Eofh-Bot

1. Introduction

EOFH Development ("we", "us", "our") operates the EOFH-BOT Discord application and the web dashboard at bot.eofh.ee. Our main website is eofh.ee.

This Privacy Policy explains what personal data we collect when you use EOFH-BOT in a Discord server or when authorised administrators use the web dashboard, how we use and store that data, which third parties may process it, and how you can exercise your rights.

By adding EOFH-BOT to a server or using the dashboard, you acknowledge that this policy applies to the processing described below. Server administrators are responsible for informing their members that EOFH-BOT is present and for configuring features in line with applicable law.

2. Data Controller

The data controller for EOFH-BOT is EOFH Development. For privacy requests, contact us using the details in Section 12.

3. Data We Collect

We collect only the data necessary to operate the features enabled in a server or dashboard. Depending on which features are used, this may include:

3.1 Discord account and server identifiers

User IDs, usernames, display names, and avatar URLs — to identify members and administrators in bot commands, logs, tickets, and the dashboard.
Server (guild) IDs, names, and icons — to store per-server settings and show the correct server in the dashboard.
Channel and role IDs — to deliver configured features such as logs, tickets, onboarding, reaction roles, and announcements.
Member counts and online counts — aggregated server statistics updated by the bot (online counts use Discord presence data where enabled).

3.2 Message-related data

Temporary message cache (up to 48 hours) — when message logging is active, the bot temporarily stores message text, message ID, channel ID, user ID, and username so deleted or edited messages can be logged even if Discord no longer provides the original content. Cache rows are automatically deleted after 48 hours or when the message is deleted.
Edited and deleted message logs — if configured by server administrators, the bot stores the original and/or updated message content together with user ID, username, channel ID, and channel name.
Ticket messages — messages sent in active ticket channels are stored so staff can view them in Discord and in the web dashboard.
Ticket form submissions — answers submitted through ticket opening forms are stored for support handling.

We do not permanently store ordinary server chat messages except as described above (temporary cache, delete/edit logs, or tickets).

3.3 Moderation and staff activity

Warnings, bans, kicks, timeouts, and related reasons — including moderator ID, moderator username, target user ID, and target username.
Staff activity records — actions performed through the dashboard or bot where activity tracking is enabled (actor, target, action type, and contextual metadata).
Automod configuration — custom banned word lists and automod settings configured by server administrators.

3.4 Engagement and community features

XP and level data — user ID, username, XP total, and level per server for the leveling system.
Onboarding records — rules acceptance time, completed onboarding steps, selected options, and associated role assignments.
Birthday data — user ID, username, and the month/day a member chooses to register (we do not require or store a birth year).
Invite tracking — invite codes, inviter user ID and username, joiner user ID and username, and join timestamps.
Giveaway records — prize details, host information, message IDs, end time, and winner user IDs derived from reactions.
Reminders — user ID, channel ID, reminder text, and scheduled delivery time.
Reaction role mappings — message IDs, emoji, and role IDs configured by administrators.
Temporary voice channels — channel ID, owner user ID, and owner username while a temp channel exists.
Announcements and server content — text, embeds, and metadata for posts created through the dashboard, including author ID and username where applicable.

3.5 Live alerts and linked creator accounts

Live alert profiles — Discord user ID, Discord username, linked platform type (Twitch, YouTube, or TikTok), public platform identifier, and last known live/post notification state.
Creator sync (optional) — if a member uses the creator linking page, we request Discord OAuth scopes identify and connections to read which Twitch, YouTube, or TikTok accounts they have linked to their Discord profile. We store the resulting public platform identifiers needed for live alerts. We never ask for passwords or non-Discord login credentials.

3.6 Web dashboard authentication

Session data — when you log in with Discord, we store your Discord user ID, username, avatar URL, and session cookie data server-side so you remain signed in.
OAuth tokens — for dashboard administrators we store Discord OAuth access and refresh tokens in our database so the dashboard can call the Discord API on your behalf (for example to list servers you manage). We do not store Discord passwords.
Admin and guild access records — which Discord users are authorised to manage which servers, their role (owner/admin), and last login time.

3.7 Data we do not collect

Discord passwords or account login credentials.
Payment card or financial account details (EOFH-BOT does not process payments from end users).
Voice or video recordings from Discord voice channels.
Private Discord message content for advertising, profiling, or resale.

