privacy policy

Last updated: May 12, 2026

1. OVERVIEW

This Privacy Policy explains what data Shokunin Bot collects, why it is collected, how it is stored, and your rights regarding that data. We only store what is strictly necessary for the Bot's features to function.

We distinguish between two categories of stored data:

• Personal data: information that identifies a Discord user, namely Discord User IDs and usernames.
• Operational data: data generated by the Bot's own systems (such as XP, levels, server settings) that is linked to a server or user ID but is not provided or submitted by users themselves.

2. PERSONAL DATA WE COLLECT

2.1 User Identification
Discord User IDs are stored to associate users with Bot features such as XP tracking, giveaway participation, and reminders. Usernames are stored alongside XP data solely for display on server leaderboards.

2.2 Reminder Content
When you set a reminder using /remindme, the text you submit through the modal form is stored in encrypted form. Reminder content is encrypted at rest and is only decrypted momentarily in memory at the exact time of delivery. It is permanently and immediately deleted from our database after the reminder is sent. At no point is your reminder content stored or accessible in plaintext.

3. OPERATIONAL DATA WE COLLECT

The following data is generated and maintained by the Bot's own systems. It is not personal data you submit, but it may be linked to your User ID or your server's Guild ID.

3.1 Experience and Leveling Data
XP points and level are bot-generated values tracked per user per server to power the leveling system, leaderboard, and level-up rewards. Each user has one record per server they are active in.

3.2 Giveaway Data
Guild ID, Channel ID, Message ID, participant User IDs, and winner User IDs are stored to run giveaways and support rerolls. Records are permanently purged 7 days after the giveaway ends, to allow time for rerolls.

3.3 Server Configuration Data
Guild ID and server settings are stored, including configured channel IDs, role IDs, feature toggles, custom commands, reaction roles, auto-voice channel settings, and reward configurations. This data reflects choices made by Server Owners and is required for the Bot to function correctly in a server.

3.4 Command Statistics
Anonymous aggregate counters are maintained per command name (usage count, success count, error count). No user or guild is linked to these counters in any way. This data is used solely for internal monitoring and improving the Bot.

4. DATA WE DO NOT COLLECT

We do not collect or store:

• Any message content. Reminder text is submitted through a modal form, not read from chat messages. We do not store, log, or permanently retain message content sent in your server.
• Voice activity or audio.
• Email addresses or any personal information outside Discord.
• Payment or financial information.

5. HOW WE USE YOUR DATA

Data is used exclusively to provide the Bot's features:

• User IDs are used to associate XP progress, reminders, and giveaway entries with your account.
• Usernames are used solely for leaderboard display.
• Server configuration data is used to apply settings chosen by Server Owners and administrators.
• Anonymous command statistics are used internally to maintain and improve the Bot.

We do not sell, share, or use your data for advertising or marketing purposes.

Data is processed under the lawful basis of legitimate interest, as it is necessary to provide the Bot's requested features and functionality.

6. DATA RETENTION AND AUTOMATIC DELETION

We minimize data retention wherever possible:

• Reminder content is permanently deleted immediately after delivery.
• Experience records are marked for deletion when a user leaves a server, and permanently purged after 7 days. This grace period ensures that users who leave accidentally do not immediately lose their XP progress if they rejoin.
• Giveaway records are marked for deletion when a giveaway ends, and permanently purged after 7 days. This grace period allows giveaways to be rerolled if needed.
• Server configuration data is marked for deletion when the Bot is removed from a server, and permanently purged after 7 days. This grace period ensures that Server Owners who accidentally remove the Bot do not lose their configuration upon reinviting it.

7. DATA SHARING

We do not share your data with third parties, except as required by law or as strictly necessary to operate the Bot's infrastructure (e.g., database hosting).

8. YOUR RIGHTS AND DATA CONTROLS

You have the following rights regarding your data. Most of these can be exercised directly through Bot commands without needing to contact us.

8.1 Right of Access
You can request a full export of all data we hold about you or your server at any time using the following commands:

• /mydata — exports all data linked to your user account
• /guilddata — exports all data linked to your server (server owner only)

8.2 Right to Erasure
You can request permanent deletion of all data we hold about you or your server using the following commands:

• /deletedata — permanently deletes all data linked to your user account across all servers
• /deleteguilddata — permanently deletes all data linked to your server (server owner only)

Deletion requests are processed immediately.

8.3 Right to Opt Out
You can opt out of all data collection at any time using /optout (for users) or /guildoptout (for server owners). All existing data will be immediately deleted. By opting out, you acknowledge that data-dependent features will be unavailable until you opt back in.

8.4 Contacting Us
If you are unable to use the above commands or have questions about your data, you can reach us at the support server or via email.

9. SECURITY

Reminder content is encrypted at rest and never exists in plaintext in our database. The Bot is hosted on a privately operated and secured server with restricted access. We apply appropriate technical measures to protect stored data against unauthorized access.

10. CHILDREN'S PRIVACY

The Bot is not directed at children under the age of 13 (or the minimum age required by Discord in their jurisdiction). We do not knowingly collect data from children under this age. If you believe we have inadvertently collected data from a child under 13, please contact us at support@shokunin.bot.

11. CHANGES TO THIS POLICY

We may update this Privacy Policy at any time. The "last updated" date at the top of this document will reflect any changes. Continued use of the Bot after changes are posted constitutes acceptance of the revised policy.

12. CONTACT

For privacy-related requests or questions, please contact us:

Support server: [https://discord.gg/kPxYavdrpq]
Email: [support@shokunin.bot]