Privacy Policy

The terms of this Privacy Policy were last updated on the 24th of July 2024.

Key points

  • The use of this application ("Bot") in a server requires the collection of some specific user data ("Data"). The Data collected includes, but is not limited to Discord ID values, inputs by the user into Ohana commands and components, and direct messages from users to Ohana on Discord. Use of the Bot is considered an agreement to the terms of this Policy.
  • The Data collected is used to provide the necessary functionality, and is not shared with any third party services except for services used for storing the data, as described in this document.
  • This Privacy Policy ("Privacy Policy") applies to the use of the service ("Service", "Bot") provided by Discord Bot Ohana (hereinafter also referred as "we", "us" or "Ohana").
  • Users may request to receive a downloadable copy of their data or have their Data deleted using the methods specified in this document.

Definitions

The terms of this Privacy Policy were last updated on the 24th of July 2024.

Data

Data means any information that relates to an identified or identifiable individual. The terms "collected" and "stored" are used interchangeably in this document to refer to the act of collecting and storing data.

User

User means a unique individual using the Service, as identifiable by their Discord user ID.

Usage Data

Usage Data is data collected (generated) automatically by the use of services that Ohana offers.

Discord

Discord is the service or platform by which Ohana's services are accessed through the use of the Discord bot Ohana.

Server

A server is a unique Discord server in which Ohana is present, identifiable by its Discord server ID.

Slash Command

Slash Command indicates a command that can be invoked by typing / followed by the command name provided by Ohana.

Component

Component indicates a Discord message component, such as a button, a select menu, or a modal with any text input fields within it that are attached to messages sent by Ohana.

Interaction

An interaction is a Discord interaction that is generated by a user interacting with a component attached to a message sent by Ohana, or with a slash command provided by Ohana.

Message Content

Ohana will scan your message content (text) in-memory without saving it, if and only if you explicitly enabled a feature that requires message content to be scanned. Such features include but are not limited to "Auto-Responder", "Banned Topics" and "XP Gain Advanced Analysis".

  • Initially upon adding Ohana to your server, all of the above features are disabled by default.
  • Any feature added in the future to Ohana that requires reading message content will be disabled by default.
  • Features can be as easily disabled as they are enabled, by using the appropriate settings slash command.
  • Ohana will not scan your message content for any other purpose than to provide the functionality of the features you have enabled. Ohana will also never store your message content for any purpose. The only remnant of your message content is a log stating that a feature was triggered at X time for analysis purposes - if and only if the feature was triggered and it was enabled on your server.

Data storage location types and their retention periods

Ohana will store data in any or a number of the following locations.

  • Ohana's secure Firebase database (permanent retention until explicit deletion.)
  • Ohana's logs on logging service Logtail (temporary retention of a maximum of 8 days.)
  • Discord DMs between Ohana and the bot developer(s) (permanent retention until explicit deletion.)

Data storage by category

Ohana collects the following categories of data, and only the following categories of data, either permanently or temporarily as stated for each category below.

Reminders

  • Entry point: /remindme slash command.
  • Data collected: Discord user ID, reminder text (the "what" field) and reminder time (the "when" field).
  • Data retention location: Ohana's secure Firebase database.
  • Data retention period: until the reminder is sent (reminder time), or until the user requests to have their data deleted.

User XP

  • Entry point: any time a user sends a message in a server with "XP Gain" feature enabled in it.
  • Data collected: Discord user ID and server ID as a relation, XP amount, level, number of messages sent, XP decay amount, timestamp of last message sent, and timestamp of last XP decay.
  • Data retention location: Ohana's secure Firebase database.
  • Data retention period: until the user requests to have their data deleted.

External Usernames

  • Entry point: /link-myanimelist and /link-anilist slash commands, thereafter referred to as "linking commands".
  • Data collected: Discord user ID, username, and service name.
  • Data retention location: Ohana's secure Firebase database.
  • Data retention period: until the user uses the same linking commands with their linked usernames, or until the user requests to have their data deleted.

User Feedback and DMs with Ohana

  • Entry point: /feedback slash command, "Report a problem..." button where provided in a message sent by the bot, or by sending a DM to Ohana that is not interpreted as a command.
  • Data collected: Discord user ID and message content (in case of DMs), modal text input value (buttons), or slash command input data (feedback slash command).
  • Data retention location: Discord DMs between Ohana and the bot developer(s).
  • Data retention period: until the user requests to have their data deleted.

Usage Data/Logs

  • Entry point: any form of interaction with Ohana which can be slash commands or components (such as buttons, select menus, modals) that are provided by Ohana.
  • Data collected: Discord user ID mapping with the server ID (if available), slash command name or custom ID of the component.
  • Data retention location: Ohana's logs on logging service Logtail.
  • Data retention period: 8 days.

Server settings

  • Entry point: any interaction with Ohana that changes Ohana's server-specific settings (i.e. how Ohana behaves in that server). Can be slash commands or components (such as buttons, select menus, modals) that are provided by Ohana.
  • Data collected: Server ID along with the settings values set for this server. Settings values can contain Discord user IDs, channel IDs, role IDs, message IDs, boolean values and string values which the user has inputted with clear intent to set as a setting value.
  • Data retention location: Ohana's secure Firebase database.
  • Data retention period: until the user requests to have their server's data deleted, in which case the user must prove ownership of the server. Data in this category will also be automatically deleted if the bot has not been in the server for 30 days. Unsetting a setting value will also delete the data for that specific setting value.

User Music Library

  • Entry point: /music library, /music list show, /music list create slash commands, and any interaction with components (such as buttons, select menus, modals) that are provided by Ohana as a follow-up to these commands.
  • Data collected: Discord user ID, playlist names, tracks URLs.
  • Data retention location: Ohana's secure Firebase database.
  • Data retention period: until the user requests to have their data deleted. User data of this category can also be deleted by the user using slash commands and components provided by Ohana.

Data Usage

The data collected is used to provide the necessary functionality of Ohana, and will only exist within the specified data storage locations or in-memory while the bot is running. The data will not be used for any other purpose, and certainly will not be accessible to anyone but Ohana and the end user whom the data belongs to, except for the cases specified below.

Data Ownership

The data collected by Ohana belongs to the end user by whom this data was provided or generated. Data visibility is limited to the end user, except for the following cases.

  • Server settings data is visible to the server owner and users with the Manage Server permission. However, in many instances these settings will be available to read by all users in the server, such as "level roles".
  • Usage data/logs are visible to the bot developer(s).
  • Data collected by the /feedback slash command and "Report a problem..." buttons is visible to the bot developer(s).
  • Some commands will display data to other users if used in a public channel by the data owner, such as the /anilist and /mal slash commands.
  • Some commands allow users to view data (that is not considered sensitive) which is owned by other users, such as the /rank and /leaderboard commands, which show users' XP and level.

Data deletion and user requests

Users may request to either receive a downloadable copy of their data, or have their data deleted at any time by using any of the following methods.

  • Contacting the bot developer(s) via Discord DMs
  • Sending "delete data" to Ohana on Discord DMs
  • Emailing support@ohanabot.xyz
  • Joining the Ohana support server (Ohana's Inn) and requesting it on the appropriate "support" channel.

All of the above also applies to "server settings" data, which requires the user to prove ownership of the server before making the request.