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Undefined Manager - Privacy Policy

Last Updated: 01/03/2026

This Privacy Notice explains how the Undefined Studios Discord bot (“the bot”, “we”, “our”) collects, uses, and stores data when operating inside Discord servers. This notice applies only to the bot and not to other Undefined Studios services.

1. Information the Bot Can Access

The bot can only access information that Discord makes available based on the permissions granted by server administrators.

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User Information

  • Discord username and discriminator

  • User ID

  • Avatar

  • Roles and permissions

  • Public profile information

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Message Information

The bot may access message content only when required for its features, including:

  • Scam detection (OCR, QR scanning, keyword detection)

  • Moderation tools

  • Command processing

  • Logging of rule violations

  • Support ticket creation and transcript generation

The bot does not access or store private messages (DMs) between users.

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Server Information

  • Server name and ID

  • Channel names and IDs

  • Role names and IDs

  • Member counts

  • Audit log events (only if permissions are granted)

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2. Information the Bot Stores

The bot stores only the minimum data required to operate safely and effectively.

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Moderation Data

  • Warnings, timeouts, kicks, bans

  • Scam detection logs

  • Extracted text from images only when a violation occurs

  • User ID of the member involved

  • Moderator ID (bot or human)

  • Timestamp and reason

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Support Ticket System Data

When a support ticket is opened, the bot may store:

  • Ticket messages sent within the ticket channel

  • Usernames and user IDs of participants

  • Attachments uploaded within the ticket

  • A full transcript of the ticket conversation

Transcripts are automatically posted to a server‑selected channel for staff review. Transcripts may also be stored temporarily for processing before being delivered.

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Bot Analytics

  • Number of scams prevented

  • Command usage counts

  • System performance metrics

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Temporary Processing

For scam detection and moderation, the bot may temporarily process:

  • Image attachments

  • Embedded images

  • OCR text

  • QR code contents

These are not stored permanently unless part of a moderation log or ticket transcript.

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3. How the Bot Uses Your Data

The bot processes data for the following purposes:

  • Moderation: Detecting scams, harmful content, and rule violations

  • Safety: Automatically removing malicious images or links

  • Logging: Recording moderation actions for server staff

  • Support Tickets: Creating, managing, and delivering ticket transcripts

  • Automation: Running commands, assigning roles, and managing server features

  • Analytics: Tracking bot performance (e.g., scams prevented)

The bot does not use your data for advertising, profiling, or marketing.

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4. Data Retention

  • Moderation logs may be retained for community safety and server record‑keeping.

  • Ticket transcripts are stored only long enough to generate and deliver them to the configured staff channel.

  • Scam detection analytics contain no personal data and may be stored indefinitely.

  • Temporary image/OCR data is deleted immediately after processing unless part of a moderation action or ticket transcript.

  • Data may be deleted earlier at the request of a server administrator.

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5. Legal Basis for Processing

Under UK GDPR, the bot processes data under:

  • Legitimate Interests: Moderation, safety, support ticket handling, and server management

  • Consent: When server administrators install and configure the bot

  • Legal Obligation: When required for fraud prevention or compliance

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6. Data Sharing

The bot does not sell, share, or transfer your data to third parties.

Data may be shared only with:

  • Server administrators and moderators (via logs and ticket transcripts)

  • Undefined Studios staff for support or troubleshooting

No data is shared outside Discord unless required by law.

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7. Your Rights

You may request:

  • Access to your stored moderation data

  • Correction of inaccurate information

  • Deletion of your data (where legally permitted)

Requests must be made through a server administrator or by contacting us directly.

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8. Contact Information

For questions or data requests:

Email: support@undefinedstudios.co.uk Website: https://undefinedstudios.co.uk

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9. Changes to This Notice

We may update this notice to reflect changes in bot functionality or legal requirements. The latest version will always be available on our website or documentation.

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