Archivist Privacy Policy

Definitions

• Discord: The platform provided by Discord Inc.
• User: Any person or account that interacts with Archivist or is in a Guild where Archivist operates.
• Guild: The Discord community server in which Archivist is installed.
• Guild Manager: A Guild Owner, administrator, or member with authority to add, configure, or manage Archivist.
• Configured Logs: Event logs that Guild Managers enable and direct to selected Discord channels.

1. Who Controls Logging

Guild Owners and Guild Managers decide whether to add Archivist, which supported events are logged, where logs are posted, and who can view those log channels. They are responsible for configuring Archivist lawfully, restricting log channel access, and giving notices or obtaining consent where required by applicable law.

Guild Owners and Guild Managers control Guild logging configuration and access to output channels. The Archivist operator controls the application infrastructure, temporary caches, retention, security, and support handling for data under Archivist's control.

For privacy requests, abuse reports, security reports, Terms violations, or support, contact [email protected] or use the Archivist support Guild.

2. Sources of Data

• Discord Gateway events and Discord API responses.
• Discord audit logs where available to the bot.
• Guild Manager commands and configuration choices.
• User commands, interactions, and support requests.

Discord classifies Guild Members, Message Content, and Presence as privileged Gateway intents. Archivist uses them as follows:

• Guild Members: Requested to receive configured member lifecycle and profile events, including joins, leaves, role and nickname changes, profile events specific to the Guild, profile image changes, boosts, and membership screening changes. Join events also support invite attribution where available.
• Message Content: Requested to process message content, attachments, embeds, and forwarded message snapshots needed for configured message edit, delete, and bulk delete logging. Message creation populates a temporary audit cache but is not posted as a log. Cached state produces a later event log only when that event is enabled by the Guild Manager.
• Presence: Not requested or used by Archivist.

3. Configurable Logging

Archivist receives Discord events and may post configured logs to Discord channels selected by Guild Managers. Supported configurable event groups include:

• Messages: Message edits, message deletes, bulk message deletes, and reactions. Message create events are normally cached so later edit, delete, or bulk delete logs can show the relevant content when those logs are configured.
• Members: Joins, leaves, kicks, bans, unbans, timeouts, role changes, nickname/avatar/banner/display name changes, boosts, and membership screen acceptance.
• Channels and Threads: Channel/thread create, update, delete, permissions, topic/status, lock/archive, and slowmode changes.
• Roles: Role create, update, delete, and permission changes.
• Guild and Admin: Guild settings, integrations, webhooks, AutoMod rules, and AutoMod action execution.
• Voice: Voice joins, leaves, moves, mute/deafen changes, and voice channel status changes.
• Expressions: Emoji, sticker, and soundboard sound create/update/delete events.

Message creation events are processed transiently and stored in the temporary audit cache. Archivist stores only the fields needed for configured logging and does not send a message creation log elsewhere. Cached state is used only for a later configured edit, delete, or bulk delete event.

4. Data We Collect

• Discord user IDs, Guild IDs, channel IDs, role IDs, message IDs, and timestamps.
• Usernames, display names, nicknames, avatar URLs, banner URLs, and related Discord profile details where Discord provides them.
• Message content fields where needed for configured message edit, delete, and bulk delete logging, including fields Discord treats as Message Content intent data.
• Moderation and administrative metadata, including action taker, target user/object, action type, reason, affected channel/role/message/Guild object, and audit log attribution where available.
• Invite codes and invite use counts where invite attribution is enabled.
• Discord Guild configuration, including enabled event logs, selected log channels, ignored channels/users, and bot logging settings.
• Command inputs and support context needed to operate Archivist or respond to a request.

5. How We Use Data

• Operate Archivist and provide configured logging, archive, moderation audit, and Guild audit features.
• Post configured event logs into Discord channels selected by Guild Managers.
• Maintain Discord Guild configuration and respect ignored channels/users and bot logging settings.
• Attribute moderation and administrative actions using Discord audit logs where available.
• Handle support requests, abuse reports, legal requests, and safety issues.
• Meet legal obligations and preserve records where needed to establish, exercise, or defend legal claims.
• Archivist does not make automated decisions about user, profile, or bot configuration; Guild Managers configure those settings manually at the Guild level.

6. EU and UK GDPR

Where EU GDPR or UK GDPR applies, moderation and audit cache processing relies on legitimate interests in Guild safety, moderation, and service operation. Guild Manager configuration and requested support rely on performance of the requested service. Security and abuse prevention rely on legitimate interests. Binding legal requests rely on legal obligation. Records needed for legal claims rely on legitimate interests in establishing, exercising, or defending those claims. These interests must be balanced against the rights and freedoms of affected users.