4. How We Use Your Data

We use collected data solely to:

Provide and operate EOFH-BOT features configured in a Discord server.
Display server information and logs to authorised administrators in the web dashboard.
Enforce automod and moderation settings chosen by server administrators.
Send configured notifications such as welcome messages, reminders, birthday messages, and live stream alerts.
Maintain security, troubleshoot issues, and improve reliability of the service.
Respond to support requests and legal/data-subject requests.

We do not sell, rent, or trade personal data. We do not use Discord message content to train machine learning or AI models. We do not use your data for third-party advertising.

5. AI-Assisted Ticket Features (Optional)

If enabled by the service operator, authorised staff may use an optional AI helper in the ticket dashboard to summarise a ticket or draft a reply. When this feature is used, relevant ticket message content is sent to OpenAI for processing. This is inference only — not model training — and is triggered manually by an administrator; it does not run automatically on all messages.

OpenAI's handling of data is governed by OpenAI's Privacy Policy.

6. Third-Party Services

EOFH-BOT relies on the following third-party services to function:

Discord — API access for bot and dashboard functionality. See Discord's Privacy Policy.
OpenAI — optional ticket AI helper only when configured and explicitly used (see Section 5).
Twitch — public API access to detect live streams for configured live alerts.
YouTube / Google — public API access to detect live streams and channel activity for configured live alerts.
TikTok — public profile/page requests to detect live status or new posts for configured live alerts. We do not receive TikTok account passwords.

These providers process data only as needed to deliver the features above. We do not share Discord API data with data brokers, advertising networks, or monetisation services.

7. Data Storage, Security, and Location

Data is stored in a private database operated by EOFH Development and is accessible only to authorised service operators. The web dashboard is served over HTTPS. Communication between the web server and the bot process uses a localhost-only internal API protected by an authentication token.

We use reasonable technical and organisational measures to protect data against unauthorised access, alteration, or disclosure. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

If we become aware of unauthorised access to personal data, we will notify affected users and/or regulators where required by applicable law.

8. Data Retention and Deletion

Message cache rows are automatically deleted after 48 hours.
Server data is generally retained while EOFH-BOT remains in the server and the feature that created the data is in use.
Server removal via dashboard — when a server owner removes EOFH-BOT through the web dashboard, we delete that server's associated data from our database, including settings, logs, tickets, levels, onboarding records, invite tracking, live alert profiles, and related records.
Bot removed from Discord — when the bot is kicked or removed from a server, we delete that server's associated data from our database automatically, the same as the dashboard removal flow.
Administrator account data (including OAuth tokens) is retained while the account remains authorised and is updated on login.

Server administrators and individual users may request deletion of specific records at any time (see Section 11).

9. Cookies and Local Storage

The web dashboard uses essential session cookies to keep you signed in after Discord OAuth login. We do not use advertising or cross-site tracking cookies on bot.eofh.ee.

10. Legal Basis (EEA / UK Users)

Where GDPR or UK GDPR applies, we process personal data on the following bases:

Performance of a service — to provide EOFH-BOT features requested by server administrators and users interacting with the bot.
Legitimate interests — to maintain security, prevent abuse, keep logs configured by administrators, and improve service reliability, balanced against your rights.
Consent — where you choose to log in with Discord OAuth, link creator accounts, or where a server administrator enables optional features that require your interaction.

11. Your Rights

Depending on your location, you may have the right to:

Request access to the personal data we hold about you.
Request correction of inaccurate data.
Request deletion of your personal data.
Request restriction of processing or object to certain processing.
Request data portability where applicable.
Withdraw consent where processing is based on consent.
Lodge a complaint with your local data protection authority.

To exercise these rights, contact us at info@eofh.ee or via the EOFH Discord server. We will respond within a reasonable time and in accordance with applicable law.

If you are a member of a Discord server using EOFH-BOT, you may also ask that server's administrators to remove the bot or delete server-side records they control.

12. Children's Privacy

EOFH-BOT is not directed at children under 13, and we do not knowingly collect personal data from children under 13. Use of EOFH-BOT also requires compliance with Discord's Terms of Service, which set a minimum age for Discord accounts. If you believe we have collected data from a child under 13, please contact us and we will delete it.

13. International Data Transfers

Some third-party providers listed in Section 6 may process data outside your country of residence (including the United States). Where required, we rely on appropriate safeguards such as standard contractual clauses or equivalent mechanisms offered by those providers.

14. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this page. Material changes may also be communicated through the dashboard or our Discord support server. Continued use of EOFH-BOT after changes take effect constitutes acceptance of the updated policy.

15. Contact

For privacy questions, data requests, or reports relating to EOFH-BOT, contact: