Privacy Policy

Last updated: October 31, 2026

This Privacy Policy describes Our policies and procedures on the collection, use, and disclosure of Your information when You use the Service, and tells You about Your privacy rights and how the law protects You.

In general, Archivist (“the Bot”) does not collect, compile, or store data about You long term. What small amount of data is collected will never be sold for any purpose and would only be provided to a third party if required by law. Only the data required to perform the Bot’s functions or to troubleshoot issues is collected.

Plain Language Summary: Opening and Definitions

Archivist keeps only the data needed to run the bot and fix problems. This block defines words like Bot, Developer, Personal Data, Usage Data, Website, and Host so the rest of the policy is easier to understand.

Interpretation and Definitions

Interpretation

The words of which the initial letter is capitalized have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.

Definitions

For the purposes of this Privacy Policy:

Account means your account created through Discord.
Application means the Discord application invited to any server you own or are a member of, named Archivist.
Bot (referred to as “the Bot” in this Agreement) refers to Archivist.
Developer (“We”, “Us” or “Our” in this Agreement) refers to Caffeinated Canine, the developer team of Discord users enigmalea and FoxInBoots.
Host is PebbleHost.
Personal Data is any information that relates to an identified or identifiable individual.
Service refers to the Application.
Usage Data refers to data collected automatically, either generated by the use of the Service or from the Service infrastructure itself (for example, the server ID collected to create settings for a server when the Bot is added).
User (referred to as “the User” or “You”) means the individual accessing or using the Service, or the Bot, or other legal entity on behalf of which such individual is accessing or using the Service, as applicable.
Website refers to the pages accessible at archivistbot.com.
Website Host refers to Netlify.

Collecting and Using Your Personal Data

Plain Language Summary: What Data We Collect and How We Use It

Archivist stores server IDs to keep server-specific settings working. When you use /suggest, the bot posts the suggestion publicly on GitHub as an Issue. The archivistbot.com website host may also record your IP address and page request details.

Only the Developer can access the bot’s stored data for server settings. The bot does not keep membership lists or embed text from Discord.

Types of Data Collected

Usage and Personal Data is collected automatically when using the Service. The Bot collects the following information for several different entities:

Guild Usage Data

The Bot stores the guild (“server”) ID of all servers which invite the Bot in a MySQL/MariaDB database. This ID is used only to provide the server with server-specific settings and rules for AO3 links.

The Bot does not store the text of embed messages or the content of embeds shown in Discord.

No information concerning which users are members of a server (“membership data”) is collected or accessed at any point, as it isn’t needed for the Bot’s functions.

Feature Suggestions

If You use the /suggest command, the text of Your suggestion and Your Discord username are submitted as a public GitHub Issue on the Bot’s repository, using a bot/service account rather than a personal account. This is done so the Developer(s) can track and prioritize feature requests. Because GitHub Issues are public, anyone can view submitted suggestions. Please do not include sensitive or personal information in a suggestion. The Bot applies a per-user cooldown and checks for duplicate suggestions before submitting to GitHub.

Website Access

When you access the Website through archivistbot.com, the pages are provided to you through the Website Host. This Website Host may log your IP address and basic request metadata for security and performance purposes. You can read more about Netlify’s privacy practices here.

Use of and Access to Your Personal Data

Plain Language Summary: How We Use and Share Your Data

Archivist uses collected data to run the bot and check how it is being used. The bot does not share your data unless you consent or use the /suggest feature.

Only the Developer can access the bot’s stored data. No outside support staff has access to it.

The Bot may use Personal Data for the following purposes:

To provide and maintain our Service, including to perform analysis on usage impacting the Bot’s ability to perform our Service.

We may share Your personal information in the following situations:

With Your consent: We may disclose Your personal information for any other purpose with Your consent.
Feature suggestions: As described above, suggestions submitted via /suggest are posted publicly to GitHub.

Personal and Usage data collected is only directly accessible by the Developer at this time. There is no additional support staff working for the Bot or the Developer who can access Your information.

Retention of Your Personal Data

Plain Language Summary: Retention, Transfer, and Disclosure

Archivist keeps your data only as long as it is needed for the bot to work or as required by law. Website data can be stored by Netlify and other services in other countries, so it may cross borders.

The Developer may disclose your information if required by legal requests or to protect the bot and its users. The bot tries to keep data safe, but no internet storage method is completely secure.

The bot is not intended for children under 13. If the Developer learns a child’s data was collected without parental consent, they will remove that information from the hosted systems.

