1. Overview
Witch Hill ("the Server", "we", "us") operates a Discord community server and an associated Discord bot ("The Witch Bot"). This Privacy Policy explains what information we collect, how we use it, and how we protect it. By joining the server or interacting with the bot, you agree to the practices described here.
We collect only what is necessary for the bot to function. We do not sell, rent, or share your personal data with third parties for marketing purposes.
2. Information We Collect
2.1 Discord-Provided Data
When you interact with The Witch Bot, Discord makes the following data available to us:
- Your Discord user ID and username
- Your server nickname and avatar
- Messages sent in channels where the bot is active
- Voice channel participation (join, leave, and speaking activity)
2.2 Data We Store
We store the following data in a private database:
- Experience (XP) and level data — your accumulated XP and current level within the server, tied to your Discord user ID.
- Moderation records — warnings and moderation actions, where applicable.
- Server configuration — channel assignments and server-level settings. This does not contain personal user data.
2.3 Temporary Voice Data
Certain bot features (such as the AI voice assistant) capture voice audio while active. This audio is:
- Processed locally on our server — never sent to external cloud services.
- Used solely to generate a response or transcript for the session in progress.
- Deleted immediately after processing. It is never written to permanent storage.
3. How We Use Your Information
We use the data we collect exclusively to operate the bot's features:
- Tracking and displaying XP, levels, and rank cards.
- Enforcing moderation actions and maintaining server safety.
- Responding to slash commands and voice interactions.
- Generating session transcripts and notes when a recording session is started by a server member.
We do not use your data for advertising, profiling, or any purpose outside of the above.
4. Data Sharing
We do not sell, trade, or transfer your personal information to third parties. Limited disclosure may occur only in these circumstances:
- Legal obligation — if required by law or a valid legal process.
- Safety — to prevent or respond to fraud, abuse, or harm to users or others.
The bot may interact with self-hosted AI services (such as a local Ollama instance) to generate responses. These services run on infrastructure we control and do not receive identifying user data beyond the text of the interaction.
5. Data Retention
XP and moderation data is retained for as long as you remain a member of the server. If you leave the server and wish to have your data removed, you may request deletion by contacting a server administrator.
Temporary voice recordings are deleted within seconds of processing and are never retained.
6. Your Rights
Depending on your jurisdiction, you may have the right to:
- Request a copy of the data we hold about you.
- Request correction of inaccurate data.
- Request deletion of your data.
To exercise any of these rights, please contact a server administrator in the Witch Hill Discord server.
7. Security
We take reasonable technical measures to protect the data we store, including restricting database access and running services in isolated containers. However, no system is perfectly secure. We cannot guarantee absolute security.
8. Children's Privacy
The Witch Hill server and bot are not directed at children under the age of 13. We do not knowingly collect data from anyone under 13. Discord itself requires users to be at least 13 years old. If you believe a minor has interacted with the bot, please contact a server administrator.
9. Changes to This Policy
We may update this policy from time to time. The "Last updated" date at the top of this page will reflect any changes. Continued use of the server or bot after changes constitutes acceptance of the updated policy.
10. Contact
Questions about this Privacy Policy should be directed to a server administrator via the Witch Hill Discord server.