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Privacy Policy - KoBot Discord Bot

1. Introduction

This Privacy Policy explains how KoBot ("the Bot", "we", "our") developed by Kopo® (kopo.systems) collects, uses, stores, and protects your data when you use our Discord bot.

By using the Bot, you consent to the data practices described in this policy.

2. Information We Collect

2.1 Automatically Collected Data

When you use the Bot, we automatically collect:

User Information:

• Discord User ID (unique identifier)
• Username and display name
• Nickname (server-specific)
• Account creation date (from Discord API)
• User roles (server-specific)

Server Information:

• Discord Server ID (Guild ID)
• Server name
• Channel IDs and names where the Bot is used
• Server configuration settings

Usage Data:

• Commands executed and their parameters
• Timestamps of interactions
• Error logs and debug information

2.2 Message Content (Auto-Description Feature)

When enabled on a server, the Bot collects:

• Public message content from channels the Bot can access
• Limited to 500 characters per message
• Maximum of 50 recent messages per user
• Channel names where messages were sent
• Timestamps of messages

Important Notes:

• This feature can be disabled per server by administrators using /config
• Messages are only stored temporarily until an auto-description is generated
• After description generation, message history is deleted
• Private messages (DMs) are never collected
• Messages starting with / (commands) are ignored

2.3 Game and Competition Data

For servers using game features (CMZ Games, Paris, etc.):

• Player scores and statistics
• Competition results and rankings
• Betting history and balances
• Win/loss records

2.4 Server Management Data

For Minecraft and VPN management features:

• Server connection details (domains, ports)
• SSH configuration (paths, usernames)
• SSH private keys (stored locally, never transmitted)
• VPN configuration names

Note: Sensitive credentials are stored on the Bot's server and are never shared with third parties.

3. How We Use Your Information

3.1 Provide Bot Functionality

• Execute commands and respond to interactions
• Generate personalized AI responses
• Manage user profiles and statistics
• Track game scores and competition rankings

3.2 Auto-Description Generation

• Analyze message patterns and communication style
• Generate humorous personality descriptions via OpenAI ChatGPT
• Enhance AI command responses with context

3.3 Server Management

• Connect to and manage Minecraft servers
• Create and manage VPN configurations
• Execute remote commands via SSH

3.4 Improve the Bot

• Debug errors and improve performance
• Monitor API usage and costs
• Analyze feature usage statistics

3.5 Ensure Security

• Prevent abuse and spam
• Detect unauthorized access attempts
• Maintain rate limiting

4. Data Storage and Retention

4.1 Storage Location

• All data is stored on secure servers managed by Kopo®
• Data is stored on the Bot's host server
• Located in: France (subject to change)

4.2 Retention Periods

Data Type	Retention Period
User profiles	Until manual deletion or Bot removal from server
Message history (auto-description)	Maximum 50 messages, deleted after description generation
Auto-generated descriptions	Until manual deletion or user request
Game statistics	Until manual deletion or Bot removal from server
Command logs	30 days
Error logs	90 days
Server configurations	Until server removes the Bot

4.3 Data Deletion

You can request data deletion by:

• Using /support - Direct access to export and delete your auto-generated data
• Removing the Bot from your server (deletes server-specific data)
• Contacting us at kopo.systems
• Server administrators using /config to disable features

5. Data Sharing and Third Parties

5.1 We Share Data With:

OpenAI (ChatGPT API)

• Message content for auto-description generation
• User descriptions for AI command responses
• Subject to OpenAI's Privacy Policy

Discord

• The Bot operates within Discord's infrastructure
• Subject to Discord's Privacy Policy

5.2 We Do NOT:

• ❌ Sell your data to third parties
• ❌ Share data with advertisers
• ❌ Use data for marketing purposes
• ❌ Share private messages or DMs
• ❌ Share data with other users (except public leaderboards)

6. Security Measures

We implement reasonable security measures to protect your data:

• Access Control: Limited access to data storage
• Encryption: HTTPS for all API communications
• Secure Storage: Protected file system with restricted permissions
• Rate Limiting: Protection against abuse
• Regular Updates: Security patches and dependency updates
• Logging: Monitoring for suspicious activity

However, no method of transmission or storage is 100% secure. We cannot guarantee absolute security.

7. Your Rights (GDPR Compliance)

If you are in the European Economic Area (EEA), you have the following rights:

7.1 Right to Access

Request a copy of all data we have about you

7.2 Right to Rectification

Request correction of inaccurate data

7.3 Right to Erasure ("Right to be Forgotten")

Request deletion of your data

7.4 Right to Restriction

Request limitation of data processing

7.5 Right to Data Portability

Receive your data in a machine-readable format

7.6 Right to Object

Object to certain types of data processing

7.7 Right to Withdraw Consent

Withdraw consent for data processing at any time

To exercise these rights, contact us at kopo.systems with:

• Your Discord User ID
• Specific request details
• Proof of identity (if needed)

8. Children's Privacy

The Bot complies with Discord's minimum age requirements:

• 13 years old in most countries
• 16 years old in the EEA

We do not knowingly collect data from children below these age limits. If you believe we have collected data from an underage user, please contact us immediately.

