Privacy Policy

01 Information We Collect

The Secretary collects only the categories of data needed to operate the bot's features. We do not intentionally collect or store sensitive personal information such as passwords, payment card numbers, government IDs, private account credentials, biometric data, or voice recordings.

• Guild (Server) IDs - Used to associate configuration, premium status, cleanup state, command settings, and feature data with the correct Discord server.
• User IDs - Used for AFK status, reminders, autoroles, reaction roles, giveaways, LOA, staff duty state, tickets, reports, verification, blacklists, moderation actions, NPC access, economy accounts, and premium grants.
• Role IDs - Used for autoroles, reaction roles, staff roles, verification roles, ticket access, ping prevention, AutoMod exemptions, dropdown actions, and permission checks.
• Channel IDs - Used for logs, tickets, forms, forums, counters, submissions, welcome messages, verification, LOA lists, callouts, reports, webhooks, embeds, economy channels, and configured command destinations.
• Message IDs - Used for persistent panels and messages such as reaction roles, giveaways, ticket panels, dropdowns, verification panels, webhook component actions, callouts, LOA lists, and saved embeds.
• Configuration Text - Stores administrator-provided setup content such as prefixes, restrictions, AutoMod settings, allowed links, blocked words, ticket text, forum questions, report forms, welcome templates, verification text, embed content, webhook content, dropdown labels, quote lists, and custom branding.
• Message Content When Required - Some features must read message text to function, including AutoMod, aliases, /ask prompts, NPC replies, setup prompts, tickets, reports, embeds, webhooks, forums, quotes, verification setup, welcome setup, and deleted/edited message display commands. Message content is used only for the feature being invoked.
• Temporary Runtime Caches - Some events are held briefly in memory, such as ghost-ping mention data, deleted/edited message snippets for snipe commands, cooldowns, and active setup prompts. These are not used to create advertising profiles.
• Moderation and Safety Data - Stores information needed for server safety features, such as blacklist state, ban/kick/timeout references, AutoMod module configuration, exempt roles/channels, protected roles, ticket ownership, staff records, and cleanup metadata.
• Ask Runtime Data - /ask prompts and generated replies may be processed to answer the user's request. /ask prompts are not used by us to train The Secretary, are not sold, and are not intentionally stored as permanent user profiles.
• Economy Data - Stores fictional game-only data such as cash, bank balance, cooldowns, services, businesses, fictional assets, companions, stock positions, loans, shop unlocks, transactions, rankings, rob/heist state, and progression.
• Premium and Entitlement Data - Stores guild IDs, activation dates, expiry dates, plan status, premium limits, and related support state needed to provide paid features.

If a user voluntarily types sensitive information into a ticket, report, form, embed, webhook, /ask prompt, or any server channel where the bot is configured to act, that content may be processed as part of the selected feature. Server administrators are responsible for configuring the bot in a way that matches their community's privacy expectations.

02 How We Use Your Information

All collected data is used exclusively to operate The Secretary's features. We do not sell user data, do not use data for third-party advertising, and do not build unrelated user profiles. Specifically:

• Guild, user, role, channel, and message IDs route commands, permissions, panels, logs, and persistent features to the correct Discord objects.
• Configuration text is used to render server-managed panels, embeds, forms, ticket systems, welcome messages, verification flows, webhooks, dropdowns, counters, AutoMod rules, and quotes.
• Message content is processed only where needed for commands, moderation, /ask responses, NPC interactions, setup flows, ticket/report submissions, aliases, logging features, or temporary utility features.
• /ask prompts are processed to generate responses. We do not use them to train The Secretary.
• Giveaway entries are used to track eligible participants and select winners.
• LOA, staff, reminder, verification, ticket, report, and moderation data is used to operate those server-management workflows.
• Economy data is used only for fictional gameplay, leaderboards, cooldowns, balances, purchases, services, businesses, and economy portal display.
• Cleanup data is used to remove stale configuration when channels, roles, messages, or servers are deleted or when the bot leaves a server.

We do not use your data for unrelated advertising, sale to data brokers, real-world credit decisions, employment decisions, insurance decisions, or AI training by The Secretary.

