Privacy Policy

1. Who is responsible for your data

1.1. BotGG as controller. The Service is operated from Israel under the trading name BotGG ("we", "us"). We decide how and why personal data is processed, and are the controller (in Israeli terms, the "database owner"), for:

• console accounts and sessions;
• billing and invoicing;
• support requests;
• website visits;
• Server templates (the template gallery);
• security, abuse prevention and service logs;
• the aggregated statistics we use to run and improve the Service;
• BotGG Links (short invite links on https://botgg.click): link records, landing-page visitor statistics, reports about links, and link moderation.

1.2. Server Owners as controllers; BotGG as processor. When the bot processes data about Members inside a Server (for example levels, tickets, moderation cases, applications, birthdays or Flows), it does so because a Server Owner enabled and configured that feature. For that data, the Server Owner is the controller and BotGG is the processor, acting on the Server Owner's instructions under our Data Processing Addendum. If you are a Member and have questions about how a Server uses BotGG, contact that Server's staff first. We will help them respond, and section 11 explains what we do if you contact us directly. The same applies to the tracking pixels a Server Owner adds to a BotGG Links landing page: the Server Owner is the controller of that pixel data and BotGG is its processor (section 4.2).

1.3. White Label. Some consoles and bots run under another brand (a "Tenant") using BotGG technology. The Tenant is responsible for its customers' data and its own privacy notice. BotGG acts as the Tenant's processor or sub-processor.

1.4. Contact.

• Privacy questions and requests: info@botgg.app
• Everything else: info@botgg.app, or our support server at https://discord.gg/DqGaM5wSSp.

The operator's full legal details (name, business number and address) appear on every invoice. We also provide them on written request to info@botgg.app.

1.5. EU and UK representatives.

• EU representative: Not appointed at this time; contact info@botgg.app
• UK representative: Not appointed at this time; contact info@botgg.app

2. Summary

• We only use what the features you enable need. Discord IDs, usernames and avatars are used everywhere. Message content is used only by features that need it.
• We never see your card details. PayPal processes payments.
• We don't sell or share personal data for advertising, and we don't use Discord message content to train AI models.
• Secrets are encrypted. Custom bot tokens, White Label OAuth secrets and Flows credentials are encrypted at rest with AES-256-GCM and are never sent back to your browser.
• Removing the bot starts deletion. When the bot is removed from a Server, that Server's data is deleted after 30 days.
• BotGG Links count visits without storing IP addresses and without cookies. Visitors are counted with hashed IDs that change every day. Tracking pixels that a Server Owner adds to a landing page load only after the visitor agrees.
• You have rights to access, correct, delete and object. Write to info@botgg.app. We answer within 30 days.

3. Where the data comes from

• From Discord, through the Discord API and gateway, with the permissions and intents that Discord and the Server Owner grant the bot. This includes user and server IDs, usernames, display names, avatars, roles, member join and leave events, voice-state events and, only where needed, message content.
• From you, when you sign in, configure features, use commands, buttons and forms, contact support, or buy a plan.
• From Server Owners, who configure features that process Members' data.
• From third-party services that you or a Server Owner connect: PayPal, Google, Twitch, YouTube, Kick, RSS feeds, Riot Games, Steam, and endpoints or databases configured in Flows.
• Automatically, from your browser or device when you use the console or website. This covers technical data such as IP address and user agent in server logs, the session cookie and, only if you allow "Analytics" on the website, Google Analytics cookies (see the Cookie Policy).
• From visitors of BotGG Links landing pages (botgg.click), automatically: the request's IP address and user agent (used to compute a daily visitor hash and never stored), the referring page and any UTM values in the link (section 4.1). Reports about a link come from the person who sends the report form.

You are not legally obliged to give us any personal data. However, without the data a feature needs, that feature, or the Service as a whole, cannot work. For example, you cannot use the console without signing in with Discord.

4. Data we process, why, on what legal basis, and for how long

The tables below list the data we process. "Legal basis" refers to the GDPR (Art. 6(1)):

• (b) necessary for a contract with you;
• (c) legal obligation;
• (f) legitimate interests;
• (a) consent.

Where the Server Owner is the controller, the Server Owner determines the legal basis. Usually it is their legitimate interest in running and moderating their community (f), and we process the data on their behalf.

"Server purge" means deletion 30 days after the bot leaves the Server (section 7).

4.1 Data we control

4.2 Data we process for Server Owners (processor)

Features are off by default. A Server Owner enables them. Most rows only apply if the feature is enabled in the Server.

