Privacy policy — Armquad

01 Data collected

Armquad only collects the data strictly necessary for its modules to work. No sensitive data (health, opinions, biometrics) is collected.

💡 Explicit opt-in for birthdays: you choose to save your date via /birthday set. You can delete it at any time with /birthday delete or from the "Delete my data" button on the My account.

Data	Content	Purpose	Retention
Discord User ID	Unique numeric identifier	Identify users	As long as present
Discord Guild ID	Numeric server identifier	Identify servers	As long as present
Discord username	Displayed name (user_levels, audit_log, party_games_stats)	Display in /leaderboard and the audit log	As long as present
Server configuration	Admin preferences: active modules, channels, roles, messages	Make the bot work	As long as the bot is on the server
Moderation history	Warns, mutes, bans + reasons + moderator name	Moderation continuity	90 days (auto-purged)
XP & levels	XP points + level + total voice minutes	Progression system — removable from the public leaderboard via the 🙈 button under /level	No auto-purge
Dashboard audit logs	Who changed what, when, from the dashboard	Administrative traceability	180 days (auto-purged)
Birthday date (optional, opt-in)	Day + month + year (year is optional)	Wish a happy birthday per the admin's configuration	Until deleted by the user
Giveaway entries	User ID + number of entries per giveaway	Draw the winners	Deleted with the giveaway
Reaction → role mappings	Message ID + emoji + role (admin config, no user data)	Assign the role on emoji click	As long as the message exists
Content of DMs sent to the bot	Text and attachments of the direct messages you send to the bot	Deliver your message to the recipient YOU choose: your server's team, the assistant, or the bot's creator	Copied to the chosen recipient's channel (see box)
Notepad mode (if you choose it)	User ID + date of the choice	Keep the bot silent, even after a restart	Until you leave it (!menu) or ask for erasure
Ticket history (if enabled)	Opener, claim, category, rating and comment left after closing	Support tracking and statistics	No automatic purge — can be disabled via the “Ticket Statistics” option
Donations (if you make one)	User ID + amount + date + purchase reference. No banking details: the payment happens on Discord's side, and Discord passes us nothing of the sort	Award the honorary title and the place in the supporters list	Kept — anonymised, not deleted, upon an erasure request
Gifted month of Premium (if your donation includes it)	User ID + purchase date + chosen server and date	Place the month on the server you choose, and take it back if the donation is refunded	Kept; on an erasure request, a month not yet placed is deleted and a placed month is anonymised
Server Premium subscription	Guild ID + identifier of the person who subscribed + start and end dates	Apply the raised quota to the right server and withdraw the benefit when it expires	Duration of the subscription; the buyer is anonymised on request
Automatic backup (Premium)	Guild ID + chosen channel + frequency + User ID of the person who turned it on + date and result of the last upload. The file itself is not kept by us	Post the backup in the chosen private channel, as long as Premium lasts	As long as the setting exists
Custom bot (Premium)	Guild ID + User ID of the person who customized the bot + date; the bio written for the bot	Restore the original bot when Premium ends; show the bio again in the editor (Discord doesn’t send it back)	Until the original profile is restored (button or end of Premium)
Voice relay scenes (Premium)	Channels + User IDs of the relayed people and roles + User ID of the admin who saved the scene	Start the relay when one of these people arrives	Until an admin deletes the scene
Voice relay answer (Premium)	User ID + “agrees” or “refuses” to be relayed + date, per server	Only relay the voice of people who agreed	Until an admin clears the answer
Alt accounts (if the server turns it on)	Guild ID + User ID + connection fingerprint (keyed hash, impossible to trace back to the address, specific to each server) + date, recorded when you pass the captcha on the website	Warn moderators when a new account shares the connection of an account already verified on this server	30 days (auto purge)
Cross-server copy (Premium)	Source channel, destination channel + User ID of the admin who set it up. Copied messages are not stored by Armquad	Copy a channel's messages to another server, set up by someone who manages both	Until an admin of either server stops it
Automatic translation (if the server turns it on)	Translated channels and their languages (admin setting). Message text goes to Groq for the time of the translation; only the “message → translation” link stays in memory, to delete the translation with the original	Translate messages in the channels chosen by an administrator	Setting: as long as it exists. Texts: not stored
Halloween and Christmas events (if the server takes part)	Guild ID + User ID + points, days in a row and gifts of the day, per season and per year	The mini-games, the leaderboard and the final podium	No automatic purge — deletable on request

