Privacy Policy

For the purposes of applicable data protection law, the data controller responsible for your personal data is the operator of StaffBot. As this is a self-hosted service, the data controller is the individual or entity who has deployed and configured this instance of StaffBot.

For data protection inquiries, you can reach us via the support channels listed in our Terms of Service.

We are committed to ensuring that your personal data is handled responsibly, transparently, and in compliance with all applicable legal obligations.

We process your personal data on the following legal bases under the GDPR:

• Legitimate Interests (Art. 6(1)(f) GDPR): Processing data necessary for providing staff management, moderation logging, and dashboard functionality for Discord server administrators who have chosen to use our Services.
• Contractual Necessity (Art. 6(1)(b) GDPR): Processing your Discord account information required to authenticate and maintain your active session on the Web Dashboard.
• Consent (Art. 6(1)(a) GDPR): When you explicitly authorize our application via Discord OAuth2, you consent to the collection of the specific data scopes requested (identify, email).
• Legal Obligation (Art. 6(1)(c) GDPR): In rare cases where we are required by law to retain or process data.

We collect only the minimum data necessary to operate the Services. Here is a full breakdown:

We do not collect payment information, precise geolocation, or sensitive personal data (racial origin, religion, health data, etc.).

Your data is used exclusively for the following purposes:

• Authenticating server administrators and staff members via Discord OAuth2 on the Web Dashboard.
• Providing and maintaining all bot commands and Web Dashboard features.
• Tracking staff activity, message statistics, and generating activity reports.
• Managing Leave of Absence requests, automatic reminders, and role restoration.
• Recording and displaying moderation actions with proof evidence for server accountability.
• Syncing Discord role and guild data to keep the dashboard current.
• Sending Direct Message notifications for sanctions, LOA updates, and system alerts.
• Processing sanction appeals submitted through the dashboard.
• Generating CSV data exports requested by server administrators.
• Ensuring the security, integrity, and proper operation of the Services.

We never sell, rent, trade, or commercially share your personal data with any third party.

We retain personal data for the following durations:

• Account & Session Data: Retained for as long as you maintain an active session on the dashboard. Sessions expire after inactivity.
• Staff Activity Records: Retained for as long as the Discord server uses our Services and the staff member is part of the system.
• Moderation Logs & Punishments: Retained indefinitely to maintain a complete moderation history for server administrators, unless deletion is requested.
• LOA Records: Retained for 12 months after completion, then automatically purged.
• Audit Logs: Retained for 90 days, after which older entries may be purged.
• Uploaded Images: Retained until deleted by a server administrator or until the server removes the bot.

Upon removing StaffBot from a Discord server, we will cease collecting new data for that server. Existing data can be deleted upon request — see your rights in Section 7.

The Web Dashboard uses the following types of browser-side storage:

• Session Cookies: A secure, HTTP-only session cookie is set upon authentication to maintain your logged-in state. This cookie expires when you close your browser or explicitly sign out.
• CSRF Tokens: Cross-Site Request Forgery protection tokens are stored to secure form submissions and API calls.

We do not use advertising cookies, tracking pixels, third-party analytics cookies, or behavioral targeting technologies. Our cookies are strictly necessary for the operation of the Services.

We implement robust technical and organizational measures to protect your personal data:

• All data transmissions use TLS/SSL encryption (HTTPS).
• Database connections use SSL-encrypted connections to Neon PostgreSQL.
• Authentication tokens are encrypted using industry-standard algorithms.
• File uploads are validated for type, size, and renamed with random UUIDs to prevent path traversal attacks.
• Role hierarchy enforcement prevents unauthorized privilege escalation within the system.
• Dashboard access is restricted to authenticated, authorized guild members only.

Despite these measures, no system is 100% secure. In the event of a data breach that poses a risk to your rights and freedoms, we will notify affected users and relevant authorities as required by law (within 72 hours under GDPR Art. 33).

We rely on the following third-party infrastructure providers to operate the Services. These providers act as sub-processors under GDPR and are contractually required to protect your data:

Data transfers to the United States are conducted under appropriate safeguards, including Standard Contractual Clauses (SCCs) or adequacy decisions where applicable.

StaffBot operates with infrastructure located in both the European Union and the United States. When your data is transferred outside the EEA (e.g., to Vercel US, Render US, or Discord US), we ensure appropriate safeguards are in place:

• Standard Contractual Clauses (SCCs) adopted by the European Commission under GDPR Art. 46.
• Services certified under the EU-US Data Privacy Framework where applicable.
• Technical security measures (encryption in transit and at rest) regardless of server location.

The Neon PostgreSQL database is hosted in the eu-central-1 region (European Union) to minimize cross-border data transfer for stored personal data.

StaffBot is not intended for use by individuals under the age of 13 (or the applicable minimum age in your jurisdiction). We do not knowingly collect personal data from minors.

If you believe a minor under the applicable age has used our Services and their data is stored in our systems, please contact us immediately using the support channels in our Terms of Service. We will take prompt steps to delete the relevant data.

We may update this Privacy Policy periodically to reflect changes in our practices, legal requirements, or the Services. When we make material changes, we will:

• Update the "Last updated" date shown at the top of this page.
• Notify registered users via the Web Dashboard notification system or Discord when changes are significant.

Your continued use of the Services after any changes to this Privacy Policy constitutes your acceptance of the updated terms. We encourage you to review this page periodically.

Previous versions of this policy may be obtained by contacting us directly.