Chronicler for Discord – Privacy Policy

1. Information We May Collect

When you use the Service, we may collect and store the following types of information:

• Server and channel identifiers: Discord Guild IDs, channel IDs, and related metadata that enables the bot to operate within Discord servers.
• User identifiers: Discord User IDs, usernames, display names, and other identifying information associated with bot interactions.
• Audio recordings: Voice data captured when the bot is instructed to record sessions in voice channels.
• Transcriptions: Text generated from audio recordings and voice interactions.
• Message content and interaction data: Messages, commands, prompts, and other content provided when interacting with the bot (including @mentions, slash commands, and direct messages when available).
• Timestamps and usage metadata: Information about when and how the Service is used, including session duration, feature usage, and interaction patterns.
• Voice channel participation information: Data about participation in voice channels where the bot is active.
• Website cookies (forthcoming): When our website launches, we may use limited cookies for functionality and basic analytics. This section will be updated accordingly.

2. How We Use Information

We use the information we collect to:

• Operate, maintain, and improve the bot and related services.
• Generate transcripts, notes, summaries, and other outputs requested by users.
• Process data through third-party service providers (including large language model providers, cloud infrastructure, and other technical services).
• Perform internal analytics, diagnostics, and usage tracking to understand how the Service is used and improve its functionality.
• Review interactions for service quality improvement, safety monitoring, and abuse prevention.
• Provide customer support and respond to user inquiries.
• Comply with legal obligations, enforce our Terms of Service, and protect the rights and safety of our users and the Service.

3. Third-Party Service Providers

We use various third-party services to operate the Service. These providers may access, process, and retain your data in accordance with their own privacy policies and security practices.

3.1 AI Processing

User messages and content are processed by third-party artificial intelligence and machine learning providers to generate responses, transcriptions, and other AI outputs. These may include commercial large language model providers, speech-to-text services, and other AI infrastructure providers.

The specific AI providers we use may change over time as we optimize service quality, performance, and cost.

3.2 Infrastructure and Storage

Information is stored and processed using third-party cloud infrastructure and hosting providers (which may include Oracle Cloud Infrastructure, Google Cloud Platform, Amazon Web Services, or other enterprise cloud providers). Data may be stored in various geographic regions depending on provider infrastructure.

The specific infrastructure providers we use may change over time to optimize performance, reliability, and cost.

3.3 Current Service Providers

A current list of AI, infrastructure, and other service providers can be found at:

Current Third Party Service Providers

This list may be updated as we optimize our services.

3.4 General Disclosure Practices

• We do not sell personal information to third parties.
• Information may be shared with service providers and subprocessors solely for operating and improving the Service on our behalf.
• We may disclose information if required by law, legal process, or to protect the security, rights, or integrity of the Service, our users, or others.

4. Review and Monitoring

4.1 Server Interactions

Interactions with the bot in server channels (including @mentions, slash commands, session recordings, and other bot activity) are treated as shared collaborative content. We may review, access, and analyze these interactions at any time for purposes including:

• Service improvement and quality assurance
• Technical support and debugging
• Feature development and testing
• Safety monitoring and abuse prevention
• Compliance with our Terms of Service

Server administrators and members may also see these interactions based on Discord's permissions system. Users should have no expectation of privacy for bot interactions in shared server channels.

4.2 Direct Messages (When Available)

Direct messages with the bot, when this feature becomes available, will have higher privacy protections. We reserve the right to review DM interactions only when:

• Automated safety systems flag potentially harmful, illegal, or policy-violating content
• We receive a user report of abuse or Terms of Service violations
• Required by legal process, law enforcement request, or court order
• Necessary to investigate security incidents or technical issues
• Requested by the user for support purposes

We do not routinely monitor or read individual DMs for quality assurance or general review. When human review of DMs occurs, access is limited to authorized personnel on a need-to-know basis.

By using direct message features (when available), you acknowledge that your interactions may be processed by automated safety systems and may be subject to human review under the circumstances described above.

5. Storage and Security

Information is stored using third-party cloud infrastructure and hosting providers as described in Section 3. We employ industry-standard security measures including:

• Encryption of data in transit and at rest
• Access controls and authentication systems
• Regular security monitoring and logging
• Reasonable technical and organizational safeguards to protect against unauthorized access, disclosure, alteration, or destruction of data

However, no method of electronic storage or transmission over the internet is completely secure. While we strive to protect your information, we cannot guarantee absolute security.

6. Retention and Deletion

Data retention varies based on the type of information and the purpose for which it is collected:

• Campaign Data (transcripts, notes, AI-generated content, session records): Retained for as long as necessary to provide the Service and maintain your campaign history. This data constitutes the core functionality of the Service and is retained until you request deletion or remove the bot from your server.
• Interaction Logs and Technical Data: Retained for up to 12 months for debugging, service improvement, and operational purposes, after which they are deleted or anonymized.
• Audio Recordings: Deleted after 30 days from the date of recording, as specified in our Terms of Service.
• Anonymized and Aggregated Analytics: May be retained indefinitely. This data cannot be used to identify individual users.

