Privacy Policy

This Privacy Policy ("Policy") describes how Space Archive Studios ("we", "us", or "the Studio") handles information in connection with Space Archive Concept Manager (the "Bot"). It applies to anyone who interacts with the Bot through Discord, including server members and server administrators. The Bot is designed to collect only what is necessary to process commands and return responses.

1. Information We Collect

The Bot collects the following categories of information strictly for the purpose of processing commands and delivering responses:

• Discord User IDs. When you issue a command, the Bot receives your Discord user identifier so it can route the response back to you, enforce per-user rate limits where applicable, and log minimal usage for operational health. We do not collect usernames, avatars, discriminator tags, or profile details beyond what Discord's API makes available to a bot in the normal course of an interaction.
• Server message context. To respond meaningfully, the Bot may read the message that triggered a command, including the channel it was sent in and any immediate context needed to parse the command. This is used only at processing time and is not retained as a permanent record beyond what is necessary for operational logs.
• Command usage metadata. We may temporarily retain high-level, non-personal usage signals, such as command names invoked and rough counts, to monitor the Bot's health, detect abuse, and improve stability. These signals are not combined with your identity to build a personal profile.

The Bot does not collect, store, or transmit the following:

• Passwords, tokens, or other credentials beyond the Discord bot token required to operate.
• Personal messages unrelated to Bot commands, outside of the triggering message context described above.
• Voice, video, or audio content.
• Offline activity, browsing history, or any information from outside Discord.

2. How We Use Your Information

We use the information described above solely to:

• Process and respond to your Bot commands.
• Maintain the Bot's operation, stability, and security.
• Enforce rate limits and detect abuse or spam.
• Provide operational logs needed to diagnose faults or respond to incidents.

We do not use your information for advertising, profiling, marketing, or any purpose unrelated to operating the Bot.

3. Data Sharing & Sales

We do not sell your data. We do not rent, trade, or otherwise monetize any information collected through the Bot. We do not share personal information with third parties except where strictly necessary to operate the service, such as data transmitted through Discord's infrastructure as part of normal bot operation, or disclosures required by law.

If we ever need to share information with a service provider to operate the Bot, such as a hosting provider, we limit that sharing to the minimum necessary and rely on contractual commitments to protect the data. We are not responsible for the practices of Discord or any third-party service beyond our direct control.

4. Local Storage & Retention

Where the Bot retains data locally on the Studio's operational systems, we keep it only for as long as it is needed for the purposes described in this Policy, or as required by law. Retention generally follows these principles:

• Command-triggered message context is retained only for the minimum duration needed to process the request and handle any immediate follow-up, and is not pooled into a long-term personal archive.
• Operational and usage logs are retained only as long as necessary for monitoring, debugging, and abuse detection, and are maintained in a form that does not build a personal profile of individual users.
• If you remove the Bot from a server or stop interacting with it, we cease collecting new information from that context, and existing operational data is disposed of on the schedule described above.

5. Discord's Role

The Bot runs on Discord's platform and is subject to Discord's own data practices, Terms of Service, and privacy policy. Discord may collect and process information in connection with bot operations as described in Discord's documentation. We encourage you to review Discord's policies to understand how Discord handles data in connection with bots and servers. We are not responsible for Discord's collection or use of information.

6. Your Choices

Because the Bot operates through Discord, your primary controls are the permissions you grant the Bot when inviting or configuring it, and the server settings you manage as an administrator. You may remove the Bot from any server at any time. Server administrators may revoke or adjust the Bot's permissions, which limits what the Bot can access in that server.

If you have a specific question or concern about how information is handled, contact us through the Space Archive Studios Discord server or through the official project channels and we will make reasonable efforts to assist.

7. Security

We take reasonable precautions to protect the Bot's operational systems and the data it handles, including securing the bot token and limiting access to operational logs. No system can be guaranteed to be completely secure, and we cannot promise absolute protection against all risks. If we become aware of a security incident that could affect your information, we will take reasonable steps to address it and, where appropriate, notify affected users.

8. Children

The Bot is intended for users who meet Discord's minimum age requirements, generally 13 and above. We do not knowingly collect information from children below that threshold. If you believe a child has provided information through the Bot in error, contact us and we will take reasonable steps to address it.

9. Changes to This Policy

We may update this Policy from time to time to reflect changes in the Bot, Discord's policies, or legal requirements. Material changes will be announced where practicable through the Bot's built-in announcements or the Space Archive Studios server. The updated Policy takes effect when it is posted, and continued use of the Bot constitutes acceptance of the revised Policy.