Privacy Policy

Overview

Scanner Bot collects minimal data required to operate. The data we handle is primarily server and channel metadata, plus delivery history to ensure reliable message delivery. We do not collect or store private messages from your Discord server.

Information we collect

From Discord

When Scanner Bot joins a server, we receive and store:

• Server ID and server name
• Owner ID and basic owner information (username/tag) if provided via Discord's APIs
• Channel IDs for text channels configured to receive notifications
• Voice channel IDs for channels configured for live audio streaming
• Role IDs when you configure a role for alert mentions
• Basic member count estimates from Discord's guild metadata

From bot operations

To provide reliable service, we also store:

• RSS post IDs, titles, URLs, and content hashes for change detection
• AI-generated summaries of RSS content
• Delivery metadata: which posts were sent to which channels, message IDs, and timestamps

What we do NOT collect

• We do not intentionally store regular message content from users
• We do not log or analyze full chat histories from servers
• We do not track individual user behavior or build user profiles
• We do not collect personal information beyond what Discord provides about server owners

How we use this information

We use the collected information to:

• Determine which servers and channels should receive alerts
• Avoid sending duplicate messages by tracking what has been delivered
• Maintain configuration for live audio streaming channels
• Monitor service health, such as deactivating channels the bot can no longer access
• Debug issues and improve reliability

Legal basis

For users in regions that require a legal basis for data processing:

• Contract-like basis: We process data as necessary to provide the service that server owners request when they invite the bot
• Legitimate interests: We have legitimate interests in running and improving the service, preventing abuse, and maintaining security

Data sharing

We share data with the following parties:

• Discord: As necessary for the bot to function on Discord's platform
• OpenAI: RSS content and metadata needed for AI summarization is sent to OpenAI's API
• Infrastructure providers: Hosting and database providers that process data on our behalf

We do not sell user or server data. We do not share personally identifiable data with advertisers or data brokers.

Data retention

Our data retention practices:

• Configuration data (servers, channels, roles) is kept as long as the server uses the bot
• Delivery history is kept for up to 12 months to avoid duplicates and support debugging
• RSS post data and AI summaries are retained as long as needed for reliable operation

When a server removes Scanner Bot:

• We deactivate channels associated with that server
• Historical configuration and delivery data may be removed or eventually purged

Your choices and controls

Server owners have the following controls:

• Remove Scanner Bot from your server at any time by kicking the bot
• Stop notifications in specific channels using the /scanner_notifs stop command
• Stop live scanner audio using the /live_scanner leave command

If you want data related to a specific server removed faster than our normal retention period, contact us with your server ID and proof of ownership or administrative control.

Security

We take reasonable measures to protect the data we handle:

• Database access is restricted to authorized systems
• Access to environment variables and authentication tokens is limited
• We use secure connections for data transmission

No system is perfectly secure. While we take precautions, we cannot guarantee absolute security of any data.

International users

Scanner Bot is operated from the United States. If you use the bot from outside the United States, your data may be processed in the United States and other locations where our infrastructure providers operate.

By using Scanner Bot, you consent to the transfer and processing of data in these locations.

Children

Scanner Bot is not directed at children under 13 years of age. We do not knowingly collect personal information from children under 13.

Server owners are responsible for ensuring that Scanner Bot is enabled only in servers that comply with Discord's age restrictions and applicable law regarding minors.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this page. We encourage you to review this page periodically for any changes.

Continued use of Scanner Bot after changes are posted constitutes acceptance of those changes.

Contact

If you have questions about this Privacy Policy or want to request data removal, you can reach us at:

Email: contact@joshdeanpro.com

Please include your server ID and proof of ownership when requesting data-related actions.