02A Feature-by-Feature Data Use

The following list explains how the bot's command groups use data in practice:

• About, Help, Invite, Website, Info, Ping, Timestamp - Display public bot, support, command, legal, latency, server, or link information. These commands do not create persistent personal records.
• Aliases and Prefixes - Read message content to detect a configured prefix and alias phrase, then route the alias to the matching slash command. Stores guild prefix settings, restrictions, premium checks, and command mapping state.
• AFK and Reminders - Store user IDs, messages, expiry times, reminder text, channel IDs, guild IDs, and timestamps so users can be notified or AFK state can be cleared.
• AutoMod, Blacklists, Clean, Cleanup, Logs, Utility Moderation - Process message text, links, mentions, attachments, roles, channels, audit information, and moderation targets to enforce server rules, prevent protected pings, detect ghost pings, purge messages, log server events, and clean stale data.
• Tickets, Reports, Verification, Welcome, Forum, Dropdowns, Callouts - Store administrator-configured panel text, questions, selected options, channel IDs, category IDs, role IDs, message IDs, ticket counters, and submitted text needed to run server workflows.
• Roles, Bulk, Staff, LOA, Counter - Store role IDs, user IDs, channel IDs, duty status, LOA state, counter type, target roles, and message IDs needed for role automation, staff management, leave tracking, and live counters.
• Embeds, Webhooks, Customization, Quotes, Server Invites - Store or process administrator-provided display text, saved embed names, webhook component actions, custom quote lists, branding preferences, colors, image URLs, prefixes, and feature restrictions.
• Ask, NPC, Roleplay, Fun, Actions - Process command inputs, /ask prompts, mentions, NPC definitions, roleplay text, and related interaction data to generate responses or interactive outputs.
• Giveaways - Store giveaway message IDs, channel IDs, guild IDs, prize text, winner count, host ID, end time, and entrant user IDs until the giveaway is completed and cleaned.
• Premium - Stores server entitlement records and plan dates so premium-only features can be enabled or disabled correctly.
• Economy and Black Economy Commands - Store fictional gameplay state such as balances, cooldowns, transactions, holdings, stock positions, services, businesses, rob/heist state, and rankings. This data has no real-world monetary value.
• Developer, Debug, Engine, Owner Tools - Restricted tools may process guild IDs, command names, diagnostics, sync status, and operational state to maintain the bot. These are limited to authorised operators or configured access groups.

Some commands temporarily wait for a user's next message during setup. Those messages are used as the user's answer to the setup prompt. When the answer becomes part of a saved server configuration, it is stored as configuration data; otherwise it is processed only for that interaction.

03 Data Storage and Security

All persistent data is stored in a MongoDB database (SecretaryDB) hosted on a cloud provider. Access to this database is restricted to the bot's backend process and authorised developers only.

We implement the following security practices:

• Database access credentials are stored exclusively as encrypted environment variables and are never hardcoded or exposed publicly.
• The database is not publicly accessible and requires authenticated connections.
• Communication between the bot and database uses encrypted connections (TLS/SSL).
• Access to production systems is limited to authorised personnel only.

While we take reasonable measures to protect your data, no system is completely immune from security risks. In the event of a data breach affecting your information, we will take prompt action to mitigate impact.

04 Data Retention

Data is retained only for as long as necessary to provide the service or protect the bot and its communities:

• Server configuration data is retained while The Secretary is active in your server, unless removed by command, cleanup, or deletion request.
• Setup prompt answers are retained only if they become part of a saved configuration, such as ticket text, embed text, forum questions, welcome text, verification text, or webhook content.
• Ghost ping cache is held in memory only and expires after approximately 5 minutes with no persistence to disk or database.
• Snipe/edit-snipe caches are temporary utility caches for recently deleted or edited messages and are not treated as permanent records.
• Giveaway data is retained until the giveaway ends and related cleanup is complete.
• Ticket, report, forum, verification, welcome, reaction role, webhook, counter, staff, LOA, and AutoMod configuration is retained while those features are active for the server.
• Reminder and AFK data is retained until the reminder is delivered, the AFK entry expires, or the user clears it.
• Premium records are retained for the duration of the subscription period and for a reasonable operational period thereafter.
• Blacklist and abuse-prevention records may be retained indefinitely where needed for safety, appeals, enforcement, and abuse prevention.
• Economy data is retained while the economy account or feature remains active, unless reset, deleted, or adjusted under the Terms of Service.

Server administrators may request deletion of their server's stored configuration data through the official support server. Some Discord-visible content, such as messages already sent into Discord channels, may need to be deleted inside Discord by users or server administrators with the correct permissions.

05 Data Sharing and Disclosure

We do not sell, trade, or rent any data to third parties. Data may only be disclosed in the following limited circumstances:

• Service providers — Our cloud infrastructure provider (Render.com) and database host (MongoDB Atlas) process data as necessary to host and operate the bot. These providers operate under their own privacy policies.
• Legal requirements — If required by applicable law, regulation, or valid legal process, we may disclose data to comply with such obligations.
• Protection of rights — We may disclose data to protect the rights, property, or safety of The Secretary, its users, or others, where legally permissible.

The Secretary does not integrate with any advertising networks, analytics platforms, or data brokers.

