Privacy Policy

Effective date: October 8, 2026 · Türkçe sürüm

This policy explains what personal data Elite Community Bot (the "bot") and its web dashboard (the "dashboard") collect, why, who we share it with, and how long we keep it. It applies to everyone who uses the bot in a Discord server (members and server administrators) and everyone who signs in to the dashboard.

1. Who we are

The service is operated by the Elite Community Bot management ("Administrator", "we", "us").

Our only official contact channel is our support server: discord.gg/elitecommunity

The server administrators who add the bot to their server decide which features are enabled there, which channels use AI support and which AI provider is used. You can therefore also contact the staff of a server about how the bot is used in that server.

2. What data we collect

Discord account data

Your user ID, username and avatar.
When you sign in to the dashboard: the list of servers you are a member of (Discord's identify and guilds scopes).

Message content

The bot can read messages using Discord's "Message Content" intent. Messages are only processed for features a server administrator has enabled (for example AI support channels, tickets and announcement channels).
We do not store all messages in a server. The message excerpts we do store are listed below and under "Retention".

Ticket data

The opener's ID and username, answers to the ticket form, the staff member who claimed and closed the ticket, and the close reason.
A transcript of the conversation when the ticket closes. Transcripts are normally uploaded to a Discord channel in the server itself.

AI support profile

In servers with AI support enabled, a short profile is kept per user so the AI can help you better: username, first/last seen time, question and ticket counts, your most frequent topics (up to 15), a short summary of your last issue, your preferred language and how many 👍/👎 you gave to AI answers.

AI conversation memory

So the AI can follow the conversation, your last 8 exchanges (first 300 characters of your message, first 500 of the bot's reply) are kept in memory only for 30 minutes. They are never written to disk.

AI quality records

The first 300 characters of questions the AI could not answer are recorded without any user information, to find gaps in the knowledge base.
Staff replies in tickets may be queued for approval so the AI can learn from them. These records contain the staff member's name and a short excerpt of the conversation. Summaries approved by staff are added to the server's knowledge base.

Moderation, invite and giveaway data

Warnings and moderation logs: target user, the staff member who acted, reason and duration.
Invite tracking: who invited whom, the invite code, join time and whether the account is younger than 30 days.
Giveaways: participants, winners and why an entry was refused (for example a missing required role).
Staff statistics: how many tickets each staff member handled.

Dashboard data

Session data and your Discord access token (only for the length of the session, to read your server list).
An audit log of dashboard actions: who performed the action, IP address and browser information. Sign-ins, failed sign-ins and sign-outs are also logged.

Technical logs

Log files kept for debugging may contain usernames, channel names and the first 80 characters of messages and AI replies.

What we do not collect

We do not collect your email address, password, payment details or online status (presence).

3. Why we use it

To provide the service: opening tickets, giving AI support, and running moderation, invite and giveaway features. Legal basis: performance of a contract and the server administrator's request.
To improve AI answers: tracking unanswered questions and feedback. Legal basis: legitimate interest.
For security and abuse prevention: audit logs, fake invite detection, error logs. Legal basis: legitimate interest and legal obligation.

We do not sell your data, use it for advertising, or build profiles to share with third parties.

Discord. The bot and dashboard run on Discord's platform. Ticket transcripts are uploaded to Discord as files. Discord's own data is covered by the Discord Privacy Policy.

AI providers. If AI support is enabled in a server, your messages are sent to the provider chosen by that server's administrator, using the server's own API key. Supported providers: Google Gemini, Anthropic, OpenAI, DeepSeek, Groq, Cerebras, OpenRouter, Ollama and custom OpenAI-compatible endpoints.

When an AI answer is generated, the following may be sent to the provider:

Your question and any images you attach.
The last 10 messages in that channel for context. This includes other users' messages. They are sent without names, labelled only "Bot" or "Player".
The 30-minute conversation memory and a summary of your AI support profile (topics, ticket count, language). Your username is not sent.
The server's knowledge base and announcements.
When a conversation is handed over to staff, a short version of the last 12 messages, to write a handover note.

If the server uses Google Gemini, questions may also be processed with Google Search to keep answers up to date.

AI providers process this data under their own privacy policies. Choosing a provider and the agreement with that provider are the server administrator's responsibility.

Sentry (error tracking). When the bot crashes or hits an error, an error report is sent to Sentry. Cookies, session headers, keys and passwords are automatically removed from reports. Reports may contain server, channel and user IDs.

Legal requirements. If a court order or a competent authority requires it, we share only as much data as the law requires.

5. International transfers

Discord, Sentry and most AI providers run their servers outside Türkiye (mostly in the US and EU). Using these services means your data is transferred abroad. By using the bot you accept this transfer. You can ask a server's staff whether AI support is enabled in that server.

6. Retention

AI conversation memory: 30 minutes, in memory only.
AI support profile: deleted 90 days after your last activity.
Ticket records: the newest 500 closed tickets per server are kept; older ones are deleted.
Ticket transcripts: the copy in the server's Discord channel is under that server's control. Copies temporarily kept on our side are deleted after 30 days.
Questions the AI could not answer: the newest 1000 records.
AI learning queue: 14 days.
Moderation logs: the newest 1000 records per server.
Warnings: until server staff remove them or the bot is removed from the server.
Invite and giveaway records: a limited number of the newest records, while the bot is in the server.
Dashboard session: 7 days.
Audit log (including IP): 14 days (90 days for premium servers).
Technical log files: the oldest file is overwritten when the size limit is reached.

When the bot is removed from a server, all of that server's data is archived after 30 days and permanently deleted on day 60. If the bot is added back within that time, the data is kept.

We keep backups to protect against system failures. Backups may contain the data above, and only the management can access them.

7. How we protect it

Dashboard sign-in is only through Discord. No password is collected.
The session cookie cannot be read by browser scripts (HttpOnly) and is sent over HTTPS.
AI provider keys are never shown in the dashboard; only "set / not set" is displayed.
A server's data can only be accessed by that server's staff (through the dashboard) and by the bot management.

No system is 100% secure. If we become aware of a data breach, we will notify affected people and authorities within the time limits required by law.

8. Your rights

Under Article 11 of Türkiye's Personal Data Protection Law (KVKK) and, if you live in the EU, the GDPR, you have the right to:

Find out whether your data is processed and request a copy.
Ask for incorrect data to be corrected.
Ask for your data to be deleted.
Object to processing.
Find out who your data has been shared with.

You can submit a request in our support server (discord.gg/elitecommunity). To verify your identity, the request must come from your own Discord account. We respond within 30 days at the latest.

Note: content in a server's own Discord channels (such as ticket transcripts uploaded there) is under that server's control. You may also need to ask the server's staff to delete it.

If you live in Türkiye, you also have the right to complain to the Personal Data Protection Authority (KVKK). EU residents can complain to their local data protection authority.

9. Children

The service is not intended for people under the minimum age to use Discord (13 in most countries, higher in some). If we learn that we are processing data of a user below that age, we will delete it.

10. Cookies and browser storage

The dashboard only uses cookies that it needs to work:

dash_session: your sign-in session, 7 days.
oauth_state: a security check during Discord sign-in, 10 minutes.

The dashboard also stores preferences such as theme, favourite servers and sidebar state in your browser (localStorage). This information is not sent to us.

We do not use advertising, analytics or tracking cookies.

11. Changes

We may update this policy as the service evolves. We will announce significant changes in our support server. The date at the top of the page shows the latest update.