4.3 Israeli law notice

Under section 11 of the Israeli Privacy Protection Law:

• you are not legally obliged to provide the data;
• providing it depends on your wishes and consent;
• the data will be kept in our databases and used for the purposes above;
• it will be transferred only to the recipients described in section 5.

5. Who receives personal data

We share personal data only as follows. We do not sell personal data, and we do not "share" it for cross-context behavioural advertising.

• Service providers (sub-processors) that host, send or process data for us under contract: our hosting provider, email provider and invoicing service; Anthropic, which provides the AI models behind the AI assistant and Translation features when a Server enables them; and, on the website and only with your consent, Google (Google Analytics). See the Sub-processors list.
• Discord, the platform the Service runs on. Everything the bot does in Discord is processed by Discord under its own privacy policy.
• PayPal, which processes payments as an independent controller under its own privacy statement.
• Third-party APIs, only when a feature needs them. For example, a Riot ID is sent to Riot Games to fetch stats, a Twitch login to Twitch, a Kick channel to Kick, and a YouTube channel to Google (through the YouTube Data API). When a Server Owner connects Patreon, Ko-fi, GitHub, Reddit or a feed in the Integrations hub, BotGG receives the data listed in section 4.2 from that service under the service's own terms and privacy policy; BotGG sends it nothing beyond the requests needed to read that data (Patreon: OAuth and campaign / member reads; Reddit / RSS: public feed requests).
• Destinations you configure. When you or a Server Owner set up a Flow, the data it sends goes to the HTTP endpoints, Google Sheets and databases they choose. Those recipients are chosen by, and are the responsibility of, the person who configured them.
• Other Members and the public, where a Server Owner configures it: for example messages in the Server, and a public leaderboard showing display names, avatars and levels (Members who hid themselves appear as "Hidden member").
• Anyone, for Server templates you publish. A template published as public appears in the public gallery with its author name, and an unlisted one can be opened by anyone who has its link (section 4.1).
• White Label Tenants, for their own End Customers' data.
• A Server's managers, for BotGG Links. People who can manage a Server in the console see the statistics of that Server's links (counts and breakdowns, never IP addresses). Anyone who opens a link sees its public landing page (Server name, icon, banner, the texts the Server set, and member and online counts).
• Advertising and analytics providers chosen by a Server Owner (Meta, Google, TikTok, X, Reddit, Snap), only on BotGG Links landing pages where the Server Owner added their pixel, and only after the visitor consents. They receive data directly from the visitor's browser, under their own terms. They are the Server Owner's providers, not our sub-processors (see the Sub-processors list).
• Authorities, courts and advisers, when the law requires it, to protect rights, safety and the Service, or to enforce our Terms (see our law-enforcement policy).
• A buyer or successor, if the Service is sold, merged or reorganised, under confidentiality and with this Policy continuing to apply.

6. International transfers

6.1. Our servers are located in data centres in Germany (European Union), and the Service is operated from Israel. The European Commission and the UK recognise Israel as providing an adequate level of data protection.

6.2. Some recipients are in other countries, especially the United States (for example Discord, PayPal, Google, Twitch, Riot Games and Valve). Where the GDPR or UK GDPR applies and the destination has no adequacy decision, we rely on one of the following:

• the European Commission's Standard Contractual Clauses (and the UK Addendum);
• the recipient's certification under the EU-U.S. Data Privacy Framework (and the UK Extension);
• another lawful mechanism.

Transfers out of Israel comply with the Privacy Protection (Transfer of Data to Databases Abroad) Regulations, 5761-2001.

6.3. Some transfers are made because you or a Server Owner asked for them, for example by connecting a Flow to a server in another country, or following a channel on a foreign platform. In those cases the transfer is necessary to provide the requested service. 6.4. Google Analytics. If you allow "Analytics" on the website, the data described in section 4.1 is collected by Google Ireland Limited and may be transferred to and processed by Google LLC in the United States. Google LLC is certified under the EU-U.S. Data Privacy Framework (and the UK Extension), and Google's data processing terms also include the Standard Contractual Clauses. 6.5. BotGG Links pixels. If a visitor consents to the pixels on a BotGG Links landing page, the visitor's browser sends data directly to the providers the Server Owner chose (section 4.2), which may process it in the United States or other countries. The Server Owner, as controller, is responsible for its arrangements with those providers.

7. Retention and deletion

7.1. We keep personal data only for as long as the periods in section 4 require. When a period ends, we delete the data or irreversibly anonymise it.