6.1 Deletion Requests

Users may request deletion of their data by contacting us at thedungeondrop@gmail.com or, where applicable, through available bot commands. We will process verified deletion requests in accordance with Section 12.

7. Payment and Billing Information

We do not collect, process, or store payment card details or other sensitive financial information. All payments for premium features or subscriptions are processed through Discord's native payment system.

We receive only entitlement status information from Discord's API (indicating which subscription tier or features you have access to) in order to enable paid features. All payment processing, billing, and refund matters are handled by Discord in accordance with their payment terms and policies.

8. Analytics and Usage Data

We collect and analyze usage statistics to improve the Service, understand usage patterns, and make informed development decisions. Analytics data we collect includes:

• Number of recording sessions and session participants
• Bot command usage and feature interaction frequency
• Discord-provided server analytics and metrics
• Performance metrics, error rates, and system diagnostics
• General usage trends and patterns

This analytics data may be anonymized and aggregated, and such anonymized data may be retained indefinitely for research and service improvement purposes.

9. Communications

We may send Service-related announcements, updates, and support messages through Discord, including:

• Direct messages to users
• Announcements in the Chronicler Community Discord server
• Server-specific notifications where the bot is installed

These communications may include:

• Feature updates and new releases
• Service maintenance or downtime notifications
• Important policy, security, or Terms of Service updates
• Community events and announcements
• Support and troubleshooting information

You may leave the Chronicler Community Discord server at any time to stop receiving community announcements. However, essential service notifications (such as critical security updates or Terms of Service changes) may still be sent as necessary to operate the Service and fulfill our legal obligations.

10. International Data Processing

Depending on the infrastructure and service providers in use at any given time, your data may be stored and processed in various countries and regions, including the United States, European Union member states, and other jurisdictions where data protection laws may differ from those in your country of residence.

By using the Service, you acknowledge and consent to the transfer and processing of your information in these jurisdictions.

11. Data Breach Notification

In the event of a data breach or security incident that affects your personal information, we will notify affected users and relevant authorities in accordance with applicable law. We aim to provide notification as promptly as reasonably practicable after confirming the breach and assessing its scope, nature, and potential impact.

The specific timeline and method of notification will depend on the circumstances of the incident and applicable legal requirements in your jurisdiction.

12. User Rights and Choices

Depending on your jurisdiction, you may have certain rights regarding your personal information, which may include:

• Access: The right to request and receive a copy of the personal data we hold about you.
• Deletion: The right to request deletion of your personal data ("right to be forgotten").
• Correction: The right to request correction of inaccurate or incomplete data.
• Portability: The right to request a copy of your data in a portable, machine-readable format.
• Restriction: The right to request restriction of processing under certain circumstances.
• Objection: The right to object to certain types of processing.

12.1 How to Exercise Your Rights

To exercise any of these rights, please contact us at thedungeondrop@gmail.com and provide:

• Your Discord User ID
• Your Server/Guild ID (if applicable to your request)
• A clear description of your request and the information or rights involved

We may need to verify your identity before processing your request to ensure we are disclosing information only to authorized individuals.

12.2 Response Timeline

We will respond to verified requests within 30 days of receipt. If your request is particularly complex or we have received multiple requests from you, we may extend our response time by an additional 30 days (for a total of 60 days), as permitted by law. We will notify you if an extension is necessary.

12.3 Limitations

Please note that some data may be retained even after a deletion request where we have a legal obligation, legitimate business need, or contractual requirement to maintain certain records (such as financial records required for tax purposes, or data preserved in system backups awaiting scheduled deletion). We will inform you if any limitations apply to your request.

13. Children's Privacy

The Service is not directed to children under the age of 13 (or the minimum age of digital consent in your jurisdiction, if higher). We do not knowingly collect personal information from children under this age.

If we become aware that we have collected personal information from a child under the applicable age without proper parental consent, we will take steps to delete that information promptly. If you believe we have collected information from a child, please contact us at thedungeondrop@gmail.com.

14. Changes to This Policy

We may revise this Privacy Policy at any time to reflect changes in our practices, the Service, or applicable law. When we make material changes, we will post the updated Policy in the same location as this document and update the "Last updated" date at the top.

Your continued use of the Service after any changes to this Policy constitutes your acceptance of the updated terms. If you do not agree with the updated Policy, you should stop using the Service and remove the bot from your servers.

We encourage you to review this Policy periodically to stay informed about how we collect, use, and protect your information.

15. Contact

Questions, requests, or concerns regarding this Privacy Policy or our data practices should be sent to:

Email: thedungeondrop@gmail.com

We will respond to inquiries as promptly as reasonably possible.