Host Bot - Privacy Policy

1. Introduction

This Privacy Policy explains how Host Bot (“Host Bot,” “the Bot,” “we,” “us,” or “our”) collects, uses, stores, and safeguards information when you use the Bot within Discord. We take privacy and data security seriously and aim to process all information in a manner that is transparent, limited to what is necessary, and aligned with applicable data protection laws (including, where applicable, the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA)).

By adding Host Bot to a Discord server or interacting with it in any way, you acknowledge that you have read and understood this Privacy Policy and agree to its terms. If you do not agree, you should remove the Bot from your server and discontinue all use.

2. Information We Collect

2.1 Automatically Collected Data

When you use Host Bot, we may automatically collect the following information:

User Information:

• Discord User ID (unique identifier assigned by Discord)
• Username and discriminator
• Avatar information
• User roles within servers where the Bot is present

Server Information:

• Server/Guild ID (unique identifier assigned by Discord)
• Server name
• Channel IDs and names
• Server member count
• Server settings and configurations related to the Bot

Usage Data:

• Commands executed
• Command parameters and arguments
• Interaction timestamps
• Feature usage patterns
• Error logs and diagnostic information

2.2 Data We Do NOT Collect

We do not collect:

• Passwords or authentication credentials
• Payment information (unless explicitly using Discord's monetization features)
• Direct messages unless you explicitly interact with the Bot via DM
• Message content from channels where the Bot is not mentioned or commanded (unless required for specific features)

2.3 Data from Minors

In compliance with Discord's Terms of Service, our Bot is not intended for users under the age of 13 or the minimum age required by laws in their applicable countries. We do not knowingly collect personal information from children under these ages. If we become aware that we have collected data from a user under the required age, we will take steps to delete such information promptly.

3. How We Use Your Information

3.1 Core Functionality

• To provide and maintain the Bot's features and services
• To process and respond to your commands
• To enable server-specific configurations and settings
• To deliver requested functionality

3.2 Improvement and Analytics

• To analyze usage patterns and improve the Bot's performance
• To identify and fix bugs and technical issues
• To develop new features and functionality
• To understand how users interact with the Bot

Note: Any analytics data is aggregated and de-identified so it cannot be associated with individual users.

3.3 Security and Compliance

• To detect and prevent abuse, spam, or malicious activity
• To enforce our Terms of Service
• To comply with legal obligations and law enforcement requests
• To protect the rights and safety of users and third parties

3.4 Communication

• To respond to your support requests and inquiries
• To send important updates about the Bot (e.g., service changes, security notices)
• To notify you of policy changes

4. Data Storage and Security

4.1 Storage Location

Your data is stored on secure servers located in the United States. We use industry-standard hosting providers for data storage and processing.

4.2 Security Measures

We implement industry-standard security measures to protect your data, including:

Technical Safeguards:

• Encryption of data in transit using TLS/SSL protocols
• Encryption of sensitive data at rest
• Secure authentication and access controls
• Regular security audits and vulnerability assessments
• Automated backup systems

Organizational Safeguards:

• Limited access to personal data (only authorized personnel)
• Employee training on data protection
• Incident response procedures
• Regular security policy reviews

API Security:

• Secure storage of Discord API credentials
• Use of Discord's OAuth2 for authentication where applicable
• API keys and tokens are encrypted and never embedded in public code

4.3 Data Retention

We retain your data only as long as necessary to provide the Bot's functionality:

• Active Server Data: Retained while the Bot is in your server and actively used
• User Preferences: Retained until you request deletion or remove the Bot
• Usage Logs: Retained for 30 days for debugging and security purposes
• Analytics Data: Aggregated and anonymized data may be retained indefinitely

When data is no longer needed, it is securely deleted from our systems.

5. Data Sharing and Disclosure

5.1 We Do NOT Sell Your Data

We do not sell, rent, trade, or otherwise transfer your personal information to third parties for monetary or other valuable consideration. We do not share your data with:

• Advertising networks
• Data brokers
• Marketing companies
• Analytics services that track individual users

5.2 Limited Data Sharing

We may share your data only in the following limited circumstances:

Discord Platform:

• We interact with Discord's API to provide the Bot's functionality
• Data is transmitted to Discord in accordance with Discord's Developer Terms and Privacy Policy
• Discord's Privacy Policy governs their handling of this data

Service Providers:

• We may use trusted third-party service providers to help operate the Bot (e.g., hosting providers, database services)
• These providers are contractually obligated to protect your data and use it only for providing services to us

Legal Requirements:

• We may disclose data if required by law, legal process, or government request
• We may disclose data to protect our rights, property, or safety, or that of users or the public
• We will notify affected users of legal requests unless prohibited by law

5.3 No Third-Party Access

We do not allow third parties to access user data except as described above. Your data is not shared with other bot developers or Discord server owners beyond what Discord's platform naturally provides.

