This Privacy Policy explains what data FlaviBot ("we", "us") collects, why we collect it, how long we keep it, who can see it, and the rights and controls you have over it. It applies to the FlaviBot website and dashboard (flavibot.xyz), the FlaviBot Discord bot, and custom bots powered by FlaviBot.
FlaviBot is operated from France, and your data is stored and processed in the European Union (France, with our host OVH). For any privacy question or request, contact us at contact@flavibot.xyz or on our Discord support server. We have not appointed a Data Protection Officer; the contact point for any privacy matter is contact@flavibot.xyz.
Who is responsible for your data
For data tied to your FlaviBot account and the website (your login, dashboard access, payments, and our own analytics), FlaviBot is the data controller. For data that belongs to a Discord server that added the bot (server statistics, moderation cases, form answers, ticket activity, and server configuration), the server and its administrators are the controllers and FlaviBot acts as their processor, handling that data on their instructions. Server administrators are responsible for informing their members and for how they use these features. We can provide data-processing terms to server administrators on request.
Data we collect
Data received from Discord while the bot operates
Like every Discord bot, FlaviBot receives events from Discord for the servers it is in. To provide its features, it stores Discord identifiers (user IDs, server IDs, channel IDs, role IDs, message IDs) and caches basic public profile data (usernames, avatars, server names and icons). It also processes voice channel presence (to know who is in a voice channel) and server invite metadata (for the invite tracker, when a server enables it).
Data collected when you use the website and dashboard
Sign-in via Discord: when you log in, Discord shares your user ID, username, avatar, language and the list of servers you are in (OAuth scopes "identify" and "guilds"). We store your Discord ID, username, language, and the OAuth tokens needed to act on your behalf (for example to list your servers). We do not receive or request your Discord account email address. If you separately choose to connect FlaviBot as a Discord Linked Role, we additionally request the "role_connections.write" scope and store your role-connection settings (such as your chosen primary server).
Sessions: a signed session cookie keeps you logged in for up to 30 days. You can end a session at any time by logging out.
Dashboard security log: when you open or change a server's dashboard, we record your IP address, browser user agent, country and platform, together with what was changed. This log exists so that server's managers can audit who accessed their configuration: they can view these entries, including the IP address and browser details of each visit. We keep this log, and make it visible to that server's managers, on the basis of our and their legitimate interest in server security. It is deleted automatically after 180 days.
Website analytics: we use a cookieless, privacy-friendly analytics tool (Plausible) hosted on our own infrastructure. It does not track you across sites and does not use advertising identifiers.
Error reports: if something breaks, a diagnostic report (which may include your Discord user ID and the action that failed) is sent to our error-monitoring system so we can fix it.
Content you actively submit
Some features store the content you type, because that is the feature:
Suggestions posted through the suggestion feature (the full suggestion text).
The subject you type when opening a ticket, and the rating and comment you leave as ticket feedback.
Answers you submit to forms created by a server (forms may ask for personal information such as an email address; what a form asks for is decided by that server, and your answers are visible to the server's staff).
Comments you post on our blog (public once approved) and posts you like.
The text of reminders you create.
Your birthday, if you choose to register it: day and month, with the year optional. It is used only to announce your birthday in the servers where you enabled it, and you can remove it at any time.
Your music playlists, liked songs, and custom rank card designs.
Templates and presets you choose to publish to the community marketplaces.
Server configuration written by server managers
Everything a server manager configures is stored: welcome and level-up message templates, sticky and scheduled messages, custom embeds and commands, autoresponder triggers (including keywords and regular expressions), automod settings, giveaway prizes and descriptions, and so on. Moderation cases (warnings, notes, bans and their free-text reasons written by moderators) are also stored so the server has a moderation history, along with the edit history of those reasons.
Usage statistics
These power leaderboards, server stats, recaps and similar features:
Message statistics: per-channel message counts (never the content of messages), when the server has statistics enabled.
Voice statistics: time spent in voice channels, per channel, including whether you were muted, deafened, streaming or using video, when the server has statistics enabled.
Leveling: XP, levels and the history of XP changes.
Command usage: which commands are run, when, and whether they succeeded (never the content of your messages or command arguments).
Music listening history: which tracks were played in a server, who requested them, and which members were in the voice channel while they played. This powers your personal listening stats, server music charts and music recommendations. Members who opted out with /privacy are not recorded as listeners; a track they request for other listeners remains attributed to its requester.
Invite tracking: when a server enables it, which invite a member joined with and who created that invite.
Counting game results and Top.gg vote timestamps (to grant vote rewards).
Feature usage events: a record each time a feature acts (a welcome message sent, a ticket opened, a starboard post created, and similar), containing the IDs involved and the outcome, never message content.