The Developer will retain Your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use Your Personal Data to the extent necessary to comply with Our legal obligations (for example, if We are required to retain your data to comply with applicable laws).

Transfer of Your Personal Data

Your information, including Personal Data, is processed and stored by the Host and in any other places where the parties involved in the processing are located. This means that this information may be transferred to — and maintained on — computers and servers located outside of Your state, province, country, or other governmental jurisdiction where the data protection laws may differ from those of Your jurisdiction.

Your consent to this Privacy Policy, followed by Your submission of such information, represents Your agreement to that transfer.

The Developer will take all steps reasonably necessary to ensure that Your data is treated securely and in accordance with this Privacy Policy, and no transfer of Your Personal Data will take place to an organization or a country unless there are adequate controls in place, including the security of Your data and other personal information.

Disclosure of Your Personal Data

Law Enforcement

Under certain circumstances, the Developer may be required to disclose Your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency).

Other Legal Requirements

The Developer may disclose Your Personal Data in the good faith belief that such action is necessary to:

Comply with a legal obligation
Protect and defend the rights or property of the Bot
Prevent or investigate possible wrongdoing in connection with the Service
Protect the personal safety of Users of the Service or the public
Protect against legal liability

Security of Your Personal Data

The security of Your Personal Data is important to Us, but remember that no method of transmission over the Internet, or method of electronic storage, is 100% secure. While We strive to use commercially acceptable means to protect Your Personal Data, We cannot guarantee its absolute security.

Children’s Privacy

Our Service does not address anyone under the age of 13. We do not knowingly collect personally identifiable information from anyone under the age of 13. If You are a parent or guardian and You are aware that Your child has provided Us with Personal Data, please contact Us. If We become aware that We have collected Personal Data from anyone under the age of 13 without verification of parental consent, We take steps to remove that information from the Host.

Since all Personal and Usage Data is accessed through Discord, any parent who becomes aware their child has provided Personal Data to the Bot should take steps to follow up with Discord here. Discord’s Privacy Policy contains instructions.

Links to Other Websites

Plain Language Summary: Links to Other Websites

Archivist may link you to other websites. Those sites are not controlled by the Developer, so you should read their privacy policies before you use them.

Our Service may contain links to other websites that are not operated by Us. If You click on a third-party link, You will be directed to that third party’s site. We strongly advise You to review the Privacy Policy of every site You visit.

We have no control over, and assume no responsibility for, the content, privacy policies, or practices of any third-party sites or services.

How to Request Your Data

Plain Language Summary: Requesting and Deleting Your Data

Server owners can ask for the server settings and rules Archivist keeps. The bot does not log embed request messages, so it cannot provide data tied to a specific embed.

To ask for your server’s data, join the support server and contact the Developer. Data requests may be fulfilled by DM with a file transfer.

If you want to delete server data, remove Archivist from the server. To ask about deleting a GitHub suggestion, use the support server.

Since no message data is logged and there is no information concerning the User an embed was requested by, the Developer is unable to provide copies of specific data pertaining to the User.

Only server owners may ask to see the server information in the database. You will be asked to provide evidence You own the server before your request is fulfilled. To make a request for a copy of the server information:

join the support server, and request that the Developer provide You a copy. Requests will be fulfilled via Discord DM file transfer in 3–5 business days.

How to Delete Your Data

Guild/Server

Server settings and redirect rules are deleted automatically and immediately when the Bot is kicked from a server. This means no settings data remains in the Bot’s database once the Bot is removed.

The Bot automatically rebuilds default settings for Your server as long as the Bot is present, so removing the Bot is the way to initiate deletion.

Feature Suggestions

Feature suggestions submitted via /suggest are posted as public GitHub Issues and are subject to GitHub’s own data retention practices; deletion requests for a specific suggestion can be made by joining the support server.

Changes to This Privacy Policy

Plain Language Summary: Policy Changes and Contact

Archivist may update this Privacy Policy by posting the new policy here and notifying the support server. The date at the top will be updated when the policy changes.

If you have questions or want support, email botarchivist@gmail.com or join the support server.

We may update Our Privacy Policy from time to time. We will notify You of any changes by posting the new Privacy Policy on this page.

We will let You know via post in the support server, or other Official Communication, prior to the change becoming effective, and update the “Last updated” date at the top of this Privacy Policy.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

Contact Us

If You have any questions about this Privacy Policy, You can contact us via email at botarchivist@gmail.com, or join the support server to ask any questions.