7. Sharing and Recipients

Configured logs are shared into Discord channels chosen by Guild Managers. People with access to those Discord channels may view the logs. Archivist runs on infrastructure we manage ourselves, hosted on a cloud server, and does not send Discord data to separate analytics, database, or application processing providers. Archivist may disclose data to legal, safety, or law enforcement recipients where required by law or necessary to protect rights, safety, or security.

8. Storage and Security

Archivist stores configuration and event data in databases and service infrastructure used to operate the bot. PostgreSQL and Redis storage are encrypted at rest. Selected sensitive fields are also encrypted by the application before storage. We use reasonable technical and administrative safeguards, but no online service can guarantee absolute security.

If a breach involving personal data affects Discord data, Archivist will notify Discord and affected Guild Managers without undue delay. Guild Managers must relay relevant notices to affected Guild Members. Archivist will notify affected users directly where required by law or where notice at Guild level is insufficient.

9. Retention

• User audit cache: Cached message content, attachments, profile images, usernames, and display names are retained for no more than fourteen (14) days for configured audit logging, then deleted by automated cleanup. Data may be removed earlier when an authorized ignore action applies.
• Member joins and invites: Where invite attribution is available, Archivist processes invite code and use information to show how a member joined.
• Archive creation and bulk deletes: Archivist generates transcript files and posts them to Discord channels. Their visibility and retention are then controlled by the relevant Guild and Discord.
• Guild configuration: Archivist retains operational Guild configuration, including enabled logs, channel routing, and settings required to enforce active ignore choices, while Archivist is installed. Guild Managers can change or remove that configuration.
• Guild removal: When Archivist leaves or is removed from a Guild, it purges Guild settings, message and asset snapshots, channel snapshots, ignore preferences scoped to the Guild, invite and audit caches, routing references, webhook cache credentials, and Guild state held in memory. Temporary Discord outages or Guild unavailability do not trigger this purge.
• Backups: Archivist does not maintain backups of Discord data.

10. Privacy Rights and Requests

Logs already posted into Discord channels are controlled by the relevant Guild Owner and Guild staff. Users who want a Discord log channel message removed should contact that Guild's staff.

For data still controlled by Archivist, you may request access, correction, deletion, restriction, objection, or portability where applicable by emailing [email protected] or contacting Archivist support through the Discord support Guild. We may ask for information needed to verify the request, the relevant Guild, and your authority. We will respond to a verified privacy request within 30 days. If applicable law permits additional time because a request is complex or numerous, we will explain the reason and expected response date within the initial 30-day period.

Deletion is not absolute. Some moderation, security, audit, legal, or abuse prevention records may be retained where deletion would undermine audit integrity, safety handling, legal obligations, or the establishment, exercise, or defense of legal claims. Where EU or UK data protection law applies, you may also complain to the relevant supervisory authority, including the UK Information Commissioner's Office.

An ignore action deletes cached message and profile state controlled by Archivist for the selected user and scope and suppresses future profile/message logging. Archivist retains only the minimum user identifier and scope needed to enforce that active ignore choice. It cannot remove logs already posted to Discord. Moderation lifecycle and audit logs for Guild objects remain, including kicks, bans, timeouts, channel changes, role changes, and Guild changes.

11. California Privacy Rights

If CCPA or CPRA applies to Archivist, California residents may have rights to know, access, delete, and correct personal information. Archivist does not sell personal information, share personal information for advertising across contexts, or use Discord data for targeted advertising. We may verify a request before acting on it. Send requests to [email protected].

12. International Processing

Archivist's application and primary stored data are processed on a cloud server in Germany that we manage ourselves. Configured logs and transcripts are sent to Discord channels selected by Guild Managers, and Discord may process information internationally under its own privacy documentation. Where applicable law requires safeguards for an international transfer, Archivist uses the safeguards required for that processing.

13. Children's Privacy

Archivist is not directed to children under 13 and is not intended for people who cannot lawfully use Discord under applicable age or eligibility rules. If you believe personal information relating to a child has been processed by Archivist, contact [email protected].

14. Unlawful Use

Guild Managers and users must not use Archivist for unlawful surveillance, harassment, stalking, discrimination, evasion, unauthorized data collection, or any use that violates Discord policies or applicable law. Archivist may refuse support, disable service, or remove access where abuse or unlawful use is identified.

15. Artificial Intelligence

Archivist does not use Discord API data, message content, logs, or user information to train, tune, evaluate, or supply artificial intelligence or machine learning models.

16. References

• ICO privacy notice guidance
• ICO lawful basis guidance
• ICO right to erasure guidance
• Discord Developer Terms
• Discord Developer Policy
• Discord Gateway Events
• Discord Message Resource
• Discord Audit Logs
• California Consumer Privacy Act guidance
• FTC children's privacy guidance