1. What information we collect (fields & sources)
To provide our bot features (welcome, shop, RPG, leveling, music, anonymous posting, verification, tickets, management, automod), we collect the following information when necessary and with clear purpose:
- Discord basic member data (when triggered or upon events): Discord ID, username, discriminator, avatar, joined_at, roles (only when needed).
- Presence / status: online/idle/dnd/offline (only when server admins enable matchmaking/game features).
- Message content: only when a user explicitly submits text via Slash Command/interaction form, or when admins enable automod/keyword detection in specified channels.
- Ticket content: text and metadata submitted when creating tickets (timestamp, creator ID).
- Anonymous posting linkage (internal): when users use anonymous features we temporarily store an internal association between the original sender ID and the anonymous post for moderation/audit purposes, later deleted or anonymized.
- Audit & operational metadata: system events, error logs, and operation logs (excluding full message content, only metadata) used for debugging and abuse detection.
2. Why we collect it (purposes)
- Welcome / Verification: to send welcome messages, assign temporary roles, or perform verification when new members join.
- Shop / RPG / Leveling: to record user points, levels, inventory, and game progress for gameplay and purchase flows.
- Ticketing: to store ticket content for support handling and event tracking.
- Music: to process user queries and playback commands (query terms come from command parameters).
- Anonymous posting: to post on behalf of consenting users while retaining short-term internal linkage for moderation/appeal.
- Management / Automod: in admin-enabled channels, automatically detect violations and take configured actions (delete, warn, block).
- Matchmaking / Presence: to provide real-time teammate matching or display online availability when admins enable those features.
3. Data access boundaries & minimization principle
- Access only when necessary: We follow the principle of least privilege — data is read only when needed and only the minimal fields required.
- User-triggered by default: Most features only read data after the user explicitly triggers commands/interactions.
- Admin-enabled features only: Automations like automod and presence subscription only run when server admins enable them.
4. Retention periods
- Binding data / member associations: retained up to 30 days, or deleted immediately when the purpose ends (e.g., user unbinds).
- Presence / short caches: retained up to 24 hours (typically ephemeral, not persisted).
- Message content (commands / automod): generally deleted within 7 days after processing (preferably 24 hours when feasible). Ticket content necessary for case handling may be retained until ticket closure + up to 90 days for audit purposes — disclosed at ticket creation.
- Audit metadata / operation logs: retained up to 180 days for abuse detection and compliance (does not include full message text).
5. How to delete or request your data
- Joining the support server https://discord.gg/hFEfmJsQwj and submitting a deletion request in 1001025048641015858.
- Or emailing mikubot.support@gmail.com (please include your Discord ID and request details).
We will respond within 30 days and execute deletion in a reasonable timeframe, except where legal or contractual retention obligations apply.
6. Data security
- In transit: All communications with our backend use TLS (HTTPS / TLS 1.2+).
- At rest: Sensitive data is encrypted at rest (e.g., AES-256).
- Access controls: Only authorized personnel can access live data; all access is audited.
- Operational practices: We follow least-privilege and separation of duties and maintain regular updates.
7. Third-party services & data sharing
- We do not sell user data.
- We may use third-party analytics or logging providers (e.g., Sentry, log providers). We limit data sent to non-identifying metadata where possible. If third-party providers are used, we will list provider names and links here.
- We will provide data when required by law or when requested by Discord in the course of investigations.
8. Machine learning / model training
- If message content is used for model training or quality improvement, we will obtain explicit opt-in consent from users.
- We de-identify data (remove user IDs, mentions, PII) prior to training. Data will not be sold.
9. Minors / children
We do not knowingly collect personal data from minors (as defined by local law). If data from a minor is discovered, we will delete it upon request by the user or their guardian.
10. Changes & updates
This policy may be updated; the “Last updated” date will reflect the most recent change. Significant changes will be announced in the support server.
11. Contact & review support
- Test account: 1001025048641015858 (if required).
- Contact email: mikubot.support@gmail.com
Privacy Policy — 助手ミク