archive for economy or leveling. Those systems generally use your activity and user ID to update balances, cooldowns, or XP rather than storing each message's text.
When donation integrations are enabled: Stripe webhook event IDs, donation amount, donor email from Stripe, payment/transaction identifiers, receipt URLs, an optional Discord username from Stripe custom fields, and limited Discord member search results used to match a donor to a member.
Donor email is logged to server logs and is not posted publicly to Discord. Snowball does not receive or store full card numbers, full bank details, or other full payment credentials, those are handled by Stripe.
Technical and diagnostic data such as error messages, stack traces, command/interaction context, identifiers in error output, and service failures. Certain error logs can be forwarded to a Discord error-log channel used by operators and may include identifiers or content from the failing request. These logs are for troubleshooting, abuse prevention, and reliability, not advertising or profiling.
How we use information
We use information to provide weather, AI, moderation, support, economy, and utility features; identify the right user, server, channel, or ticket; respond to mentions, replies, commands, buttons, modals, and menus; maintain short-term AI context; store moderation and support records; operate public features like starboard, birthdays, QOTD, and donation announcements; enforce cooldowns, limits, and abuse-prevention; and troubleshoot errors. We do not sell Discord API data or share Discord user data with advertising networks or data brokers.
05 Retention & deletion
Some data has a fixed expiry, shown below. Where no fixed timer applies, we keep information only as long as it’s needed for the feature, your account, safety, or legal reasons, then remove it on a valid request or during routine maintenance.
| Record type | Retention |
|---|---|
| Conversation history | Latest 6 entries per user-plus-guild scope; older entries removed on a rolling basis. |
| Conversation thread entries | Up to 50 short entries; a thread is marked expired after 15 minutes of inactivity. |
| Conversation summaries | Expired thread summaries are kept until no longer needed. |
| AI usage logs | Automatically purged after 48 hours. |
| AI limit-card markers | Scoped to the day created; cleared once no longer needed. |
| Reply tracking & personality prefs | Kept until you change or remove them, or you request deletion. |
| Record type | Retention |
|---|---|
| Moderation cases | Kept until deleted, replaced, or no longer needed for moderation, safety, legal, or operational reasons. |
| Ticket metadata | Kept until you request deletion or it’s no longer needed. |
| Ticket transcripts | Generated on request and delivered via Discord. Discord may retain the underlying messages until deleted. |
| Ratings, escalation, close reasons | Kept until you request deletion or it’s no longer needed. |
| Spotter apps & reward submissions | Kept until you request deletion or it’s no longer needed. |
| Failed/removed ticket records | Some rows are deleted automatically if creation fails or a tracked thread is deleted. |
| Record type | Retention |
|---|---|
| Birthdays | Retained until you remove the entry (/birthday remove), it is deleted on request, or no longer needed. |
| QOTD submissions | Kept until you request deletion or it’s no longer needed. |
| Suggestions & bug reports | Forwarded to Discord channels rather than stored in our database; retention then depends on Discord history. |
| Starboard tracking | Kept while a post is tracked; removed when it leaves the starboard. |
| Record type | Retention |
|---|---|
| Economy, items, arena, roles, missions, progression | Kept until you request deletion or it’s no longer needed. |
| Server levels & XP history | Kept until you request deletion or it’s no longer needed. |
| Aggregate activity used for pricing | Kept as historical pricing records until no longer needed. |
| Record type | Retention |
|---|---|
| Stripe processed event IDs | Kept until you request deletion or it’s no longer needed. |
| Donation-related server logs | Kept according to our hosting and logging environment, and no longer than needed. |
| Error logs (Discord/console) | Kept only as long as needed for troubleshooting and reliability. |
Deletion requests
You may request deletion of stored data by contacting support@xtremewx.com or using the support workflow. We may deny or limit deletion where we need to keep information for moderation and safety records, fraud or abuse prevention, security investigations, payment/tax/accounting/dispute obligations, legal compliance, or other users' rights or safety. We may first verify that you are the correct Discord user or otherwise authorized.
06 Sharing & external services
We share data only as needed to operate the Services, process payments, provide external data, or comply with law.
Everything runs on Discord, so we necessarily process server, user, channel, message, reaction, and interaction data made available through the Discord API for the bot's features.
Snowball sends AI prompts, limited context, images, and some conversation-summary content to Anthropic to generate replies and summaries. Snowball does not use your Discord content to train its own model; third-party handling is governed by that provider's own terms in addition to this policy.
Stripe processes donations and payment-related data and sends webhook events back to Snowball. We receive limited payment-related event data to acknowledge donations and prevent duplicate processing.
We may send limited request data (locations, coordinates, URLs, or queries) to OpenWeatherMap, OpenStreetMap Nominatim, api.weather.gov, Iowa State Mesonet, SPC, WPC, NHC, Instatus, Spotter Network, and ACRCloud to geocode, retrieve forecasts or alerts, monitor status, and identify radio streams. These services generally receive only the request data needed to answer.
07 AI-specific disclosures
If you use Snowball's AI features, please read this carefully.
- Snowball may store short AI conversation history and thread summaries tied to your user ID and, in servers, the relevant guild scope.
- Snowball may process reply context, recent nearby channel context, and images if needed to answer your prompt.
- Snowball may send AI request content to Anthropic to generate a response or summary.
- Some personality modes are intentionally more sarcastic or abrasive. That affects tone, not whether inputs may be processed and stored as described here.
- Turning AI replies off stops Snowball from responding to you in those flows, but does not automatically delete previously stored AI records.
- AI responses can be wrong, incomplete, or inappropriate. Never rely on them as professional, legal, medical, or emergency advice.
08 Your choices & rights
- Access: request a copy or summary of the data associated with your Discord account.
- Export: request an export of stored data where reasonably possible.
- Deletion: request deletion of stored data, subject to the limitations above.
- AI opt-out: use Snowball's AI controls to disable AI replies to you.
- Birthday removal: use
/birthday removeto delete your birthday entry. - Avoid optional features: you may choose not to use AI chat, suggestions, QOTD, or donation-linked identification fields.
- Server-level choices: server owners/admins choose whether to invite and configure Snowball, and some features are limited to specific servers, channels, or roles.
/data export or /data delete command. Requests are handled manually, submit them through support@xtremewx.com or the support workflow.
09 Security & incident handling
We take reasonable technical and operational precautions to protect the data we hold. Payment processing is handled by Stripe rather than us storing full payment credentials. If we confirm a security incident affecting your data, we'll investigate, contain it, and make notifications where required or appropriate.
10 Children's privacy
Snowball and Xtreme Weather are intended for use on Discord and are not directed to children under the minimum age permitted by Discord or applicable law. We do not knowingly solicit or intentionally collect personal information from users below that minimum age. If you believe a child has provided personal information in violation of applicable rules, contact us at support@xtremewx.com.
11 Changes to this policy
We may update this Privacy Policy from time to time to reflect feature changes, legal requirements, operational changes, or updated practices. When we do, we will post the updated policy on this page and update the effective date and version shown at the top of this page. For material changes, we will also give you reasonable advance notice before the changes take effect, through an announcement in the Xtreme Weather Discord server and, where appropriate, other reasonable channels.
12 Contact
For privacy questions, access requests, export requests, deletion requests, or other data concerns, contact:
BP Technologies, a division of Bromwell-Poe Enterprises, LLC
Email: support@xtremewx.com