Privacy Policy

This policy explains what data the Ticket Bot Discord bot and its dashboard (gakuticket.duckdns.org) collect, why, and how it is handled. By adding the bot to a server or signing in to the dashboard, you agree to this policy.

Who runs this

Ticket Bot is an independent project operated by ayban (“we”, “us”). It is not affiliated with Discord Inc.

What we store

When the bot is in your server:

• Server ID, name and icon.
• Configuration you create: ticket categories, panels, embeds, messages, snippets, channel/role selections and settings.
• For each ticket: the opener's Discord user ID, the channel ID, timestamps, the staff member who claimed or closed it, and the close reason.
• Answers submitted to ticket intake forms.
• Transcripts — when a ticket is closed, an HTML copy of that channel's messages is generated. It includes message content, attachments, and the display names and user IDs of everyone who posted in the ticket.
• Ratings and any optional comment left after a ticket closes.
• Blacklist entries: the blocked user's ID, the reason, and who added it.
• An audit log of dashboard changes: the acting user's ID, the action, and a short summary.
• Images you upload in the dashboard, stored on our server.

When you sign in to the dashboard (Discord OAuth, identify + guilds scopes):

• Your Discord user ID, username and avatar.
• The list of servers you are in — used only to show which ones you can manage. It is cached briefly and not stored long-term.
• A session token is kept in a cookie in your browser. It is not stored on our servers.

Operational logs may briefly contain server or user IDs for debugging. If an error-reporting webhook is configured, error messages (which may include those IDs) are sent to a private channel controlled by the operator.

What we do NOT do

• We do not sell or rent your data.
• We do not share it with third parties for advertising or analytics.
• There are no ads, trackers or analytics scripts.
• We do not read or store messages from channels other than ticket channels, and only when a transcript is generated.

Third parties

• Discord — the platform the bot runs on; their Privacy Policy applies to the underlying service.
• Hosting — the bot, dashboard and database run on a private server. Data is not accessible to other tenants.
• Backups — backups of the database may be stored with an S3-compatible provider if the operator has configured one.

How long we keep it

• Transcripts are deleted automatically according to the retention period each server sets (0 = kept until deleted manually or purged on request).
• Configuration and ticket records are kept while the bot is in your server, and remain after the bot is removed unless you request deletion.
• Dashboard uploads not referenced by any config are cleaned up automatically.

Your choices and rights

• Server owners / managers can edit or delete categories, panels, snippets, blacklist entries and transcripts directly in the dashboard at any time.
• Anyone may request a copy of, or the deletion of, the personal data we hold about them (for example, transcripts of tickets they opened) by contacting us. We action reasonable requests within 30 days. Transcripts are shared records — removing one person's messages may require deleting the whole transcript.
• Removing the bot from a server stops all new data collection for that server. To also erase existing data, contact us.

Children

The bot is not directed at anyone under 13, or under the minimum age of digital consent in their country. Discord's Terms of Service already require users to meet these ages.

Changes

We may update this policy. Material changes will be noted by updating the date above. Continued use after a change means you accept the revised policy.

Contact

Data requests and questions: ayban on Discord, or via the support server listed on the bot's top.gg page.