Direct messages sent to the bot. When you write to the bot in a private message, it first asks who you want to talk to: the team of one of your servers, the assistant, or the bot's creator. Your message — text and attachments — is copied to the private channel of the recipient you chose; if you pick a server's team, it is that server's moderators who read it. A copy is also kept in a private channel belonging to the Armquad team, whatever the recipient — both the messages received and the replies sent to you — for support, security and traceability of exchanges made through the bot. Conversations with the assistant are copied to a channel reserved for the Armquad team, for support, security and service-improvement purposes. These messages remain stored in that channel until they are deleted there. Legal basis: legitimate interest (ensuring the service runs properly and securely). You can object by no longer using the DM conversation, or by contacting us (section 8). This is distinct from the AI's reply itself, which only keeps the last 10 exchanges in RAM.
“Notepad” mode chosen from the same menu only silences the bot: your messages are copied to the Armquad team's channel, like all the others.

02 Data NOT collected

For your peace of mind, here is what is never stored:

x AI history in the database. The AI's DM reply only keeps the last 10 exchanges in RAM, lost on every restart (the handling of DM content itself is described in section 1).
x Email or phone number
x IP address — not stored in the database. Used only in RAM for rate-limiting dashboard requests, with no persistence. Only exception: a server that turns on alt account detection keeps, for each account verified by the website captcha, a fingerprint of the connection — never the address itself (see section 1).
x None third-party tracker, no analytics, no advertising
x Banking, biometric, or location data
x Voice relay audio. The voice is relayed live from one channel to another: it is never recorded, never written down, and never kept in memory beyond a fraction of a second.
x Server backup files. Downloaded by you, or posted by the bot in a private channel of your server: we keep no copy. A restore reads the file in memory, just long enough to apply it.
x Images sent from the Messages page. Picked on your computer, they leave with the message and Discord hosts them: we keep no copy.
x Custom bot images. The chosen icon and banner go straight to Discord, which keeps them for that server: we do not store them.

03 Third parties & processors

Armquad relies on three technical processors:

Discord USA

Hosting platform. OAuth is used to sign in to the dashboard with the identify + guilds scopes only (never email). Governed by Discord's policy. Discord is also the seller for the paid options: it takes the payment and collects VAT. Armquad receives no card, no address and no invoice — only the information that “such a person bought such an item”.

Railway UE

Host of the application and the SQLite database. The data is stored in the region EU West (Amsterdam, Netherlands) — it does not leave the European Union. Railway Corp. as a company is however American, which exposes it to US law in the event of a legal request. Subject to the Railway's policy.

Groq USA

AI provider (GPT-OSS 120B model) used for three purposes: (a) DM conversation with the bot, (b) generating topics for the Guess Who game, and (c) the automatic translation of channels chosen by an administrator. The content of your DMs, and of the messages in those channels, passes through their API. Per their policy, they do not store request content.

Transfer outside the EU : the database is hosted in the EU (Amsterdam). The processing that leaves the Union is Discord's — the platform itself, along with the private channel where backups are deposited — and Groq's, for the content of private messages sent to the AI and of messages in automatically translated channels. These transfers are governed by those companies' own contractual commitments (EU Standard Contractual Clauses, DPF-type certifications). As all three companies are American, a US judicial request remains legally possible even on data stored in Europe. By using the bot or the dashboard, you accept these transfers. If that is a problem for you, do not use the AI conversation in DMs and do not invite the bot.

