Privacy Policy

1. Introduction

Galaxy Discord Autosystem ("Galaxy", "the Bot", "we", "us", or "our") aims to protect the privacy of our users. This Privacy Policy explains in depth how we collect, store, process, use, and protect information and clarify your rights regarding your data when you interact with our Discord bot.

This Privacy Policy applies to all users, including server owners, administrators, moderators, and members, who use Galaxy on their Discord servers. By utilizing our bot, you agree to the terms set forth here.

2. Information We Collect

We collect only data necessary for the operation, security, and improvement of Galaxy and its functions. This includes, but is not limited to:

• Server Configuration Data: Such as language preferences, automation rules, role hierarchies, custom command settings, anti-abuse thresholds, moderation preferences, logging configurations, and other system settings that server admins configure.
• Moderation and Action Logs: Comprehensive, timestamped logs of automated and manual moderation actions (e.g., bans, kicks, mutes, warnings, anti-spam triggers), including the executor's user ID, duration (if any), reason, and affected users.
• User Data: User IDs (as defined by Discord), usernames and discriminators, join/leave timestamps, basic profile metadata, active warnings/infractions, and status or role changes necessary for security or moderation features. Note: We do not collect users' real names, email addresses, or content of user DMs.
• Server Metadata: Server IDs, server region, audit log references, channel and role IDs, invite link events, and special flags for key server events (like server ownership change, integrations, etc.)
• Command Usage Records: Logs of commands executed through the bot (with command name, parameters/arguments, user, channel, timestamp, and response status) for debugging, feature improvement, and abuse detection.
• Error and System Logs: Error messages, stack traces, and anonymized diagnostic data for system health and monitoring (never containing message or content data).

We do not access or store the content of user messages or direct messages.

3. How We Use Information

We use your data for the following purposes:

• Operating, providing, and enhancing the core features of Galaxy—including moderation, anti-abuse, and server automation tools
• Ensuring compliance with server rules and logging moderation events
• Monitoring Bot health, usage analytics, and technical stability
• Debugging and supporting server administrators
• Protecting bot, server, and user security and preventing malicious or fraudulent usage
• Improving, analyzing, and developing new features or quality-of-life improvements to the bot
• Complying with applicable laws, legal requests, and law enforcement (see "Data Sharing" below)

Data is never used for marketing purposes or sold to external parties.

4. Data Storage & Security

We store data on secure, access-controlled servers in regularly updated and maintained environments, leveraging SQL-based storage and industry-standard encryption (TLS in-transit, encryption-at-rest where available). Regular backups and redundancy are maintained. System administrators have strictly limited and logged access.

• Access to stored data is restricted to authorized personnel through strong authentication controls.
• Critical credentials and API tokens are never stored in source control and are managed using secure environment management tools.
• All data is separated by server ID to ensure the privacy of individual communities.

5. Data Sharing

We do not sell, trade, or rent your personal information. The bot may share data only in the following limited circumstances:

• Law Enforcement & Legal Requirements: If required by applicable law, court order, or government/regulatory request, and only to the minimum extent required.
• Protecting Rights or Safety: To prevent or address potential fraud, abuse, technical security issues, or harm to users and communities.
• With User Consent: Only when you (or your server admin) provide explicit informed consent (e.g., for third-party integrations or feature exports).
• Merger or Acquisition: If Galaxy, or substantially all of its assets, is acquired by another entity, users will be notified before data is transferred or subjected to a materially different privacy policy.

We do not share data with advertisers or analytics companies.

6. Discord’s Privacy Policy and Data Responsibility

By using Galaxy, you also agree to Discord's terms and privacy policy: https://discord.com/privacy. Galaxy only accesses and processes data available through the Discord API (as permitted by your server's permissions and Discord’s Terms of Service).

Galaxy does not control, and is not responsible for, Discord's own methods of collecting or handling data. For more information on Discord's data practices, visit Discord's official privacy documentation.

7. Data Retention & Deletion

Retention: We retain data only as long as needed for the purposes outlined above, the functionality of the Bot, and for legitimate business or legal requirements.

• Configuration and moderation logs are generally retained until the bot is removed from a server or a deletion request is received.
• Critical logs related to security or abuse may be retained for a longer period (as required by applicable law or security best practices).
• Anonymized system error logs and diagnostics may be kept for analytics and technical support.

Data Deletion: Upon removing Galaxy from your server, most server-related data will be scheduled for deletion within 30 days. To expedite or ensure deletion, server owners can contact support and request erasure under "Your Rights" (see below). Some audit logs or data relating to abuse/security may be retained as permitted by law.

8. Your Rights & Choices

Depending on your location (e.g., EU, California), you may have data rights under relevant laws (e.g., GDPR, CCPA):

• Access: You may request to view data that Galaxy holds about you or your server. We will respond within 30 days wherever possible.
• Correction: You can request correction of inaccurate or incomplete data.
• Deletion ("Right to be Forgotten"): You may request erasure of your server's or your individual data, provided it doesn't conflict with legal/security requirements.
• Portability: You may request a copy (export) of data relevant to your server or user record.
• Limiting or Objecting: You may limit certain kinds of processing or object to how your data is used, though this may impair Bot function.
• Withdraw Consent/Remove: You may remove Galaxy from your Discord server at any time, which will schedule your server's data for deletion.

To exercise these rights: Please contact us as described in Contact Us below. You may need to provide proof that you are the server owner or admin to process some requests.

9. Security Measures

We take security seriously and employ multiple layers of technical, administrative, and physical safeguards against unauthorized access and data breaches, including:

• End-to-end encrypted data transit (HTTPS/TLS on all communication and Discord API calls)
• Encryption-at-rest (where supported by infrastructure)
• Role-based access controls, session management, and multifactor authentication for privileged administrative actions
• Regular dependency and security patching, vulnerability monitoring, and prompt responses to emerging threats
• Separation of environments (development, staging, production) and use of best practices for secret management
• Comprehensive audit logs for security-critical actions
• Annual or regular third-party security reviews (when feasible)

Despite our efforts, no online service can be 100% secure; users are encouraged to follow Discord security recommendations (such as strong passwords and enabling 2FA).

10. Children's Privacy

Galaxy is designed for use only by individuals aged 13 or older (the minimum age for Discord accounts). We do not knowingly collect or store personal information from children under 13. If you believe that a child under 13 has provided us data, please contact us and we will promptly delete this data.

11. International Data Transfers

Depending on your location, your data may be transferred to, stored, and/or processed in countries with different privacy laws than your own. We take measures to ensure data is protected in accordance with this policy, applicable laws, and standard contractual clauses where appropriate.

12. Policy Updates & Notification

We may update this Privacy Policy to reflect changes in practices, service features, laws, or regulatory guidance. If changes are material, users will be notified via the Galaxy support Discord server and/or an in-bot announcement. The "Last Updated" date reflects the most recent modifications. Continued use after an update constitutes acceptance.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy, your data, or Galaxy's practices, please contact us:

• Discord Support Server: https://discord.gg/droploot
• Email: support@droploot.org
• Bot Owner: Via direct message or mention on the support server

We strive to respond within 1-5 business days to all privacy requests.