Payments
Premium purchases are processed by our payment providers (Stripe, Tebex) or by the Discord in-app store. Your card number, billing name and address are collected by the payment provider on their own pages and never reach our servers. We store the transaction reference, plan, amount, your Discord ID, and the billing email address the provider returns to us: it is saved on your FlaviBot account profile and in payment records, and is used only to match payments to accounts and for accounting. If you start a premium checkout without completing it, the bot may send you a single Discord DM with a link to resume the purchase.
Custom bots
If you set up a custom bot, the bot token you provide is stored encrypted (AES-256-GCM) and is only decrypted in memory to run your bot.
What we do not collect
Your Discord account email address or phone number (we never request them from Discord).
Passwords (login goes through Discord; there is no FlaviBot password).
Bulk message logs: we do not archive the messages of your server.
Your private messages (the bot only processes DMs you deliberately send it, such as commands or interactions).
Card numbers or full billing details (held by the payment providers).
Precise location. The only location data we handle is the country of dashboard requests, for the security log.
Message content: the exact list
For transparency, here is every case where FlaviBot stores or processes the content of Discord messages:
Stored: suggestion texts, ticket subjects, ticket feedback comments, form answers and blog comments, as described above.
Processed but not stored: ticket transcripts. When a ticket closes, a transcript of the ticket channel can be generated and delivered as a file on Discord (to the ticket opener and/or the server's log channel). We generate it on the fly and do not keep a copy.
Processed by AI (premium): if a server enables AI ticket assistance, the messages written inside a ticket are sent to our AI provider (Anthropic) to draft a first reply, summarize the ticket, or suggest knowledge-base entries. We store the resulting summary or reply and token counts, not your raw messages. Neither we nor Anthropic use this content to train AI models. Servers that do not enable this feature are not affected.
Temporarily sampled: when a server manager activates the autoresponder debug mode, a short excerpt (up to 200 characters) of messages evaluated by that rule is kept to help them debug the rule, and is deleted automatically about one hour after the debug session's last activity.
Matched in real time: features such as the autoresponder or the counting game read messages as they happen to decide whether to react, without storing their content.
How we use your data
To provide and operate the bot and dashboard features described above.
To manage premium subscriptions and match payments to accounts.
To secure the service: dashboard access auditing, abuse and fraud prevention, rate limiting.
To provide support when you contact us.
To understand feature usage and improve the service, using aggregated statistics.
Our legal bases under the GDPR, by purpose, are:
Contract: providing your account, the dashboard and the features you use.
Legitimate interest: securing the service (dashboard access auditing, abuse and fraud prevention), keeping features working, and improving the service with aggregated statistics. You can object to processing based on legitimate interest.
Consent: optional features you switch on, such as AI ticket assistance or registering your birthday. You can withdraw consent at any time.
Legal obligation: keeping payment records for accounting.
Automated decisions
FlaviBot does not make automated decisions that produce legal or similarly significant effects on you for its own purposes. Some servers configure automated actions (for example automod sanctions, or an autoresponder that kicks or bans accounts that are too new); these are decided by and under the responsibility of each server, and you can contact the server's staff about them.
Who can see your data
Server managers see the data of their own server: statistics, moderation cases, form submissions, ticket activity, configuration, and the audit log of who accessed their dashboard.
Publicly visible, depending on server settings: server leaderboards (username, avatar, level, XP, message counts, voice time) when the server enables its public leaderboard; giveaway winners (username and avatar) on public giveaway pages; approved blog comments; servers listed in the public discovery page. Global music charts are aggregated and never show who listened.
Our team has restricted, audited access to stored data, only as needed to operate the service, investigate abuse, or answer your requests. This can include accessing a server's dashboard for support or abuse investigation; such access is recorded in our internal audit trail.
Third parties we share data with
We never sell your personal data or the data collected through the bot, and we never use it to train AI models. Stripe, Tebex, Cloudflare and Anthropic act as our processors (on our instructions); Top.gg and .fmbot are independent services we disclose limited data to.
Discord: the platform the bot runs on. Everything the bot posts or does happens through Discord's API and is subject to Discord's own Privacy Policy.
Stripe and Tebex: payment processing. They receive your Discord ID as a customer reference, collect your billing details directly, and return the billing email address to us.
Anthropic: AI processing for servers that enable AI ticket assistance (ticket message content, as described above). This content is used only to produce the reply or summary in that ticket; neither we nor Anthropic use it to train AI models.
Cloudflare: fronts our website and API (traffic, including your IP address, transits through it), and provides the Turnstile captcha used on some public pages (your IP is sent to Cloudflare to verify the captcha).
Top.gg: when you vote for FlaviBot there, Top.gg notifies us of your Discord ID so we can grant vote rewards.
.fmbot (Last.fm scrobbling): when the .fmbot Discord bot is present in a server where FlaviBot plays music, the Discord IDs of members listening are sent to .fmbot so it can scrobble the track for those who linked their Last.fm account with .fmbot. This sharing relies on our legitimate interest in providing the scrobbling integration; members who opted out with /privacy are excluded from it.
