Privacy Policy

1. Who we are

At The Moment Helper is operated by the At The Moment Team, based in Sweden (EU). For the data we collect directly (OAuth identity, our own web logs, AI prompts sent to our service), we are the “controller” under GDPR. For the content a Discord server produces (tickets, applications, transcripts, petition answers, XP), the server admin is an independent controller and decides what modules to enable and how long to keep data; we act as a processor on their behalf.

2. What data we collect

2.1 Discord identity & guild configuration

Your Discord user id, username/handle and avatar hash returned by OAuth.
The list of guilds where you have permissions, when needed to render the dashboard.
Guild configuration: roles, channels, module toggles and settings you save in the dashboard.
Role/permission state needed to enforce role-based access control (RBAC).

2.2 Operational content (per module)

Tickets & reports — messages, attachments (as URLs), staff notes, claims, department moves, timestamps and author ids.
Applications — form answers, reviewer decisions and reviewer comments.
Petitions — signatures, optional form fields and your Discord identity at the time of signing.
Giveaways — entrants, rerolls, winners, and role-requirement metadata.
Transcripts & archive — web-rendered copies of ticket/report/application threads, which may include message content, timestamps and author identifiers.
XP & leaderboard — message counters and leaderboard entries; opt-out is available server-side.
TempVoice — join-to-create events, active channel metadata, and policy assignments.
Custom staff commands — command usage logs to help staff review audit trails.
Message audit log — when a server enables action logging, content of deleted or edited messages (before/after text, author id, channel id, attachment metadata) may be stored for moderation review.
Optional bot DMs — if a server admin enables welcome DMs, role-change DMs, application flows, moderation notices, ticket rating requests, or staff timeclock reminders, the bot may send you related direct messages on Discord.
Cross-server ban network — if a server opts in to share bans, we store Discord user id, ban guild id, guild display name and timestamp so participating servers on the same bot/database can alert staff. Alert settings are separate and also opt-in.
Voice protocol (STT) — when staff start a voice-protocol session, audio from participants in that voice channel may be transcribed to text (utterances, display names, optional meeting protocol summary). A notice is posted when a session starts.
Game bridge telemetry — when a FiveM/RedM bridge is connected, player session data may include Discord id (if linked), licenses, IP address and hardware identifiers used for in-game moderation — this is game-server data, not Discord gateway IP.

2.3 AI module (Private AI) & moderation AI

Your prompts and the model’s responses, with timestamps, model identifier and a conversation id.
Moderation flags (if a prompt triggers an abuse filter).
Where the AI is served by our local AI model, prompts never leave our infrastructure. If an external provider is configured, prompts are transmitted to that provider under its own policy; this is noted in the dashboard.
Auto-mod / keyword AI may send message text to our local AI model or an external moderation API for classification only. We do not use Discord message content to train or fine-tune machine-learning models.

2.4 Social watchers

Public creator ids or handles you configure (YouTube channel ids, Twitch usernames, etc.).
Metadata of fetched posts/streams we cache to deduplicate notifications.

2.5 CMS uploads

Images and videos you upload via the site-admin CMS, the uploader’s Discord user id, and the upload timestamp.

2.6 Web data (dashboard)

Session — a signed session cookie and an OAuth access/refresh token linked to your user id.
Technical logs — IP address, user-agent, request path, HTTP status, latency and error traces.
Performance monitoring — marketing pages may load DebugBear RUM (page load and client error metrics). This is not used for advertising profiling.

Important: the Discord bot does not receive your raw IP from Discord messages — Discord proxies traffic. Our web server does receive your IP when you visit the dashboard, which is normal for HTTP services.

3. Why we process it

Provide core functionality (tickets, applications, reports, petitions, giveaways, XP, AI chat, TempVoice, CMS, voice protocol, game bridge).
Authenticate users via Discord OAuth and enforce role-based access control (RBAC).
Maintain auditability (who did what, when) for staff workflows, including message audit and moderation cases.
Prevent abuse, spam, fraud and automated attacks, and keep the Services secure and stable.
Optional cross-server ban alerts for participating communities on the same deployment.
Respond to support requests and debug incidents.
Comply with legal obligations and lawful requests.

4. Legal bases (GDPR Art. 6)

Contract — to provide the Services you request (dashboard login, ticket handling, AI chat, etc.).
Legitimate interests — to keep the Services secure, prevent abuse, and maintain audit logs. We balance these interests against your rights and freedoms.
Consent — where required for optional cookies/analytics, optional welcome/role DMs configured by a server, voice-protocol participation after notice, or opt-in ban-network sharing by a server admin.
Legal obligation — where required by Swedish or EU law, or by a valid lawful request.

