Effective: April 18, 2026
Privacy Policy
This Privacy Policy explains how Volvox LLC collects, uses, stores, and shares information when you use Volvox.Bot, the Volvox.Bot dashboard, and related support services. It also explains the choices available to server owners, moderators, and end users.
Information We Collect
Discord and account data
We collect information needed to operate the bot and dashboard, including Discord user IDs, usernames, guild IDs, channel IDs, and message content processed through Volvox.Bot features. When voice features are enabled, we may also record session timestamps and duration.
Moderation and community records
We store moderation case records, warnings, temporary role actions, user tags, moderator identity, ticket transcripts, showcases, reviews, poll votes, command usage, and engagement data such as XP or reputation where those features are used.
AI interaction data
If AI features are enabled, prompts and related context may be sent to supported AI providers, including Anthropic (Claude) and MiniMax. These prompts can include message content, usage metrics, and feedback submitted through the service.
Technical and security data
We collect technical information needed to secure and operate the service, including IP addresses in audit logs, session tokens, and error or diagnostic data sent to Sentry.
How We Use Information
Operate the service
We use collected information to provide bot commands, moderation tooling, AI features, dashboards, ticket workflows, community engagement systems, analytics, and account access to authorized users.
Safety, abuse prevention, and enforcement
We use moderation records, audit data, and technical logs to investigate abuse, protect communities, enforce our acceptable use rules, and maintain the integrity of the service.
Improve and support Volvox.Bot
We may use usage metrics, feedback, and error reports to diagnose issues, improve reliability, evaluate feature adoption, and support customers and server staff.
Third Parties
Service providers and integrations
We share data with third parties only as needed to provide the service. This may include Discord for bot and account functionality, Anthropic and MiniMax for AI processing, Sentry for error monitoring, and guild-configured webhooks or integrations enabled by server administrators.
Administrator-controlled destinations
Server administrators may configure Volvox.Bot to post content, moderation events, or transcripts to channels, dashboards, or webhooks they control. Those destinations are governed by the administrator's own settings and policies.
Data Retention
Retention periods
We retain audit log entries for 90 days, AI conversation data for up to 30 days, and moderation records on a persistent basis unless deletion is required by law or approved by the relevant administrator workflow. Other operational records may be retained for as long as needed to provide the service, resolve disputes, or comply with legal obligations.
Backups and legal requirements
Deleted or expired data may remain in backups for a limited period or be preserved where necessary for security, fraud prevention, legal compliance, or defense of claims.
Your Rights
Controls in the product
Where supported, users can control certain privacy settings directly. For example, memory-related AI opt-outs may be managed through memory_optouts, and public leaderboard visibility may be limited using the public_profile setting.
Access, correction, and deletion requests
Depending on your location and role, you may request access to, correction of, or deletion of certain personal information. Some records, such as moderation history or security logs, may be retained where necessary to protect communities, enforce policies, or comply with law.
Children's Privacy
Discord platform age requirements
Volvox.Bot is intended for users who are old enough to use Discord under Discord's rules, which generally means age 13 or older, subject to local law. We do not knowingly design the service for children below that age threshold.
Security
Protection measures
We use reasonable technical and organizational measures to protect information, including access controls, authentication, logging, and monitoring. No system is perfectly secure, and we cannot guarantee absolute security.
Changes
Policy updates
We may update this Privacy Policy from time to time. If we make material changes, we will revise the effective date above and may provide additional notice through the website, dashboard, or other reasonable channels.
Contact
Questions and requests
Volvox LLC
[email protected]