Privacy notes for the Spacey Discord bot

1The short version

• Spacey stores IDs from Discord and the data its modules need. That means settings, game progress, warnings, tickets, polls, raffle entries, votes and Premium status.
• Spacey reads the text of your messages to count them and spot commands. It doesn’t store that text in its database.
• netcup runs the database for me in Nuremberg, Germany.
• A server’s data is deleted 12 months after Spacey was removed from that server. Message Raffle entries are deleted sooner, 90 days after the draw.
• Spacey uses your data only for its features, never for advertising, sales or AI training.
• You can have your data deleted at any time by email or on the support server.

2Who is responsible

Noah Stroehl
Weiherstr. 12
91452 Wilhermsdorf
Germany
Email: support@spaceybot.de
Discord: Spacey’s support server, https://discord.gg/mPytMDhQAP

I develop and run Spacey on my own.

3What data Spacey stores

Spacey only stores what the modules your server uses need. Almost everything is tied to IDs from Discord: user, server, channel, role and message IDs. Spacey stores no names, email addresses, passwords, IP addresses or payment details, and no voice or video content.

Retention: Data that belongs to a server is deleted automatically 12 months after Spacey was removed from that server. This covers settings, game progress, casino statistics, warnings, tickets, polls and the counting channel. If you add Spacey back before then, everything is still there. What applies while Spacey is on the server is listed for each module below. Data linked only to your user ID is stored without a fixed deadline. That includes your language, your votes and your mission reports. You can have your data deleted at any time (section 8).

3.1Your server’s settings

Stored: server ID, prefix, language and the module switches. Also the IDs of the channels, roles and messages a module uses. Texts that admins enter themselves are stored word for word. These are welcome and farewell messages, custom messages and embeds, ticket panels and role menus with descriptions.

Why: so each module works the way your server set it up.

How long: as long as Spacey is on the server. If you remove Spacey, it deletes the settings after 12 months. If you add it back before then, they’re still there. The server owner can ask me at any time to delete them sooner (section 8).

3.2Space Game

Stored: user ID and server ID with your game progress. It covers space money, gold, iron, stone, boosters, daily streak, equipment, rockets, missions, planets with mines and gifted money. Also today’s minutes in voice channels, whether you’re still on the server, and your hourly income for the leaderboard. Mission reports in the news feed are stored with title, text, time and whether you read them. Your DM setting is stored too.

Why: so the game keeps your progress, the leaderboard can be calculated and you can see your mission reports.

How long: as long as Spacey is on the server. If you leave the server, your progress is kept, so it’s still there when you come back. If Spacey is removed from the server, it deletes that server’s game progress after 12 months. Spacey deletes hourly income after just 7 days. With Stop Space, admins delete all players’ balances, equipment and income. Rockets, missions, planets and mines stay. Mission reports in the news feed are linked only to your user ID and have no fixed deadline. I delete any of this on request (section 8).

3.3Casino and multiplayer games

Stored: user ID and server ID with the game, result and amount of each round, for example a coin flip.

Why: for game statistics per member.

How long: without a fixed deadline while Spacey is on the server. If Spacey is removed from the server, it deletes the data after 12 months. I delete it sooner on request (section 8).

3.4Moderation

Stored: warnings with server ID, user ID, time, the moderator’s ID and the reason the moderator enters. Temporary bans with user ID and expiry time. Also the server’s rules for automatic actions. After a set number of warnings within a set period, Spacey times out, kicks or bans.

Why: so moderators can look up warnings, temporary bans end even after a restart, and the server’s rules take effect. The server’s moderators set these rules; Spacey only carries them out.

How long: warnings until a moderator removes them with /warnremove. They have no deadline of their own. If Spacey is removed from the server, it deletes them after 12 months. I delete them sooner on request (section 8). Temporary bans stay until they expire or the member is unbanned.

3.5Tickets

Stored: the user ID of the person who opens a ticket. Also the IDs of the team members who take it and of others involved. Also channel and message IDs, ticket number, creation time and status (open or archived). What people write in a ticket stays in Discord. Spacey doesn’t store it.

Why: so tickets can be opened, taken, archived and restored.

How long: until the ticket channel is deleted.

3.6Polls

Stored: who started the poll, topic and options, and for every vote the user ID with the chosen option.

Why: so everyone can cast and change their vote, and the result is correct.

How long: until the poll is ended. Spacey then deletes the poll with its options and all votes.

3.7Message Raffle

Stored: the raffle’s settings (prizes, channels, duration, luck, multiplier and excluded roles). For each participant the user ID, the number of entries, whether they registered and whether a vote bonus applies.

Why: so Spacey can count entries, draw fairly and re-roll on request.

How long: Spacey deletes the raffle with all its entries 90 days after the draw.

3.8Counting channel

Stored: the current count and the ID of the last person who counted.

Why: so nobody counts twice in a row.

How long: the ID is replaced with every new number. The count stays as long as the counting channel is set up.

3.9Premium and votes

Stored: whether you support Spacey, with tier and expiry date. For Premium servers the server ID, the ID of the person who assigned the slot, and the server’s Premium settings. Whether a server has used its free trial. For votes on top.gg, the date of your last vote, your number of votes and when Spacey last reminded you.

Why: so Premium perks, boosters for votes and vote reminders work. Supporters also appear with their Discord name in the list in /premium. If you don’t want to be listed, write to me.

How long: Spacey replaces the list of Patreon supporters with every sync, so it only holds current supporters. Spacey removes a Premium server when Premium ends. The date and number of your votes are linked only to your user ID and have no fixed deadline. I delete them on request (section 8).

