This policy transparently describes the data processed by Armquad,
a Discord bot developed by Armquad, in accordance with the
General Data Protection Regulation (GDPR).
You can access, export, and fully delete your data at any time from the My account.
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) |
| 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 |
| 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 |
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.
support, security, and service improvement. These messages remain stored in that Discord channel until deleted from it. 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.
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.
- x None third-party tracker, no analytics, no advertising
- x Banking, biometric, or location data
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 two purposes: (a) DM conversation with the bot and (b) generating topics for the Guess Who.
The content of your DMs 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.
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.
- + 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.
05 Your GDPR rights
In accordance with articles 15 to 22 of the GDPR, you have:
xRight to erasure
Delete all of your data stored by Armquad. Immediate and irreversible action.
/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.