04 Retention period

+ Server configuration : kept as long as the bot is present on the server. Deleted on request when the bot leaves.
+ Moderation history : 90 days, automatically purged every day.
+ Dashboard audit logs : 180 days, automatically purged every day.
+ XP & levels : kept as long as you are on the server (no automatic purge). Deletable on request.
+ Ticket history : no automatic purge, can be disabled by an admin (“Ticket Statistics” option). Removable on request.
+ AI reply in DMs : Last 10 exchanges in RAM, lost on reboot (no database).
+ Copy of received DMs : kept in a private Discord channel (support / security) until manually deleted — see section 1.
+ Conversations with a server team : kept for 90 days then purged automatically, like the moderation history. They feed the dashboard's “Private messages” page, which lets the team see what is still waiting for a reply. Deletable by the team at any time, and erased immediately if you exercise your right to erasure.
+ Donations : kept with no time limit, because they justify a publicly displayed title. Upon an erasure request the row is anonymised rather than deleted: the person disappears from the supporters list and from any named total, but the global total — which identifies nobody — stays accurate.
+ Backups : a compressed copy of the entire database is produced every night and deposited in a private Discord channel reserved for administration, for the sole purpose of restoring the service after an incident. These copies are not purged automatically.
+ Event points : kept per season and per year, for the leaderboard. Deleted on an erasure request.
+ Cross-server copy : kept until an administrator stops it. On an erasure request, your ID is removed from it: if neither server is Premium itself, the copy stops.
+ Server Premium subscription : kept for the duration of the subscription. Upon an erasure request the buyer's identity is removed but the server's subscription is maintained until it expires — it was paid for the server, and cancelling it would penalise all of its members.
+ Premium settings : kept as long as they exist. On an erasure request, your ID is removed from them: on a server that isn’t Premium itself, the setting stops. The custom bot goes back to its original profile there. Your voice relay answer is deleted and you are removed from the scenes: the bot will ask you again.

05 Your GDPR rights

In accordance with articles 15 to 22 of the GDPR, you have:

@Right of access

View and download all the data concerning you.

Export my data →

xRight to erasure

Delete all of your data stored by Armquad. Immediate and irreversible action.

Delete my data →

/Right to rectification

Edit your server's configuration directly from the dashboard.

!Objection / Restriction

Contact support to object to processing or restrict its use.

?Right to lodge a complaint

File a complaint with the CNIL in the event of an unresolved dispute with us.

.Right to data portability

The export from My account is provided in structured, readable JSON format.

Maximum response time : 30 days. The dashboard's export and delete buttons are instant.

Erasure and backups. A deletion takes effect immediately on the live database. Backups already produced still contain the data until they are deleted: they are never used for day-to-day operation, only to restore the service after an incident. Should a restoration reintroduce erased data, the deletion would be replayed.

One limit to be aware of if you have an active subscription. As long as a subscription is active, Discord tells us who the subscriber is every time the bot starts — that is how the benefit you paid for keeps being applied. A deletion requested during that period will therefore be followed by an automatic re-registration. For the erasure to be permanent, first cancel the subscription from Discord → Settings → Subscriptions, then run the deletion. Donations are not affected: once anonymised they stay that way permanently, even if Discord sends us the purchase again.

06 Cookies & sessions

+ Flask session cookie — strictly necessary for the service to work (dashboard authentication). Configured HttpOnly, Secure in production, SameSite=Lax.
+ Filesystem storage server-side in /data/flask_sessions (no session is carried entirely by the cookie).
x No third-party cookies, no trackers, no advertising tags.

07 Changes to this policy

This policy may change to reflect updates to the service or legal obligations. The version and the last-updated date are shown at the top of this page.

In the event of a substantial change (new processor, new purpose), we will notify the administrators of affected servers via the support channel.

08 Contact

For any question, request to exercise your GDPR rights (access, rectification, erasure, portability, objection), or complaint, you can contact the publisher via:

Email : [email protected] — preferred for formal and GDPR requests
Discord : support server — faster for everyday matters
Site : armquad.xyz

In the event of an unresolved dispute, you may file a complaint with the CNIL.