1. Introduction

This Privacy Policy outlines how Mail System, a Discord bot for moderation and server protection, collects, uses, and protects your data. By using the bot, you consent to the practices described below.

2. Data Collection

We collect limited data to provide and improve the bot's functionality:

• Discord User Data: User IDs, usernames, avatars, roles, and guild memberships for moderation and security.
• Server Data: Server IDs, channel IDs, configuration settings, and audit channel preferences.
• Verification Data: Temporary access credentials and connection metadata collected during the verification process.
• Connection Data: Linked platform accounts and their public identifiers for security analysis.
• Log Data: Moderation actions, verification outcomes, and bot interactions for auditing.

We do not collect sensitive personal information such as real names, addresses, or payment details.

3. Data Usage

Collected data is used to:

• Enable bot features like moderation, anti-raid protection, role management, and verification.
• Detect and prevent alternate accounts through security analysis.
• Maintain server security through logging and monitoring of moderation actions.
• Improve bot performance and troubleshoot issues based on usage patterns.

Data is not shared with third parties except as required by law or to comply with Discord's API policies.

4. Data Storage and Security

We take reasonable measures to protect your data:

• Data is stored in an encrypted SQLite database with WAL mode and thread-local connections.
• Access tokens are temporary and deleted after verification completion.
• Startup backups create gzip snapshots of critical data before any code runs.
• Logs are retained for up to 90 days for auditing and then purged.

While we strive to ensure security, no system is 100% secure. You are responsible for securing your Discord account and server.

5. External Services

Mail System uses select external services for security and threat analysis purposes. These services may receive limited connection data solely for the purpose of analyzing potential risks during the verification process.

6. Contact and Data Requests

For questions, data access requests, or to report privacy concerns, contact us at mailsystembot@protonmail.ch. We will respond within 48 hours. You may request deletion of your data, subject to verification and legal requirements.