Privacy Policy - Clan Bot

1 Introduction

This Privacy Policy explains how Clan Bot ("we", "us", "the bot") collects, uses, and protects information when you use our Discord bot and web dashboard. We are committed to protecting your privacy and being transparent about our data practices.

2 Information We Collect

We collect only the data necessary to provide our services. Here is a summary of the data we process:

Data	Purpose	Storage
Discord User ID	Identify users for leveling, commands, moderation	Persistent
Discord Username	Display on dashboard and leaderboards	Session-based
Server (Guild) ID	Per-server settings and configurations	Persistent
Message Content	Custom commands, auto-mod, leveling XP	Not stored (processed in real-time)
Uploaded Media	Welcome cards, embeds, bot identity images	Persistent until deleted
OAuth2 Session Data	Dashboard authentication	Session-based (temporary)

3 How We Use Your Information

We use the collected information exclusively to:

Provide and operate bot features in your Discord server
Authenticate you on the web dashboard via Discord OAuth2
Store your server configuration and settings
Display leaderboards and analytics
Process moderation actions (bans, warnings, honeypot system)
Serve uploaded media (images, welcome card assets)

We do not sell, trade, or share your data with third parties for marketing purposes.

4 Data Storage & Security

All data is stored in SQLite databases on our secured server. We implement reasonable security measures to protect your data, including:

Session-based authentication with secure cookies
Server-side permission validation for all dashboard actions
Input sanitization and path traversal protections
File type and size restrictions on uploads

While we take reasonable steps to protect your data, no system is 100% secure. We cannot guarantee absolute data security.

5 Data Retention

We retain your data as follows:

Server settings: Retained as long as the bot remains in your server
User data (levels, XP): Retained as long as the bot is in the associated server
Uploaded media: Retained until manually deleted by server administrators
Session data: Automatically expires and is cleaned up periodically
Moderation data: Retained for the duration of any bans or moderation actions

6 Your Rights

You have the right to:

Access: Request information about what data we store about you
Deletion: Request deletion of your personal data by contacting us
Removal: Remove the bot from your server at any time, which stops all data collection for that server
Appeal: Appeal any moderation actions through our appeal system

7 Third-Party Services

We interact with the following third-party services:

Discord API: Required for all bot functionality and OAuth2 authentication
Twitch / YouTube APIs: Used for social alert features when configured by server administrators

These services have their own privacy policies. We recommend reviewing them separately.

8 Children's Privacy

Our services are intended for users who meet Discord's minimum age requirements. We do not knowingly collect data from users under the age of 13 (or the applicable minimum age in your jurisdiction).

9 Changes to This Policy

We may update this Privacy Policy from time to time. We will update the "Last updated" date at the top of this page. Continued use of the bot after changes constitutes acceptance of the updated policy.

10 Contact

If you have questions or concerns about this Privacy Policy, or if you want to exercise your data rights, please reach out through our support channels or contact the bot owner directly.