Privacy Policy
This policy explains what CastrosBot (“the bot”, “the service”, “we”) collects, why, and what you can do about it. The service is operated by CastrosBot. Questions: support@castrosbot.theinkwell.dev.
1. The short version
- We sign you in with Discord OAuth2, so we never see your Discord password.
- We store Discord IDs (user, server, role, channel) and the data needed to run the features a server turns on.
- Verification passwords are stored only as salted scrypt hashes, never in plain text.
- Payments are processed by Stripe. We never receive or store card numbers.
- The bot does not read the content of your chat messages. We don't sell data, show ads or use trackers.
2. What we collect
2.1 When you log in to the dashboard
We use Discord OAuth2 with the identify and guilds scopes. We receive your Discord user ID, username/display name and the list of servers you're in. We use the server list only to work out which servers you may manage; your access level is kept in your session cookie, not in our database.
2.2 About servers that use the bot
Server ID, name and owner ID; the roles and channels an admin configures (stored as Discord IDs); the server's settings, plan and an audit log of changes made by its admins and moderators (who changed what, and when).
2.3 About members of those servers
Depending on which features a server enables, we store your Discord user ID and display name together with:
- Leaderboards: your scores and submissions (the answers you type; proof images are uploaded to the server's Discord review channel, not to our database).
- Economy & games: your virtual coin balance, level, game results and a ledger of coin movements; store purchases and refunds.
- Verification: your verification status and deadlines, the IDs of roles held for you while you're in quarantine, and a password hash (scrypt, with a unique random salt). Your actual password is never stored and can't be recovered from the hash.
- Roles: timers for temporary, delayed and status roles.
To run role features the bot keeps the server's member list in memory while it's running; it isn't written to our database. Servers inactive for 60 days are paused and that list is dropped.
2.4 Billing
If a server subscribes, Stripe handles the payment. We store the Stripe customer ID, subscription ID, plan, status, amount and renewal date, but never card details. Stripe's use of your data is covered by Stripe's Privacy Policy.
2.5 Other technical data
- One session cookie (signed, HttpOnly, Secure) that keeps you logged in and protects forms. No analytics or advertising cookies.
- IP addresses are used in memory to limit login and password attempts, and may appear in our hosting provider's logs.
- Product analytics: when someone hits a plan limit we record the server ID, user ID and which limit, to decide what to improve.
- “Bring your own bot”: a server's bot token is encrypted (AES-256-GCM) and never shown again.
3. Why we use it (legal bases)
To provide the service you or your server asked for (performance of a contract); to keep it secure and prevent abuse, and to improve it (legitimate interests); to handle payments and meet tax and accounting duties (legal obligation). Server admins choose which features run in their server and are responsible for telling their members.
4. Who we share it with
We don't sell or rent personal data. We share it only with service providers that help us run the service: Discord (the platform itself), Stripe (payments) and our hosting and database providers. We also share it when required by law. Public leaderboards show display names and scores, never Discord IDs, and quarantined members are hidden from them.
5. How long we keep it
We keep server and member data while the server uses the service. If the bot is removed, the data is kept so re-adding it restores everything, unless the server owner asks us to delete it. Billing records are kept as long as tax law requires. Copies in backups are removed as those backups expire (within 45 days). Content you post on Discord itself is governed by Discord's own retention.
6. Your rights
Depending on where you live (for example under the GDPR, UK GDPR or California law), you may have the right to access, correct, delete or export your data, and to object to or restrict some uses. Email support@castrosbot.theinkwell.dev from (or mentioning) your Discord account and we'll respond within 30 days. You can also complain to your local data-protection authority. Server owners can ask us to delete all data for their server.
7. Security
See our Security & Transparency page. No system is perfectly secure, but we design every feature to store as little as possible and protect what we do store.
8. Children
The service is for people who meet Discord's minimum age in their country. We don't knowingly collect data from children below that age; contact us and we'll delete it.
9. International transfers
Our providers may process data in other countries, including the United States. Where required, we rely on appropriate safeguards such as Standard Contractual Clauses.
10. Changes
We'll update this page when our practices change and change the date at the top. Significant changes will be announced in the dashboard.
11. Contact
CastrosBot · support@castrosbot.theinkwell.dev