Our databases, analytics and error monitoring run on our own infrastructure in the European Union. We may disclose data if required by law or to protect the safety of users and the service.
Where your data is stored and international transfers
Your data is stored and processed in the European Union (France). If you use FlaviBot from outside the EU, using the service means your data is transferred to and processed in the EU.
Some of the processors and services listed above (for example Stripe, Anthropic, Cloudflare and Top.gg) are based in the United States, so limited data may be transferred there. Where that happens, the transfer relies on the recipient's EU-US Data Privacy Framework certification, or on the European Commission's Standard Contractual Clauses. We can provide the relevant clauses on request.
How long we keep data
Some data has a fixed expiry and is deleted automatically. Other data has no fixed expiry and is kept for as long as the bot is used on the server, because the feature needs the history to keep working. You can remove your data at any time with the /privacy command or by requesting deletion (see below).
Data with a fixed expiry (deleted automatically):
Dashboard security logs (IP, user agent): 180 days.
Invite tracker join and leave events (the analytics log): 90 days.
Automation execution logs and AI usage telemetry (token counts): 90 days.
Counting game events: 12 months.
Saved roles of members who left (persistent roles): the duration configured by the server, at most 365 days.
Technical caches: from a few minutes up to 14 days.
Data kept indefinitely, for as long as the bot is used on the server:
Invite tracking: the record of who invited each member is kept even after that member leaves, so features like rejoin detection and fake-invite counting keep working. Per-inviter counters are kept the same way.
Levels and XP, and music listening history.
Moderation history (warnings, notes and their reasons), so a server keeps its case history.
Server configuration and the content you set up (welcome messages, autoresponders, tickets, and similar).
Feature usage events (a record of when features act), which power usage analytics.
This data is removed when you or a server owner requests deletion (see below), or, for a server, when you ask us to erase it after removing the bot.
Payment records are kept for as long as required for accounting and legal purposes; when an account is deleted, they are anonymized (name, email and Discord ID removed).
Your rights and controls
Opt out of statistics: run the /privacy command to stop the collection of your message-count, voice-activity and music-listening statistics across all servers. Opting out also deletes the statistics already collected about you and excludes you from Last.fm scrobbling.
Remove your birthday or other submitted content at any time through the same commands or dashboard pages used to add them.
Log out to end a dashboard session, and revoke FlaviBot's access at any time in your Discord settings (Authorized Apps).
Access, rectification, erasure, portability, restriction, objection: you can exercise all rights provided by the GDPR and French data protection law by contacting us on the Discord support server or at contact@flavibot.xyz. We will verify that you control the Discord account concerned before acting.
Withdraw consent: where we rely on your consent, you can withdraw it at any time, without affecting processing already carried out.
Deletion: you can start a deletion request from the /privacy command (which points you to our support channels), on the Discord support server, or by email. Deletion requests are executed after a grace period (approximately 30 days, mirroring Discord's own account deletion window) during which you can cancel the request. Deletion covers our databases and caches. Payment records we must keep for accounting are anonymized instead; templates and presets you published to the community marketplaces may remain available in anonymized form so other servers' installs keep working; and a minimal internal audit record of the deletion itself (including the account identifier) is retained to demonstrate that it was performed.
Server owners can likewise request the deletion of all stored data of their server, for example after removing the bot.
You may also lodge a complaint with your data-protection authority. In France this is the CNIL (cnil.fr); if you are in another EU country you can contact your national authority (list at edpb.europa.eu), and in the UK the ICO (ico.org.uk).
Cookies
The website uses a small number of first-party cookies:
A session cookie to keep you signed in (up to 30 days). It contains a random identifier, no personal data.
A language cookie to remember your language choice.
Preference cookies for small interface choices (such as dismissed banners).
We do not use advertising or cross-site tracking cookies, and our analytics are cookieless. Because these cookies are strictly necessary for the service or simple preferences, no consent banner is required; you can delete them at any time in your browser.
Security
Data is stored on our own infrastructure with access restricted to the FlaviBot team and logged in an audit trail. Sensitive secrets such as custom bot tokens are encrypted at rest, and traffic is encrypted in transit. No system is perfectly secure; if a breach affecting your personal data occurs, we will notify affected users through Discord and, where required, the supervisory authority.
Children
FlaviBot is not directed at children. The minimum age to use Discord is 13 (higher in some countries). Where a feature relies on consent, the digital-consent age is 15 in France and 16 in other EU countries unless lowered locally; below that age, that consent must be given or authorized by a parent or guardian. We do not knowingly collect data from a child below the applicable age; if you believe a child is using the service, contact us and we will remove the data.
Changes to this policy
We may update this Privacy Policy as the service evolves. The "Last updated" date at the top reflects the latest version, and significant changes will be announced on our Discord support server. Changes are effective when posted on this page.
Contact us
If you have any questions about this Privacy Policy or your data, you can contact us: