Our Privacy Policy For Akiko

Privacy Policy.md

Privacy Policy

Effective Date: 2/2/2025

Information We Collect

User Data

We collect and store only the specific information necessary for core functionalities:

• User IDs, guild IDs, and channel IDs
• Text content specifically provided for reminders, AFK statuses, and birthdays
• Command parameters required for service operation
• Voice channel states for music queue preservation during temporary disconnects

We do NOT store general message content outside of explicit command interactions.

Command-Specific Data Storage

• Birthdays: Stores user ID, name, and date (persistent until deleted)
• Bump Reminder: Tracks last bump timestamp per guild
• Reminders: Stores user ID, reminder text, trigger timestamp and timezone-adjusted execution time
• AFK Status: Stores user ID, reason text, activation timestamp and auto-clear duration
• Music Commands: Temporarily caches queue data, volume preferences, and user settings during active sessions
• Moderation Actions: Logs action type (ban/kick/timeout), initiating moderator ID, target user ID, and reason
• Server Configurations: Stores guild ID with custom prefix and disabled command flags

Log Data

We retain command interaction logs containing:

• Command name and parameters
• User ID and guild ID
• Timestamp of execution
• Success/failure status codes (no error content) These logs are automatically deleted after 30 days.

Data Processing Details

Storage Duration

• Active user data (reminders, birthdays, AFK status) persists until manually deleted
• Music queue data exists only during active playback sessions with 5-minute grace period for reconnections
• Command logs are automatically purged after 30 days
• Cached voice states persist for up to 24 hours after session end

Data Flow

All data is processed through secure Discord API interactions and stored in an encrypted PostgreSQL database. We never access or store:

• User credentials
• Unrelated message content
• Payment information
• Sensitive personal information
• Voice biometrics or audio recording data

Purpose of Data Collection

Data collection is strictly limited to:

• Providing core bot functionality (reminders, moderation tools, etc.)
• Maintaining user preferences and settings
• Basic service analytics (command usage frequency)
• Compliance with Discord's Developer Terms of Service
• Cross-server AFK status synchronization

Legal Basis for Processing

We process data under:

• User consent for voluntary features (birthdays, reminders)
• Legitimate interest for operational logs and moderation records
• Contractual necessity for guild-specific configurations
• Performance of contract for cross-guild feature synchronization

Data Security

We employ multiple protection layers:

• AES-256 encryption for data at rest using PostgreSQL pgcrypto
• TLS 1.3 for data in transit
• Strict access controls with 2FA and IP whitelisting
• Regular security audits quarterly and after major updates
• Automatic data purging systems
• Memory-only storage for sensitive temporary voice session data

User Rights

You can:

1. View stored data via ;;data command with type filters with the option to request or delete all of your data
2. Opt-out of non-essential data collection using ;;opt in/out

To exercise these rights:

• Use in-app commands where available
• Contact via Discord ID 101118549958877184
• Email [email protected]
• Open ticket in Support Server

Third-Party Sharing

We do NOT share or sell user data. The only exceptions are:

• Legally required disclosures
• Discord API interactions required for service operation

Policy Updates

Significant changes will be:

• Posted in our support server
• Highlighted via bot alert messages

Continued use after updates constitutes acceptance of revised terms.