VOLL BOT Privacy Policy

This Privacy Policy explains how VOLL Games ("we," "us," or "our") collects, uses, stores, shares, and deletes information when the VOLL BOT Discord application (the "Bot") is used. The Bot supports the VOLL Games community with moderation, tickets, staff administration, activity systems, temporary voice channels, Roblox-related workflows, automated responses, and server information features.

By using the Bot or participating in a Discord server where it operates, you acknowledge the practices described in this Policy. Server administrators are responsible for informing their members about the Bot and configuring its features appropriately.

1. Information We Process

Discord account and server information

Depending on the enabled features, the Bot may process:

• Discord user IDs, usernames, display names, nicknames, avatars, and account metadata made available by Discord.
• Discord server, channel, message, role, interaction, and permission identifiers.
• Server membership events, including joins, departures, and member or role updates.
• Voice-channel state needed for temporary voice rooms, voice activity, ownership, movement, mute, or deafen functions.
• Presence information used to calculate aggregate online-member statistics for the server map.

Messages and attachments

The Bot may access message content, commands, attachments, embeds, replies, and message metadata when necessary to provide prefix commands, AutoMod, chat activity rewards, automatic responses, tickets, evidence collection, moderation review, and other configured message-based functions. It does not read messages in locations where Discord has not granted the Bot access.

Moderation and operational records

The Bot may create persistent records such as:

• Warnings, bans, timeouts, game-jail records, evidence references, review decisions, reasons, and responsible staff identifiers.
• Ticket records, ticket participants, claim and assistance actions, transcripts or summaries where configured, and closure information.
• Staff registrations, roles, statistics, activity records, vacations, resignations, and administrative revisions.
• Leveling, voice and chat activity, coins, streaks, reaction-role choices, rank assignments, and temporary-role expiration data.
• Server configuration, feature switches, channel and role mappings, scheduled jobs, and delivery state used to prevent duplicate automated posts.

Roblox and external-service information

When Roblox-related features are used, the Bot may process Roblox usernames, user IDs, ranks, group membership, game moderation records, and public game statistics. The Bot may also process URLs and public post information required for configured news or feed features.

2. Why We Use Information

We process information only as reasonably necessary to:

• Execute commands and interactions requested by users or authorized staff.
• Moderate the community, investigate reports, retain evidence, review staff actions, and support appeals.
• Create, manage, archive, and troubleshoot support tickets.
• Assign and restore roles, ranks, rewards, permissions, and temporary benefits.
• Operate leveling, voice activity, coins, streaks, welcome, reaction-role, and community automation systems.
• Synchronize approved Roblox actions and retrieve public Roblox information.
• Maintain server configuration, prevent duplicate processing, recover from failures, and secure the Bot.
• Produce aggregate statistics such as member totals, boost counts, current online members, and peak online members.
• Comply with Discord policies, applicable law, and valid safety or legal requests.

3. Privileged Discord Intents

The Bot requests privileged Discord Gateway Intents only for features that require them. Access is subject to Discord's controls and the permissions granted in each server.

• Server Members: member joins, departures, updates, roles, and member lists used for role management, moderation, staff workflows, tickets, welcome and leave handling, ranks, and temporary voice features.
• Presence: online-status events used only to calculate aggregate current and peak online counts. Individual presence histories are not retained.
• Message Content: message text, attachments, embeds, replies, and components accessible to the Bot and required for prefix commands, AutoMod, chat XP, automatic responses, tickets, evidence, and message-based workflows.

4. AI-Assisted Features

Some ticket workflows may use an external artificial-intelligence service, such as OpenRouter and a selected model provider, to generate assistance or classify the information needed for the workflow. When such a feature is used, limited ticket context may be transmitted to that provider for inference.

VOLL Games does not use Discord message content to train its own machine-learning models. AI output may be incomplete or incorrect and should not be treated as a final moderation decision without appropriate staff review. Users should not submit passwords, payment information, government identifiers, health information, or other highly sensitive information to an AI-assisted ticket.