We share data only with the actors needed to run the Services:

Discord — authentication, gateway traffic and message delivery; subject to Discord’s Privacy Policy.
Hosting & storage — our VPS/server provider and backup storage, acting as processors.
AI inference — by default we run models locally (our local AI model). If a server admin configures an external provider (e.g. OpenAI for moderation or STT), that provider becomes a sub-processor for those requests only, under its own policy.
Cross-server ban network — ban metadata is shared only among Discord servers that use this same bot deployment/database and have opted in to share bans. We do not sell this data or send it to advertisers.
Social APIs — YouTube, Twitch and similar platforms when you enable watchers; we only send the queries necessary to fetch public content.
DebugBear — optional RUM on public marketing pages (performance/errors).
Legal & safety — law-enforcement, regulators or platform providers when required to comply with law, protect rights, safety, or prevent fraud/abuse.

We do not sell personal data and we do not use it for advertising profiling.

6. International transfers

Our primary infrastructure is located in the EU/EEA. Some sub-processors (notably Discord) are based outside the EU/EEA; transfers rely on appropriate safeguards such as the EU Commission’s Standard Contractual Clauses. If we add new non-EU sub-processors, we will update this policy.

7. Data retention

We keep data only as long as it is needed. Typical retention periods:

OAuth sessions — until you log out or the token expires (usually within 7 days).
Web access logs — up to 90 days.
Error/diagnostic logs — up to 30 days.
Tickets, reports, applications, transcripts — until a server admin deletes them or enforces a retention rule. We do not auto-delete by default because admins rely on history.
Petitions — until the petition is closed or the server admin deletes it.
XP counters — until reset by the server admin or until you ask the admin to remove you.
AI conversations — kept for at most 30 days for abuse review, then rotated/deleted, unless a moderation incident requires longer retention.
Message audit log — automatically purged after 365 days (configurable via MESSAGE_AUDIT_RETENTION_DAYS).
Voice protocol sessions & utterances — automatically purged after 90 days (configurable via VOICE_PROTOCOL_RETENTION_DAYS); active sessions are kept until they end.
Cross-server ban records — until the ban is lifted on the sharing server, the server leaves the network, or a GDPR erase is processed.
Game bridge player sessions / identifiers — retained for moderation until erased by an admin or a GDPR erase request.
CMS uploads — until removed by the uploader or a site admin.
Other action / mod audit logs — up to 12 months for accountability and security where applicable.
Banned user/guild lists (site-admin) — until explicitly removed, to prevent re-abuse.

8. Security

TLS on all web endpoints (encryption in transit).
Signed, HTTP-only session cookies; access tokens scoped to the minimum required Discord OAuth scopes.
Role-based access control (RBAC) on every dashboard action.
Per-user and per-endpoint rate limits to mitigate brute force and scraping; outbound Discord DMs are also rate-limited.
Principle of least privilege for operational access to our servers.
Access monitoring, security logging and regular dependency updates.
Encryption at rest — databases and backups reside on operator-controlled infrastructure; we enable host/volume encryption where the hosting platform supports it. Secrets (bot token, OAuth secrets, bridge keys) are stored in environment configuration, not in source control.
Security incidents — if we become aware of unauthorized access to Discord API Data or other personal data we process, we will take containment steps, notify Discord as required by the Discord Developer Terms, and inform affected users or server admins where required by law or Discord policy. See our internal playbook in docs/COMPLIANCE.md.

No system is 100% secure. Please configure roles, channels and transcript visibility carefully in your server, and do not paste secrets or personal data of third parties into the AI chat.

9. Your GDPR rights

If you are in the EU/EEA you have the right to:

Access your personal data and information about how we process it.
Rectify inaccurate data.
Erase your data (“right to be forgotten”) where applicable.
Restrict or object to processing based on legitimate interests.
Withdraw consent at any time for processing based on consent.
Portability — receive your data in a structured, commonly-used format.

For content produced inside a specific Discord server (tickets, transcripts, petitions, XP, application answers), the server admin is the primary controller. Contact them first for deletion of their community logs. For system-level deletion (OAuth session, AI history, site-admin bans), contact us directly.

10. Cookies & local storage

Essential — session cookie, CSRF token and a small amount of localStorage to remember dashboard preferences. These cannot be disabled without breaking login.
Optional / RUM — we do not run advertising trackers. Public marketing pages may use DebugBear Real User Monitoring for performance and client-error metrics only.

11. Children

The Services are not directed at users below Discord’s minimum age for your region (typically 13 or 16 in the EU). If you believe a child has provided us personal data, contact us and we will delete it where appropriate.

12. Automated decision-making

We do not use automated decision-making that produces legal or similarly significant effects on you. Abuse filters (rate-limits, keyword filters, anti-spam) may temporarily restrict specific actions, but a human operator reviews account-level bans. AI-generated text is informational and is not used to decide your access to any feature.

13. Changes

We may update this Privacy Policy as the Services evolve. The “Last updated” date at the top always reflects the current version. Material changes will be announced in the dashboard and on our support server. Continued use of the Services after a change means you accept the updated policy.

14. Contact & complaints

Data-protection questions or GDPR requests? Contact us via the Contact endpoint or our Support Server. Reference “Privacy” in your message so we can route it quickly.

If you are unhappy with how we handle your request, you have the right to lodge a complaint with your local data-protection authority. In Sweden this is Integritetsskyddsmyndigheten (IMY) — imy.se.