6. Your Privacy Rights

Depending on your location, you may have the following rights regarding your personal data:

6.1 Right to Access

You have the right to request a copy of the personal data we hold about you. We will provide this information in a commonly used electronic format.

6.2 Right to Correction

You have the right to request that we correct inaccurate or incomplete personal data.

6.3 Right to Deletion

You have the right to request deletion of your personal data. We will delete your data unless we have a legal obligation to retain it.

6.4 Right to Restriction

You have the right to request that we restrict processing of your personal data in certain circumstances.

6.5 Right to Object

You have the right to object to our processing of your personal data for certain purposes.

6.6 Right to Data Portability

You have the right to receive your personal data in a structured, machine-readable format and to transmit it to another controller.

6.7 Right to Withdraw Consent

Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time.

6.8 How to Exercise Your Rights

To exercise any of these rights, please contact us at support@kojinstudios.com. We will respond to your request within 30 days. To verify your identity, we may request additional information.

7. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act:

7.1 Categories of Personal Information

We collect the following categories of personal information:

• Identifiers (User IDs, usernames)
• Internet or network activity information (commands, usage data)

7.2 California Consumer Rights

California residents have the right to:

• Know what personal information is collected, used, shared, or sold
• Request deletion of personal information
• Opt-out of the sale of personal information (Note: We do not sell personal information)
• Non-discrimination for exercising CCPA rights

7.3 Contact for California Residents

California residents can submit requests by emailing support@kojinstudios.com with "California Privacy Request" in the subject line.

8. European Privacy Rights (GDPR)

If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, you have additional rights under the GDPR:

8.1 Legal Basis for Processing

We process your personal data based on:

• Consent: You have consented to processing by adding the Bot to your server or using its features
• Legitimate Interests: Processing is necessary for our legitimate interests in providing and improving the Bot
• Legal Obligations: Processing is necessary to comply with legal requirements

8.2 Data Controller

Kojin Studios is the data controller for the personal data we collect through Host Bot.

8.3 Supervisory Authority

You have the right to lodge a complaint with a supervisory authority in your jurisdiction if you believe we have violated your privacy rights.

9. Cookies and Tracking Technologies

9.1 Discord Bot Limitations

As a Discord bot, we do not use traditional cookies. However, we may use:

• Discord's API tokens for authentication
• Session identifiers for temporary interactions
• Local storage for server-specific configurations

9.2 No Third-Party Tracking

We do not use third-party tracking technologies, analytics cookies, or advertising cookies.

10. International Data Transfers

If you are located outside of the United States, please be aware that your data may be transferred to, stored, and processed in the United States where our servers are located. By using the Bot, you consent to the transfer of your data to the United States, which may have different data protection laws than your jurisdiction.

We take appropriate safeguards to ensure your data is protected in accordance with this Privacy Policy, regardless of where it is processed.

11. Data Breach Notification

In the event of a data breach that affects your personal information, we will:

• Notify affected users within 72 hours of discovering the breach (or as required by applicable law)
• Provide information about what data was affected
• Explain the steps we are taking to address the breach
• Recommend actions you can take to protect yourself
• Notify relevant authorities as required by law

12. Third-Party Links and Services

The Bot may interact with or link to third-party services. This Privacy Policy does not apply to third-party services. We are not responsible for the privacy practices of third parties. We encourage you to review the privacy policies of any third-party services you interact with.

13. Automated Decision-Making

We do not use your personal data for automated decision-making or profiling that produces legal effects or similarly significantly affects you.

14. Children's Privacy

Host Bot is not directed to children under the age of 13 (or the minimum age required in their jurisdiction). We do not knowingly collect personal information from children under these ages.

If we learn that we have collected personal information from a child under the required age without proper parental consent, we will take steps to delete that information as quickly as possible. If you believe a child has provided personal information to us, please contact us immediately at support@kojinstudios.com.

15. User Responsibilities

While we take extensive measures to protect your data, you also have responsibilities:

• Keep your Discord account secure
• Do not share sensitive information through the Bot if not necessary
• Use strong passwords for your Discord account
• Report any suspected unauthorized access or security issues
• Review and understand this Privacy Policy before using the Bot

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. When we make material changes:

• We will update the "Last Updated" date at the top of this policy
• We will notify users through the Bot, our website, or our support channels
• We will provide reasonable notice before changes take effect (typically 30 days)
• For significant changes affecting your rights, we may request renewed consent

Your continued use of the Bot after changes take effect constitutes acceptance of the updated Privacy Policy. We encourage you to review this policy periodically.

17. Compliance and Certifications

We are committed to complying with:

• Discord's Developer Terms of Service and Developer Policy
• General Data Protection Regulation (GDPR)
• California Consumer Privacy Act (CCPA)
• Children's Online Privacy Protection Act (COPPA)
• Other applicable privacy and data protection laws

18. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

We will respond to all privacy inquiries within 30 days where reasonably possible.