Karma Bot Privacy Policy

Effective: September 26, 2026

Karma Bot ("the bot") is a private Discord application that runs only in the Valkyrien Skies Discord server. It is operated by the Discord user rubydesic ("we"). This policy explains what data the bot collects, how it is used and shared, how long it is kept, and how you can have it deleted. It does not replace or modify Discord's own Terms of Service or Privacy Policy.

1. Data we collect

The bot receives data through the Discord API only from the Valkyrien Skies server.

Stored

• Karma records: your Discord user ID and your karma score (a number).
• Restriction records: your Discord user ID and a flag showing that server staff have restricted you.

Processed but not stored by the bot

• The text and image attachments of messages posted or edited in the server.
• Up to 20 earlier messages in the same channel, used as context for a moderation decision.
• Display names and nicknames when they change.
• Reactions on messages, which are used to calculate karma.

This data is held only in memory while it is being checked, then discarded. It is not written to disk by the bot.

2. How we use data

• Karma: scores award cosmetic roles and are shown by the /karma command.
• Moderation: messages, images and nicknames are checked automatically for abuse, harassment, spam, scams and other rule violations. Depending on the result, the bot may flag it for server staff, or time out (mute) or kick the author. Server staff review these actions.
• Enforcing restrictions: if a restricted user leaves and rejoins, the bot restores their restriction.

We use data only for these features. We do not build profiles of users, sell or license data, or use it for advertising. We do not use message content, or any other Discord data, to train machine learning or AI models.

3. Sharing and third-party processors

We share data only with the service provider below, and only to provide the moderation feature:

• OpenAI, L.L.C. (API): message text, image attachments, context messages, usernames and nicknames are sent to OpenAI's moderation and language-model APIs to classify content. Under OpenAI's API terms, OpenAI processes this data on our behalf and does not use it to train its models. OpenAI may keep API inputs for up to 30 days for abuse monitoring, then deletes them. See the OpenAI API data usage policy.

We may disclose data if the law requires it. We never share data with data brokers or advertising networks.

4. Retention

• Message content, images and nicknames sent for checking are discarded as soon as the check finishes.
• Karma records are kept while the bot operates in the server, so that your score and roles are kept if you leave and return.
• Restriction records are kept until staff lift the restriction or you delete your data (see section 5), so that a restriction cannot be avoided by leaving and rejoining.
• If the bot stops operating, we will promptly delete all stored data.

5. Your rights and deletion requests

Deleting your data. Run the /deletemydata command in the Valkyrien Skies server at any time and confirm with the button. The bot immediately and permanently deletes your karma record and your restriction record, and removes your karma roles. Deletion is automatic and does not need anyone to approve it.

Restricted users: restrictions depend on the restriction record. If you are restricted when you delete your data, you will be permanently banned from every server where you are restricted. The confirmation message warns you before you confirm. The ban itself is stored by Discord, not by the bot.

Data already sent to OpenAI is deleted by OpenAI under its own retention period (see section 3). For any other request about your data, such as access or correction, contact the Valkyrien Skies server staff. Depending on where you live, you may have more rights under laws such as the GDPR, UK GDPR, LGPD or CCPA/CPRA.

6. Security

Stored data is kept on a private server. Only the operator can access it, using SSH key authentication. API credentials are kept private. If a security incident affects your data, we will notify Discord and, where the law requires it, affected users.

7. Children

The bot is not directed at children under 13, and we do not knowingly collect data from anyone under 13. Discord requires all users to be at least 13 (or older where local law requires).

8. Reporting issues and appeals

To report a problem with the bot, a policy violation, or a moderation action you think was wrong, contact the Valkyrien Skies server staff. Staff review every report and can reverse automated actions.

9. Changes

If this policy changes, we will update the effective date above and publish the new version at this address.