5. Storage and Retention

The Bot stores operational data in MongoDB and may temporarily hold files or processing state while completing a requested workflow. We retain information only for as long as reasonably necessary for the purposes below, unless a longer period is required for security, abuse prevention, dispute resolution, or legal compliance.

• Server configuration: retained while the Bot is configured for the server or until an administrator removes the relevant configuration.
• Moderation and evidence: retained while needed for enforcement, appeals, repetition checks, staff accountability, safety, or dispute resolution.
• Tickets and staff records: retained while needed for support history, reporting, accountability, and operational continuity.
• Activity and rank data: retained while the relevant feature or account record remains active, or until it is reset or deleted.
• Aggregate presence statistics: peak and last successful server-map values may persist until the feature is reset or removed. Individual presence histories are not retained.
• Temporary processing data: deleted or replaced after the workflow completes, subject to technical logs, backups, and failure recovery.

Deleted information may remain for a limited period in secured backups or logs before being overwritten. We may retain a minimal record where necessary to prevent abuse, preserve moderation integrity, establish or defend legal claims, or comply with applicable obligations.

6. Sharing and Service Providers

We do not sell personal information or use it for third-party advertising. We may disclose limited information to:

• Discord, as the platform through which the Bot operates.
• Database, hosting, infrastructure, monitoring, and security providers that process data on our behalf.
• AI inference providers when a user or staff member uses an AI-assisted ticket feature.
• Roblox and public-data services when a Roblox or public-feed feature requires a request to that service.
• Authorized VOLL Games staff who need the information for moderation, support, appeals, administration, or security.
• Authorities or other parties when disclosure is required by law or reasonably necessary to protect users, the community, our rights, or service security.

Each third-party service processes information under its own terms and privacy practices. We aim to limit disclosures to the information required for the relevant function.

7. Security

We use reasonable administrative and technical safeguards appropriate to the Bot's operation, including restricted database and staff access, authentication controls, permission checks, secret separation, and encrypted connections where supported. No storage or transmission method is completely secure, and we cannot guarantee absolute security.

If we discover unauthorized access that creates a material risk, we will investigate, mitigate the issue, and provide notifications where required by applicable law or Discord policy.

8. Your Choices and Data Requests

Depending on your location and the nature of the record, you may request access, correction, or deletion of information associated with your Discord account. You may also stop direct use of the Bot by not invoking its commands, leaving a server where it operates, or asking a server administrator about available feature controls.

To submit a request:

1. Email vollgames20@gmail.com, or open a support ticket in the VOLL Games Discord server.
2. State that the request concerns VOLL BOT privacy data and identify the Discord account involved.
3. Complete reasonable verification so we do not disclose or delete another person's information.

We will review verified requests within a reasonable period. A request may be limited or refused where deletion would compromise another person's rights, active moderation or security work, abuse prevention, legal obligations, or records needed to resolve a dispute. Where full deletion is not appropriate, we may restrict access or retain only the minimum necessary information.

9. Children and Minimum Age

The Bot is intended for users who meet Discord's minimum age requirement in their country. We do not knowingly collect information from anyone who is not permitted to use Discord. If you believe such information has been processed, contact us so we can review and address it.

10. International Processing

Discord and our service providers may process information in countries other than the country where a user lives. Those locations may have different data-protection laws. We use service providers and safeguards appropriate to the Bot's operation and limit processing to the purposes described in this Policy.

11. Changes to This Policy

We may update this Policy when the Bot's features, providers, legal requirements, or data practices change. The revised policy will display a new effective date on this page. Material changes may also be announced through the VOLL Games Discord server or the Bot's help information.

12. Contact

Questions, complaints, and verified data requests may be directed to:

VOLL Games
Email: vollgames20@gmail.com
Website: https://vollgames.net
Discord support: https://discord.com/invite/voll