7.2. When the bot is removed from a Server, we mark the Server as left and keep its data for 30 days, so an accidental removal or a temporary kick can be undone by re-adding the bot. After 30 days, we delete all of that Server's data, including:

• settings and levels;
• tickets and transcripts;
• cases and backups;
• Flows and credentials;
• the audit log of console changes.

Exceptions:

• billing records, which we must keep by law;
• a Server that has a Custom Bot add-on or plan: its data is kept while that add-on or plan is active, even if the Custom Bot is not currently running, and is deleted 30 days after the add-on or plan ends (or 30 days after the bot is removed, whichever is later).

7.3. Server Owners can delete many records earlier in the console, for example transcripts, backups, suggestions, cases, Flows, credentials, levels and bank resets. Members can remove their own birthday, game links and reminders with bot commands.

When we act on a request to delete a person's data (section 11), we also scrub that person from ticket transcripts and backup message archives: their messages keep their place, but the author is shown as "[deleted user]" and the content is replaced with "[removed]" (their ticket form answers are removed too). We also delete Flows execution history that references them. In Modmail, their own threads are deleted, and messages they wrote as staff on other threads keep their place without author or content. Server templates they published stay public, with their name, user ID and source Server removed; their other templates and their ratings are deleted.

7.4. We take a full backup of our database every day and keep each backup for 14 days. Deleted data can therefore remain in a backup for up to 14 days, until that backup is deleted.

7.5. Messages the bot has already posted inside Discord (for example log entries, alerts, cards and announcements) live on Discord. Only the Server's staff or Discord can delete them, and we do not control them.

8. Security

We use technical and organisational measures appropriate to the risk, as required by the Israeli Data Security Regulations and the GDPR. They include:

• HTTPS for the console, website and API;
• encryption at rest with AES-256-GCM for custom bot tokens, White Label OAuth client secrets and Flows credentials, which are never returned to the browser;
• sessions: HTTP-only, secure, SameSite session cookies that are regenerated at sign-in, with protection against forged sign-in callbacks (OAuth state);
• minimal OAuth scopes (identify, guilds), with the access token discarded after sign-in;
• access control: console actions on a Server require that Discord reports you as able to manage it and that the bot is present; changes are recorded in an audit log;
• outbound-request protection for Flows and other user-supplied URLs: we resolve addresses and block loopback, private, link-local, carrier-grade NAT, multicast and cloud-metadata addresses, and apply timeouts and size limits;
• input validation, request size limits and rate limits; signature verification of PayPal webhooks;
• security headers (including a Content Security Policy);
• data minimisation, for example storing a hash rather than the captcha code, never storing OAuth tokens or card data, and redacting tokens, secrets, passwords and Authorization headers in application logs;
• restricted administrative access to production systems;
• daily database backups, kept for 14 days on the production server, in files that only the system administrator account can read. They are not separately encrypted, and an off-site copy is planned but not yet in place.

No system is perfectly secure. We cannot guarantee that data will never be accessed, disclosed or lost. You also play a part: keep your Discord account secure, and keep your webhook URLs and credentials secret.

9. Security incidents and breach notification

If we become aware of a personal-data breach, we will:

• act to contain it and assess the risk;
• report it, where required, to the Israeli Privacy Protection Authority (including severe security incidents under the Data Security Regulations) and, where we are controller and the GDPR applies, to the competent supervisory authority within 72 hours;
• inform affected people without undue delay where the breach is likely to result in a high risk to them;
• when we act as processor, notify the affected Server Owners or Tenants without undue delay (see the DPA).

10. Children

• The Service is not directed at children under 13. Discord itself requires users to be at least 13, or older in some countries.
• We do not knowingly collect personal data from children below that age. If we learn that we have, we will delete it.
• Where we rely on consent and you are below the age of digital consent in your country (up to 16 in the EU), a parent or guardian must consent.
• Paid plans require the buyer to be 18 or to have a parent's or guardian's consent.
• If you believe a child's data is being processed, contact info@botgg.app.

11. Your rights

11.1. Depending on where you live, you may have the right to:

• access your data and receive a copy;
• correct inaccurate data;
• delete your data;
• restrict or object to processing, including processing based on legitimate interests;
• data portability;
• withdraw consent where processing is based on consent, without affecting past processing;
• not be subject to solely automated decisions with legal or similarly significant effects;
• lodge a complaint with a supervisory authority. In Israel this is the Privacy Protection Authority. In the EU/UK it is the authority where you live or work.

Under the Israeli Privacy Protection Law you have the right to access your data (section 13) and to ask for it to be corrected or deleted (section 14).