06 Your Rights and Choices

As a user or server administrator, you have the following rights:

• Access — You may request a summary of what data we hold associated with your server or user ID.
• Deletion — You may request deletion of all data associated with your server at any time. Removing the bot from your server and submitting a deletion request will result in complete data removal.
• Correction — Configuration data can be updated at any time using the bot's built-in setup commands. For data corrections outside of command scope, contact us directly.
• Opt-out — You may remove The Secretary from your server at any time, which will cease all data processing for that server going forward.

To exercise any of these rights, please open a ticket in our official Discord support server at discord.gg/jEbCezXfuS.

07 Third-Party Services

The Secretary interacts with the following third-party services in the course of operation:

• Discord - The bot operates inside Discord and receives data from Discord's API according to the permissions, intents, and commands used in each server. Discord's own policies apply to Discord accounts and platform data.
• MongoDB Atlas - Used for persistent bot storage such as server configuration, premium state, economy state, tickets, counters, role panels, verification settings, and related records.
• Render.com - Used to host the bot backend and web-facing pages or portals.
• Groq or Similar AI API Providers - Used by the /ask command to generate responses from prompts. We do not submit prompts for the purpose of training The Secretary, and we do not sell AI prompt data.
• Top.gg - We may submit server count statistics for bot listing purposes. No message content is submitted.
• QuickChart or Similar Image/Chart APIs - Economy or utility visuals may be generated from non-sensitive chart data, such as fictional game values.
• External Image URLs - Embeds, welcome messages, economy displays, avatars, banners, and server-configured content may reference Discord CDN URLs or administrator-provided image URLs.

We do not integrate with advertising networks, data brokers, or third-party tracking systems for user profiling.

07A Ask AI Data

The Secretary includes the /ask AI utility command. This command processes the user's prompt to generate a requested response.

• /ask prompts are not used by us to train The Secretary or create persistent user profiles.
• /ask prompts may be sent to an external AI provider solely to generate the requested response.
• Server administrators are responsible for communicating server-specific rules about command use to members.
• Users should not submit passwords, payment information, private credentials, government IDs, or other sensitive personal data into /ask prompts.
• AI outputs may be inaccurate, incomplete, or fictional and should not be treated as professional, legal, medical, financial, or safety-critical advice.

/ask is provided as a utility feature. It does not replace human moderation, professional advice, or Discord's own safety systems.

08 Secretary Economy Data

The Secretary Global Economy system is a fictional game feature. Economy data is stored only to operate gameplay features such as balances, purchases, services, businesses, fictional assets, cooldowns, rob/heist outcomes, rankings, and the visual economy portal at thesecretary.xyz/economy.

Economy balances, assets, companions, store inventory, services, games, and related statistics have no real-world monetary value. They are not cryptocurrency, securities, stored-value products, redeemable points, gift cards, NFTs, digital collectibles, or legally enforceable property rights. They exist only as fictional gameplay data within The Secretary.

Images used in the economy store, holdings display, companion listings, and economy portal are decorative and illustrative. We do not claim ownership of third-party intellectual property that may be visually referenced by gimmick, parody, inspiration, or placeholder use. AI-generated visuals may be created using tools such as ChatGPT, Gemini, or similar software. Any resemblance to real persons, brands, entities, products, or locations is unintentional and does not imply endorsement, affiliation, ownership, or identity.

Because economy data is fictional gameplay state, it may be adjusted, reset, limited, removed, corrected, or deleted at developer discretion for maintenance, balancing, bug repair, abuse prevention, moderation, database cleanup, legal compliance, or service changes. Creating or using an economy account means you understand that your fictional balances and assets are stored for gameplay and remain subject to these rules.

09 Official Bot Identity

The only bots publicly claimed under The Secretary Group are The Secretary™ #7042 and Aiko Kuangatara #8262. No other Discord bot is publicly claimed by us unless it is expressly listed through our official channels.

Our official bots follow these Terms of Service and Privacy Policy. We are not responsible for third-party bots, copies, impersonators, or services that claim association without authorization.

10 Children's Privacy

The Secretary is not directed at children under the age of 13. We do not knowingly collect personal data from children under 13. Discord itself requires users to be at least 13 years of age to create an account.

If you believe we have inadvertently collected information from a child under 13, please contact us immediately and we will take steps to delete such information promptly.

11 Changes to This Policy

We reserve the right to update this Privacy Policy at any time. When we make material changes, we will update the "Last Updated" date at the top of this document and may announce the changes in our official Discord support server.

Your continued use of The Secretary after any changes to this policy constitutes your acceptance of the updated terms. We encourage you to review this policy periodically.

12 Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or the data we hold, please contact us through the following official channel: