Privacy Policy

This document serves as the Privacy Policy for the bots created for the Microsoft Community. For information about the bots used in the server, see the Bots page.

If you have questions or concerns about this policy or about the bots used in the Microsoft Community, you may send a direct message to @Moderators' Mail in the Microsoft Community server, or reach out to a member of the moderation team.

Users who wish to opt out of data processing or storage by these bots must leave the Microsoft Community Discord server. Users may request to have their data removed by sending a direct message to the @Moderators' Mail bot or @erisachu, or those who do not wish to use Discord may request data removal by sending an email to privacy [at] erisa [dot] uk. Users who request to have their data removed will be permanently banned from the Microsoft Community server to ensure that future data from them is not collected. Data may persist in backups for a limited amount of time after deletion.

Cliptok

Cliptok processes and stores some data provided by Discord. This data includes:

• The content, and certain information about the author (including user ID, username, display name or nickname, and avatar URL) of any message sent or edited in any channel where Cliptok has permission to read messages. This data is stored for up to 30 days. This data is used to check messages against moderation filters and to log and take action against messages in violation of those filters, and is stored to provide logs for edited and deleted messages.
• Certain data about server members when they join the server, leave the server, or update their profile, such as their user ID, username, display name or nickname, and avatar. This data is not stored. This data is used to provide logs for member joins and leaves, and for member profile updates such as role updates and username updates.
• Certain data about users if any server member uses a command that fetches data about another user, such as the requested user's user ID, display name or nickname, avatar, when their Discord account was created, and any server roles or permissions they may have. This data is not stored. This data is only used as needed to execute the command.
• Data provided by server members (such as reminder content) when they run reminder commands, stored alongside the user's user ID. This data is stored until the reminder is triggered. This data is used to facilitate reminders.
• Data provided by server moderators (such as the reason for a moderation action) when they run some moderation-related commands (such as /warn or /mute), stored alongside their or another server member's user ID. This data is stored for as long as is needed to facilitate the respective moderation action, which in some cases may be until manually deleted. This data is used to assist moderators in effectively moderating the server.

Cliptok may share parts of the content of some messages with external services to check the messages against moderation filters. If the content of a message contains a URL, Cliptok will send the domain name from each URL to the Anti-Fish API at https://anti-fish.bitflow.dev/. In some cases, if the content of a message contains a Discord server invite, Cliptok may send the Discord server invite to the phish.gg API at https://api.phish.gg. The full content of messages is never sent by Cliptok to any third-party service.

Some data collected by Cliptok, including user IDs (but not usernames, display names or nicknames, or avatars) is included in debug logs generated by Cliptok. These logs are retained for up to 90 days.

Data stored by Cliptok is stored by Hetzner in Ashburn, Virginia. This data may additionally be stored in encrypted backups for a limited amount of time. Backups are stored by Hetzner in Ashburn, Virginia, and by BorgBase in Boston, Massachusetts. Debug logs generated by Cliptok are stored by OVH in London, UK.

Solaris

Solaris processes and stores some data provided by Discord. This data includes:

• Certain information about the author (including user ID, username, display name or nickname, and avatar URL) of any message sent in any channel in the Microsoft Community Discord server where Solaris has permission to read messages. This data is stored until manually deleted, and is displayed on the server leaderboard at https://xp.msft.chat. For members who have left the Microsoft Community server, only the member's user ID is displayed on the server leaderboard.

Solaris does not process or store the content of messages.

Data stored by Solaris is stored by Hetzner in Ashburn, Virginia. This data may additionally be stored in encrypted backups for a limited amount of time. Backups are stored by Hetzner in Ashburn, Virginia, and by BorgBase in Boston, Massachusetts.

Heartosoft

Heartosoft processes some data provided by Discord. This data includes:

• The content, and certain information about the author (including user ID, username, display name or nickname, and avatar URL) of any message on which a :Heartosoft: reaction is added, in any channel in the Microsoft Community Discord server where Heartosoft has permission to read messages. This data is not stored, and is only used to forward relevant messages to the server's #starboard channel.

Heartosoft does not store any data persistently.

Moderators' Mail

Moderators' Mail (also referred to as "Community Moderators") processes and stores some data provided by Discord. This data includes:

• The content, and certain information about the author (including user ID, username, display name or nickname, and avatar) of any message sent to Moderators' Mail via Direct Message or sent in a modmail thread channel in the Microsoft Community server. This data is stored until manually deleted. This data is used to facilitate communication between members and moderators in the Microsoft Community server, and is stored to provide moderators with logs of past modmail threads.
• Certain data about server members when they join or leave the server, such as their user ID. This data is not stored. This data is used to alert moderators of the Microsoft Community server when a user joins or leaves the server while the user has a modmail thread open.

Data stored by Moderators' Mail is stored by Fly.io in Secaucus, New Jersey.