Privacy Policy

Last updated: August 24, 2026

What we collect

• Discord account information — when you log in with Discord, we receive your Discord user ID, username/display name, avatar, and the list of servers you have permission to manage. We use this only to show you servers you can configure and to check permissions.
• Session data — we use secure session cookies to keep you signed in and provide dashboard access. Sessions expire automatically after a period of time or immediately when you log out.
• Server configuration and records you or your server's staff create through the bot or dashboard — for example rank/role structures, application forms and submitted applications, ticket messages, activity/event/training/certification/roster records, promotions, and infractions.
• Feedback and bug reports submitted via the /feedback and /bug-report Discord commands or the dashboard Feedback page, including an optional screenshot attachment.
• Published reviews — if you choose to publish a review, a limited snapshot (rating, title, message, and your server's name only if you explicitly opt in to attribution) may be shown publicly. Your Discord user ID and server ID are never included in that public snapshot.
• Billing and payment records — if you buy a plan or an add-on, we keep a record of the purchase: what was bought, what it cost, which account it was for, which payment provider handled it, and what happened to the payment. See "Payments and billing" below for exactly what this does and does not include.

How it is stored

Configuration and records are stored in a data store operated to run the bot and dashboard — there is no separate analytics database and no third-party data broker. We use reasonable access controls to protect stored data, and certain sensitive values, such as an optional feedback webhook URL, are encrypted. No online service can guarantee perfect security, and we do not claim that every category of stored data is encrypted.

Payments and billing

We do not store your card details. Full card numbers, expiry dates, security codes and bank credentials are never received by our systems and are never written to our records. Payments are handled by a third-party payment provider, and your payment details are entered on their systems, not ours.

What we do keep is the record of the transaction itself:

• Orders and receipts — an order reference, what was bought, the quantity, the currency, the amounts (list price, any discount, the total), any discount code or gift card applied, and the timestamps for when it was placed, paid or refunded.
• Subscriptions — which plan an account is on, the status of its subscription (for example active, past due, or cancelled), the current billing period, any trial dates, and whether it is set to end at the end of the period.
• Payment status — whether a payment succeeded, failed, expired or was refunded, and the amount of any refund together with the reason recorded for it.
• An opaque provider reference — an identifier issued by the payment provider so that a payment can be matched to an order for support and accounting. It is meaningless outside their systems and carries nothing about a payment instrument.

We keep no cardholder name, no card brand, no last four digits of a card, no expiry, no payment token and no bank account details. If you need to change how you pay, that is done through the payment provider rather than through us.

Billing records are kept as long as we are required to keep them for accounting, tax and dispute purposes, which is generally longer than other records. A refund never rewrites the original order: what you were charged stays as it was, and the refund is recorded beside it, so that both sides have the same history.

Third-party payment providers

When you make a payment, the payment provider acts as an independent controller of the information you give them directly — your payment details, your billing address and any tax identifiers they need. Their handling of that information is governed by their own privacy policy, which we do not control. They may also process the information in countries other than your own.

We share with the payment provider only what is needed to take a payment and to match it back to the right account: the amount, the currency, what is being bought, and an account name and reference of our own. We do not send them your Discord identifiers or any of your server's configuration or member records.

If you would like to know which provider currently processes payments for a purchase you have made, ask us through the channels on the Support page and we will tell you.

How it is used

Data is used to operate the service, to provide the features you or your server's staff configure, and to handle support requests, feedback, and bug reports you submit. We do not use your data for any other purpose.

Selling and advertising

We do not sell personal information or use personal information for targeted advertising.

When data may be shared

If a server's Platform Owner configures an optional Discord webhook for feedback delivery, submitted feedback/bug report content (friendly names only — never your Discord ID or the webhook URL itself) may also be delivered to that Discord webhook, because they chose to configure it. Where you make a payment, information about that payment is shared with our payment provider as described under "Third-party payment providers" above. Otherwise we do not share your data with third parties. Anything you do inside your own Discord server remains subject to Discord's own Terms of Service and Privacy Policy, which we do not control.

Retention

We retain data for as long as needed to provide the service, maintain accurate records, resolve issues, and operate the platform. Server configuration and records generally persist until removed by your server's staff or until a server is no longer part of the service. We do not commit to a fixed deletion timeline. Billing and payment records are an exception: they are kept for as long as accounting, tax and dispute-resolution obligations require, even after an account stops using the service.

Your choices

You can log out at any time to end your dashboard session immediately. To ask about accessing or deleting data associated with you, use the channels described on the Support page.

Changes

This is an active beta and this policy may change as the product does. Check the "Last updated" date above.