11.2. How to exercise them. Email info@botgg.app from any address, and tell us your Discord user ID or username and what you want. To protect you, we verify that the request comes from the account holder. For example, we may ask you to sign in to the console with Discord, or to confirm from your Discord account. You may use an authorised agent where the law allows; we may ask for proof of authority. We reply within 30 days. Where the law permits, we may extend this for complex requests, and we will tell you why. Requests are free unless they are manifestly unfounded or excessive.

11.3. Data held for a Server. Where we process your data as a processor for a Server Owner (section 4.2), we will do one of the following:

• forward your request to that Server's owner;
• act on it where the Server Owner has authorised us to, or where the law requires us to.

Some data may be kept where the Server Owner has a lawful reason, for example records of moderation actions against rule-breaking. You can also remove some data yourself (section 7.3), or leave the Server.

11.4. Automated moderation. Server Owners can configure automated features, such as AutoMod, anti-raid, account-age checks and captcha verification, that may time out, kick or restrict members automatically. These are the Server's decisions made through our tools. If you think such an action was wrong, ask the Server's staff to review it.

11.5. California (CCPA). Where the CCPA applies:

• In the last 12 months we collected these categories of personal information for the business purposes in section 4:
• identifiers (Discord IDs, usernames, IP address);
• commercial information (subscriptions);
• internet or network activity (logs, bot interactions);
• the content of communications, only as configured.
• We disclose them only to the recipients in section 5.
• We do not sell or share personal information, and do not use or disclose sensitive personal information to infer characteristics. Pixels on BotGG Links landing pages are added by Server Owners, load only with the visitor's consent, and are the Server Owner's responsibility (section 4.2).
• You have the right to know, delete and correct your data, and to non-discriminatory treatment. You can exercise these rights as in section 11.2.

12. Discord data and platform commitments

In line with the Discord Developer Policy, we:

• access Discord data only through Discord's official API, with the permissions granted by users and Server Owners, and use it only to provide and secure the Service;
• request only the data and permissions that the enabled features need. For example, the Message Content intent is used only by features that must read messages: AutoMod, logs, tickets, backups archives, starboard previews, message-based suggestions and Flows message triggers;
• do not sell, license or give Discord data to data brokers, advertising networks or any other third party for their own purposes;
• do not use message content to train artificial-intelligence or machine-learning models;
• do not build profiles of users across Servers beyond what the Service's features need;
• delete Discord data when it is no longer needed, when you ask us to (section 11), or when Discord requires it;
• keep Discord API credentials secure and comply with Discord's rate limits and policies.

13. YouTube API Services

Social alerts for YouTube use YouTube API Services to find YouTube channels and to detect uploads and live streams. We retrieve YouTube data only through the YouTube Data API. When you use YouTube features:

• you agree to be bound by the YouTube Terms of Service;
• Google's handling of data is described in the Google Privacy Policy.

What we access and store: the public YouTube channel ID, name, avatar and URL of the channel a Server follows, and the titles and links of new videos or streams.

How we use and share it: only to post alerts in the Server that configured them. We do not share it with anyone else.

Retention: we delete it or refresh it within 30 days, except the channel ID needed to keep the subscription.

Your Google account: we do not access, and do not ask for access to, your Google or YouTube account. If you have ever granted any app access to your Google account, you can review and revoke it at any time at https://security.google.com/settings/security/permissions.

We do not place cookies on your device for YouTube features.

14. Riot Games and Steam

Riot Games: BotGG isn't endorsed by Riot Games and doesn't reflect the views or opinions of Riot Games or anyone officially involved in producing or managing Riot Games properties. Riot Games, and all associated properties are trademarks or registered trademarks of Riot Games, Inc.

Steam: Game data powered by Steam. BotGG is not affiliated with or endorsed by Valve Corporation.

When a Member links a Steam or Riot account, we send the SteamID or Riot ID to that platform's API to verify it and fetch public statistics. Those platforms process the request under their own privacy policies.

15. Cookies

The console uses one strictly necessary session cookie and some browser storage for preferences. The website uses one cookie that records your cookie choices, browser storage for the accessibility toolbar if you use it, and Google Analytics cookies only if you allow "Analytics" in the cookie banner. We use no advertising cookies. BotGG Links landing pages on botgg.click set no cookies of our own, except a consent cookie on links that use pixels; the pixel providers' cookies are set only after the visitor consents, and only on links that use those pixels. See the Cookie Policy.

16. Changes to this Policy

We will post updates here with a new version number and date. For material changes, we will notify you in advance by email, in the console, or on our website or support server.

17. Contact

• Privacy: info@botgg.app
• General: info@botgg.app
• Support server: https://discord.gg/DqGaM5wSSp