9. Cookies and Tracking

The Bot does NOT use:

• Cookies
• Web beacons
• Browser tracking
• Third-party analytics tools

We only collect data through Discord's API as described in this policy.

10. International Data Transfers

Your data may be transferred to and stored in countries outside your country of residence, including France. By using the Bot, you consent to such transfers.

We ensure adequate protections are in place for international transfers in compliance with applicable laws.

11. Automated Decision-Making

The Bot uses automated decision-making for:

• AI-generated descriptions (based on message analysis)
• AI command responses (based on user profiles)
• Rate limiting (based on usage patterns)

These automated processes are designed for entertainment and do not have legal or significant effects on you.

12. Data Breach Notification

In the event of a data breach that affects your data, we will:

• Notify affected users within 72 hours of discovery
• Report to relevant authorities as required by law
• Take immediate steps to secure the breach
• Provide guidance on protective measures

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Changes will be:

• Posted in this document with a new "Last Updated" date
• Announced in servers using the Bot (for material changes)
• Effective immediately upon posting

Your continued use of the Bot after changes constitutes acceptance of the updated policy.

14. Third-Party Links and Services

The Bot may interact with third-party services:

• OpenAI ChatGPT: Privacy Policy
• Discord: Privacy Policy
• Server providers: Subject to their own privacy policies

We are not responsible for the privacy practices of third-party services.

15. Contact Information

For privacy-related questions, concerns, or requests:

• Website: kopo.systems
• Discord: Contact Itayon
• Data Requests: Email through kopo.systems contact form

Response Time: We aim to respond to privacy requests within 30 days.

16. Legal Basis for Processing (GDPR)

We process your data based on:

16.1 Contractual Necessity

• Providing Bot functionality you requested
• Executing commands and interactions

16.2 Legitimate Interests

• Improving Bot performance
• Preventing abuse and spam
• Maintaining security

16.3 Consent

• Message analysis for auto-description (can be disabled)
• Optional features requiring explicit consent

17. Data Protection Officer

For GDPR-related inquiries, you may contact:

• Website: kopo.systems
• Response Time: Within 30 days

18. Supervisory Authority

If you are in the EEA and believe we have not adequately addressed your privacy concerns, you have the right to lodge a complaint with your local data protection authority.

19. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights:

• Right to know what personal data is collected
• Right to delete personal data
• Right to opt-out of data sales (we do not sell data)
• Right to non-discrimination for exercising your rights

20. Specific Feature Privacy Details

20.1 Auto-Description Feature

• Data Collected: Public message content (max 500 chars per message, max 50 messages)
• Purpose: Generate humorous personality descriptions
• Retention: Messages deleted after description generation
• Control: Can be disabled per server via /config
• Third-Party: Sent to OpenAI for processing

20.2 AI Commands (ping, gay-meter, ship, smash-or-pass)

• Data Used: User descriptions (manual + auto-generated)
• Purpose: Generate personalized humorous responses
• Third-Party: Sent to OpenAI ChatGPT API
• Cost Tracking: API usage costs are logged

20.3 Minecraft/VPN Management

• Data Collected: Server credentials, SSH keys, configuration files
• Storage: Stored locally on Bot's server
• Access: Only authorized users per server configuration
• Security: Protected file system, not transmitted to third parties

20.4 Game and Competition Features

• Data Collected: Scores, rankings, betting history
• Visibility: Displayed in public leaderboards
• Retention: Until Bot removal or manual deletion

21. User Consent

By using KoBot, you consent to:

• Collection of data as described in this policy
• Processing of data for Bot functionality
• Transfer of data to third parties (OpenAI, Discord) as necessary
• Storage of data on our servers
• Automated decision-making for AI features

You can withdraw consent at any time by:

• Stopping use of the Bot
• Removing the Bot from your server
• Requesting data deletion

22. Transparency Report

We commit to transparency:

• This Privacy Policy is publicly available
• We log and can provide information on data access requests
• We notify users of significant privacy-related changes

23. Summary

In Plain Language:

✅ We Collect:

• Your Discord ID, username, and server activity
• Public messages (only if auto-description is enabled)
• Game scores and command usage

✅ We Use Data For:

• Making the Bot work
• Generating funny AI descriptions
• Managing servers and games

✅ We Share With:

• OpenAI (for AI features)
• Discord (Bot platform)
• Nobody else

✅ You Can:

• Request your data
• Request data deletion
• Disable auto-description per server
• Contact us with privacy concerns