3.10Your settings

Stored: your language, your reminders (daily wage and vote) and the ID of the DM channel between you and Spacey.

Why: so Spacey replies in your language and can send reminders.

How long: reminders until you switch them off. Language and DM channel without a fixed deadline, until you ask for deletion.

3.11Block list

Stored: the user IDs of people who may no longer use Spacey because of abuse.

Why: to protect Spacey and the servers it runs on from abuse.

How long: until the block is lifted.

3.12Statistics without personal data

Stored: totals, for example how often a command was used. Also the number of servers and votes per day, and game results across all servers.

Why: to see which features are used. These numbers aren’t linked to any person.

3.13Older features

Data from earlier events may still be stored. The advent calendar stored user IDs and opened days. For an event role from 2022 on the support server, user IDs are stored. Applications for a partner programme contain a server or bot ID, descriptions, an invite link and the owners’ IDs. These features are switched off. Their data has no fixed deadline. I delete it on request (section 8).

4Message content and member data

Spacey uses Discord’s privileged access to message content and server members.

Message content is read to:

• spot prefix commands and mentions of Spacey,
• check numbers in the counting channel,
• read what you type into setup menus,
• count valid messages for the Space Game and the Message Raffle,
• filter messages by type for /mod clear.

Spacey doesn’t store the text in its database and doesn’t pass it on. Only your latest message is kept in memory to spot repeated messages. After a restart, it’s gone. In rare error cases, the text of a command message can end up in the error log (section 5).

Member data means joins and leaves, roles, join date, membership screening status and member counts. Spacey uses it for welcome and farewell messages, auto roles, stats channels and Mass Role. It also serves buyable roles in the Space Game, moderation and checking Premium servers. When someone types in a ticket, Spacey uses that to assign the ticket to the first team member. Spacey only keeps this data in memory for a short time. Only what section 3 lists is stored.

5Error logs

To find bugs, Spacey writes technical logs. They can contain user and server IDs and, in rare cases, the text of a command message. Spacey also sends error messages to a private Discord channel that only I can see.

The log file is stored on a server I rent from netcup, in the Nuremberg data centre. I keep it for 60 days at most and then delete it by hand.

6Purposes and legal bases

• Art. 6(1)(b) GDPR, where you use Spacey yourself: commands, Space Game, tickets, polls, votes and Premium. I need the data to provide these features to you.
• Art. 6(1)(f) GDPR for everything else. My legitimate interest is to run the features a server has set up, like counting messages or greeting newcomers. It also covers running the bot securely and free of abuse (spam limits, block list, error logs). The same goes for statistics without personal data.

I don’t use the data for advertising, profiling or training AI models, and I don’t sell it. A server’s moderators set up automatic actions after warnings. Spacey only carries out their rules.

7Who receives data

• Discord: Spacey runs on Discord. Everything Spacey does, such as sending messages or assigning roles, goes through Discord. Discord Inc. (USA) processes this data under its own responsibility, and Discord’s privacy policy applies.
• top.gg: If you vote for Spacey on top.gg, top.gg sends Spacey a message with your Discord user ID. Spacey uses it for boosters and the vote bonus. To top.gg and other bot lists, Spacey only sends its server count.
• Patreon: Spacey asks Patreon who supports Spacey: tier, status and the linked Discord account. Only your Discord user ID and your tier are stored. Payment details stay with Patreon.
• netcup: Spacey’s data is stored in a MySQL database in the data centre of netcup GmbH in Nuremberg, Germany. The provider runs the database for me and processes the data on my behalf. The log file (section 5) is there too, on a server I rent from netcup. A data processing agreement under Art. 28 GDPR is in place.
• Authorities, if I’m legally required to share data.

I don’t pass data on to anyone else.

8Deletion

You can delete a lot yourself. Admins delete raffles, ticket panels, role menus and custom messages in Spacey’s menus, and warnings with /warnremove. Stop Space in /config space resets the Space Game.

A server owner can ask me at any time to delete all data of their server. Anyone can ask me to delete the data linked to their Discord user ID. Write to support@spaceybot.de or on the support server, and include your user ID or the server ID. I first check that you’re the person concerned or the server owner. I keep block list entries for as long as they’re needed to prevent abuse.

9Your rights

You have the right to

• access the data I process about you (Art. 15 GDPR),
• have incorrect data corrected (Art. 16 GDPR),
• have data erased (Art. 17 GDPR),
• restrict processing (Art. 18 GDPR),
• data portability (Art. 20 GDPR).

To use these rights, email support@spaceybot.de.

Right to object (Art. 21 GDPR): I process some data on the basis of Art. 6(1)(f) GDPR. You can object to this at any time on grounds relating to your particular situation. I will then stop processing the data. Exceptions: I can show compelling legitimate grounds that override your interests. Or I need the data to establish, exercise or defend legal claims.

Complaints (Art. 77 GDPR): You can lodge a complaint with a data protection supervisory authority. The authority responsible for me is the Bavarian Data Protection Authority (BayLDA). Address: Bayerisches Landesamt für Datenschutzaufsicht, Promenade 18, 91522 Ansbach, Germany, www.lda.bayern.de.

10Age

Discord sets a minimum age. I don’t knowingly process data of younger children. If you think this has happened, write to me and I’ll delete the data.

11Website

The website spaceybot.de has its own privacy policy. Visiting the website links nothing to your Discord account.

12Changes

If features or the law change, I’ll update these notes. The version on this page applies, and the date at the top shows when it was last updated.