Privacy Policy for The Sentinel Discord Bot

Last Updated: November 2025 (Updated with comprehensive data retention policies)

Introduction

The Sentinel Discord Bot ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Discord bot service.

Information We Collect

Discord User Information

When you interact with our bot, we collect the following information from Discord:

• User ID: Your unique Discord user identifier
• Username: Your current Discord username
• Discriminator: Your Discord discriminator (if applicable)
• Avatar URL: Link to your Discord profile picture
• Server Information: Guild ID, server name, and your role within servers

Activity Data

We track the following activities to provide our services:

• Message Statistics: Message count per channel and user
• Voice Activity: Time spent in voice channels (when enabled)
• Moderation Actions: Warnings, bans, kicks, and other moderation actions
• Server Analytics: Member counts, message counts, and activity metrics

Content Data

We may temporarily store:

• Message Content: For moderation purposes and spam detection
• Deleted Messages: Temporarily stored for audit purposes (expires after 24 hours)
• Attachments and Embeds: Associated with messages for moderation logs

How We Use Your Information

We use the collected information to:

• Provide Bot Services: Enable moderation, analytics, and utility features
• Maintain Server Security: Detect spam, inappropriate content, and abuse
• Generate Analytics: Create server statistics and activity reports
• Audit Trail: Maintain records of moderation actions for accountability
• Improve Services: Analyze usage patterns to enhance bot functionality

Data Storage and Security

Storage Location

• All data is stored in secure MariaDB databases
• Data is hosted on our secure infrastructure
• We implement appropriate technical and organizational measures to protect your data

Data Retention

We implement automated data retention policies to balance service functionality with privacy:

Permanent Retention (No Automatic Deletion)

• Moderation Records: Warnings, bans, kicks, and other moderation actions are retained permanently for audit compliance, accountability, and server security. These records are anonymized (not deleted) if you request data deletion, but the audit trail is preserved for server administrators.

Automatic Deletion Policies

• Purge Records: Message purge tracking data is automatically deleted after 24 hours
• Message Logs: Message log records (metadata: who, when, where) are retained for 365 days for statistics. Message content is automatically cleared after 90 days for privacy, but the records remain for accurate statistics.
• Message Statistics: Message count and activity statistics are retained for 365 days (1 year), then automatically deleted
• Orphaned User Data: User profiles are retained for 30 days after the user leaves all servers, then automatically deleted if no longer referenced
• Deleted Discord Accounts: User data for deleted Discord accounts is retained for 7 days (grace period), then automatically deleted after verification

User-Initiated Deletion

• You may request deletion of your personal data by contacting bot administrators
• Bot administrators can delete your data using the /deleteuserdata command
• Upon request, the following data will be immediately deleted:
  • Message logs and statistics
  • Voice activity records
  • Leveling/XP data
  • Reminders
  • Deleted messages from purges
  • User profile (if no moderation records exist)
• Moderation records will be anonymized (not deleted) to preserve server audit trails

Guild Removal

• When the bot is removed from a server, all associated data for that server is immediately deleted
• This includes all messages, statistics, moderation records, and user data associated with that specific server

Data Security

• Database connections are encrypted
• Access to data is restricted to authorized personnel only
• Regular security audits and updates are performed
• Data is backed up securely and regularly

Information Sharing

We do not sell, trade, or otherwise transfer your personal information to third parties except:

• Legal Requirements: When required by law or legal process
• Service Providers: Trusted third parties who assist in operating our service (under strict confidentiality agreements)
• Consent: When you explicitly consent to sharing

Your Rights

Access and Control

• You can request information about data we have collected about you
• You can request correction of inaccurate data
• You can request deletion of your data by contacting bot administrators (subject to legal and operational requirements)
• Moderation records will be anonymized rather than deleted to preserve server audit trails

Right to Deletion (GDPR)

• You have the right to request deletion of your personal data
• Contact bot administrators to request data deletion
• Bot administrators can process deletion requests using the /deleteuserdata command
• Deletion requests are processed immediately upon admin approval
• Note: Moderation records are anonymized (not deleted) for server audit compliance

Data Portability

• You can request a copy of your data in a portable format
• We will provide this within 30 days of a valid request
• Contact the bot owner to request a data export

Opt-Out

• You can stop using the bot to prevent further data collection
• Server administrators can remove the bot from their servers (which immediately deletes all associated data)
• Some features can be disabled by server administrators
• Your data will be automatically deleted according to our retention policies

Third-Party Services

Our bot integrates with:

• Discord API: For core bot functionality
• Database Services: For data storage and management
• Analytics Services: For usage statistics (anonymized)

These services have their own privacy policies, and we encourage you to review them.

Children's Privacy

Our service is not intended for users under 13 years of age. We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13, we will take steps to delete such information.

International Users

If you are located outside the United States, please note that the information you provide to us will be transferred to and processed in the United States. By using our service, you consent to the transfer of your information to the United States.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by:

• Posting the new Privacy Policy on this page
• Updating the "Last Updated" date
• Notifying server administrators of significant changes

Contact Information

If you have any questions about this Privacy Policy or our data practices, please contact us:

• Discord: Contact the bot owner through Discord @lordares

Compliance

This Privacy Policy is designed to comply with:

• Discord's Terms of Service
• General Data Protection Regulation (GDPR)
• California Consumer Privacy Act (CCPA)
• Other applicable privacy laws