Privacy Policy

1. Information We Collect

A. Data stored persistently

• Discord identifiers & configuration: guild (server) IDs, channel IDs, role IDs, and settings such as configured log, suggestion, and welcome channels, and role-to-permission mappings.
• Whitelist & blacklist: Discord user IDs that are authorized to use the dashboard, and Discord user IDs that administrators have blocked from using the bot or dashboard.
• Moderation & audit records: a log of staff actions (e.g. grant, revoke, ban, unban, kick, warn, rank change) including the acting staff member's Discord ID and username, the targeted Roblox user, timestamps, and any reason or note entered by staff.
• In-game ban list: Roblox user IDs restricted from the experience, together with the reason recorded by an administrator. This list is managed by administrators through Roblox Open Cloud.
• Perk & grant records: which Roblox players hold which in-game perks or items, and the expiry time of any temporary grants.
• Roblox lookup cache: Roblox usernames and user IDs we resolve for display, cached to reduce repeated calls to Roblox.
• Server activity analytics: aggregate numeric counts only — messages, reactions, and voice minutes per server and channel over time. No message content and no individual member's activity is stored.
• Dashboard sessions: when authorized staff sign in with Discord (OAuth), we store your Discord user ID, username, avatar, and the permission level derived from your roles inside a signed, encrypted session cookie. We never receive or store your Discord password.
• Ticket transcripts: when a staff or support ticket is closed, a transcript of that channel — which may include message content and author names — can be generated and stored for record-keeping.

B. Data processed temporarily (in memory)

• Message content: messages in servers the bot is in are read in real time only to detect a command prefix and parse commands, and to count activity as described above. Message content is not saved, except where a ticket transcript is explicitly generated (see above).

2. How We Use Your Data

We use the information above solely to operate the service, including to:

• Manage the Zee Hood Roblox group and experience — ranking members, handling join requests, and granting perks, tags, and emojis.
• Provide moderation tools — issuing and tracking bans, kicks, and warnings, and enforcing the in-game ban list and dashboard blacklist.
• Control who can access the dashboard through role-based permissions and the whitelist.
• Produce aggregate server-activity analytics for community insights.
• Maintain an audit trail of staff actions for accountability and security.

3. Data Sharing & Disclosure

We do not sell, rent, or trade your data. Data is only shared where necessary to run the service:

• Roblox: to apply ranks, perks, and bans in the experience, the relevant Roblox user IDs and actions are sent to Roblox through the Open Cloud API. Roblox's own Privacy Policy and Terms govern any data held by Roblox.
• Discord: the bot and login operate on Discord's platform, and Discord's Privacy Policy applies to data handled by Discord.
• Legal: we may disclose information where required to do so by law.

Otherwise, stored data is accessible only to authorized Zee Hood administrators.

4. Data Storage & Security

• Where it's stored: persistent data (settings, whitelists, ban lists, moderation records, perk data) is held in a secured database hosted with reputable infrastructure providers.
• How it's protected: API keys and secrets are kept as protected environment variables, dashboard sessions are signed and encrypted, and reasonable technical measures are taken to guard against unauthorized access, loss, or misuse. No method of storage or transmission is ever 100% secure.

5. Data Retention & Deletion

• Configuration data: guild settings, whitelists, and channel configuration are kept while the bot remains in your server. Removing the bot flags this configuration for deletion.
• Moderation, audit & ban data: retained indefinitely to preserve security and moderation integrity, and to enforce permanent, non-appealable bans.
• Deletion requests: you may request removal of non-essential stored data by contacting us. Moderation, audit, and ban records are exempt from general deletion requests, as they are necessary for security and moderation integrity.

6. Age Requirement

You must meet Discord's and Roblox's minimum age requirements to use the service. The bot is intended for community management and is not directed at children under the minimum age permitted in your region.

7. Changes to This Policy

We may update this policy from time to time. When we do, we will revise the "Last Updated" date above. Continued use of the bot or dashboard after changes take effect constitutes acceptance of the updated policy.

8. Contact Us

For any questions, concerns, or data requests regarding this Privacy Policy, please reach out through the official Zee Hood Discord server or contact a server administrator directly. See also our Terms of Service.