GYALIS DISCORD BOT — PRIVACY POLICY
Last updated: October 12, 2026

WHO OPERATES THE BOT
Gyalis is maintained by Water. The person who hosts and configures a bot instance is its operator. The operator controls its database, logging webhooks, optional integrations, and data retention. If you use an instance in a server you do not manage, contact that server's owner or the person hosting the bot for questions about that instance.

INFORMATION THE BOT HANDLES

• Discord identifiers and server details: user, server, channel, and role IDs, plus names and permissions needed to respond to commands and manage server features.
• Feature settings and records: configuration, moderation warnings, jail records, per-server command allowlists, bot developer access entries (user ID, the bot owner who granted access, and timestamp), tickets, suggestions, reminders, levels, economy balances, profiles, birthdays, poll questions and choices, and poll votes (including the voter's Discord ID and selected choice), plus other information members or server admins choose to save using a feature.
• Messages and attachments: Message text may be read in memory to run commands, moderation, games, or other enabled features. /purge reads up to 1,000 recent messages in the selected channel to find matches, then asks Discord to delete eligible messages; messages older than 14 days are skipped, and Gyalis does not keep a separate purge archive. Text submitted with /say or /embed is posted to the selected channel as the bot account. Text submitted with /webhook send is posted to the channel selected by the server operator through a bot-managed Discord webhook; the webhook ID and token are stored in the operator-configured MongoDB database. Server managers can choose log categories with /logs; message-sent logging is off by default. When message logs are enabled, the bot copies message text, author, server, channel and message IDs, timestamps, attachment links, and sticker names to the selected log channel. If the operator enables automatic welcome DMs, the bot sends new members a welcome embed containing the configured template and available user, server, and inviter details. If the operator has configured direct-message logging, messages and attachment links sent to the bot may be forwarded to the operator's logging webhook.
• Chatbot conversations: if a server enables the chatbot and the operator supplies a Groq API key, the message sent in the configured chatbot channel and recent conversation context may be sent to Groq to generate a reply. The bot keeps up to 20 recent conversation entries for each user and server in its local bot data store.

HOW INFORMATION IS USED AND STORED
Information is used to provide the feature requested, apply server settings, protect the bot and server, and diagnose errors. Persistent bot settings and feature records are stored in the MongoDB database configured by the operator. Some chatbot context is stored by the bot host. Message log copies remain in Discord channels or webhook destinations chosen by the operator.

SERVICES THAT MAY RECEIVE INFORMATION
Discord processes commands and server information so the bot can work. MongoDB stores the bot database selected by the operator. Optional or command-specific features may send a prompt, search term, track request, or other command input to a service that provides the result, such as Groq, GIPHY, Spotify or Lavalink, or an image, media, or information API. Those services handle information under their own policies. The operator's configured Discord channels and webhooks may also receive logs.

The module website does not currently set analytics cookies or include an analytics tracker. Its hosting provider may process ordinary request information, such as an IP address, under the host's own practices.

RETENTION AND DELETION
There is no single automatic deletion period for every feature. Records remain in the operator's database or Discord log destinations while needed for the enabled feature or until the operator deletes them. Turning off a feature or removing the bot may not erase records already stored. To ask for a record to be reviewed or deleted, contact the server owner or bot operator and include your Discord user ID and the server where you used the bot. For project-wide privacy requests, contact Water through the Gyalis support server: https://discord.gg/Z5YjfU3CJd

SECURITY AND UPDATES
The operator is responsible for protecting bot credentials, database access, and logging webhooks. No online service can promise perfect security. This policy may be updated when the bot's features or data handling change; the date at the top shows the latest revision.

THIRD-PARTY PRIVACY INFORMATION
Discord Developer Policy: https://discord.com/developers/docs/policies-and-agreements/developer-policy
MongoDB Privacy Hub: https://www.mongodb.com/legal/privacy