Privacy Policy

What we collect

Inkwell only collects data needed to provide the features a server has enabled — it does not collect anything for a feature you haven't turned on. This section lists every category of data Inkwell stores, as exhaustively as we can make it. Anywhere a person is identified, it's by their numeric Discord user ID, never a password, email, or payment detail (Discord itself never shares those with bots).

• Server (guild) configuration: the server's Discord ID, and every setting you configure — log channel IDs, role IDs, feature toggles, message/embed templates, ticket and application type definitions, custom commands, tags, and similar.
• Moderation records: warnings, timeouts, kicks, bans/unbans, auto-mod incidents, channel lockdowns/slowmodes, and staff moderator notes on a member (notes are staff-only — never shown to the member they're about, never DMed), each with the free-text reason a moderator entered.
• Ticket and application content: transcripts of ticket conversations, submitted application answers, and staff notes/claim history on them — this is the actual purpose of those features, so the conversation content itself is retained, not just metadata about it.
• Engagement and community-feature data: XP/level totals, invite counts and who invited whom, starboard posts, giveaway/poll entries and votes, suggestions, birthdays, AFK status/reason text, temporary role grants, earned badges, character/RP names, and personal checklists (via /inkwell list).
• Command usage: if a server enables the optional Command Analytics feature, which command was run, by whom, and when — used only to show that server's own staff usage statistics.
• Account signals used only for anti-alt/anti-raid scoring: a joining member's account creation date, whether they have a default avatar, and their username pattern — used transiently to compute a risk score, per Section 3. Not retained beyond what's needed to compute and display that score.
• Message content: read transiently to check against automod filters (banned words, spam, invite links, caps) and to detect custom-command triggers. Message content is not stored beyond what's needed for a ticket transcript or an explicitly logged incident (e.g. a deleted message shown in a moderation log).
• External platform identifiers: if you configure Social Media Alerts, the YouTube channel ID or Twitch login name you provide, used only to check that platform's public API/feed for new activity. If a member links their Discord account to an external platform identity (e.g. for a game-server integration via Webhooks), that link is stored so future events from that platform can be matched to them. No Discord member data is sent to YouTube or Twitch.
• Webhook data: if a server configures an inbound Webhook source, the raw JSON payloads received from that external integration are stored briefly (most recent 200 events per source on the free plan, 2000 on Premium — older ones are automatically pruned) so you can review what was received. If a server configures an outbound Webhook target, the events sent to it and their delivery status (delivered/failed, attempt count, any error) are logged the same way.
• Backups: if a server creates a server backup (Premium), the names/permissions/structure of its roles and channels are stored so they can be recreated later.
• Bug reports: if you submit a bug report through Inkwell, its content and your Discord ID are stored so it can be followed up on.
• Premium billing records: which plan a server is on, when it renews, and (if applicable) which Discord ID redeemed a premium code or was credited a referral — not your payment details, see below.
• Dashboard session: logging into the web dashboard creates a signed session cookie stored in your own browser (not a database record) containing your Discord user ID and the list of servers you manage, used only to know which servers you're allowed to configure. It expires and simply stops working; there is nothing server-side to delete. A server owner can further restrict which staff can access which parts of the dashboard — see Trust & Transparency.

We do not collect payment card details directly. Premium billing is processed through PayPal, which handles payment details under its own privacy policy — Inkwell only ever receives an order confirmation, never your card or PayPal account details. We do not log your IP address ourselves; our infrastructure providers (Section 5) may process it transiently as a normal part of operating their network, under their own policies.

How we use it

Data is used strictly to operate the features you've configured: posting logs, enforcing automod/anti-raid rules, tracking levels/invites/birthdays, running tickets/applications, and similar. We do not sell data, and we do not use it for advertising.

Automated decision-making

Inkwell includes optional, disabled-by-default automated features — anti-raid detection, an account risk score, and automod filtering — that can take actions like alerting staff, holding a member in a role, removing roles, or (if explicitly enabled) kicking a member. These are heuristic checks based on account signals and message content, run entirely within your server, and are not used for any purpose outside the server that enabled them. A server administrator controls whether these are enabled and how they respond.

Cross-server data (Trust Network)

The optional Trust Network feature lets a server, if it opts in, file an informational incident report against a Discord user ID, which other opted-in servers can look up. This is opt-in on both the filing and lookup side, does not reveal which server filed a report, and never automatically bans, kicks, or restricts anyone — it is a manual reference tool for staff. A server can retract its own reports at any time. Full detail — exactly what's stored, retention, and the separate per-server watchlist — is on the Trust & Transparency page.

Data that isn't tied to a single server

Almost everything Inkwell stores belongs to one specific server and is deleted with it (Section 7). A small amount of data is bot-wide instead, and is not deleted when Inkwell leaves a particular server:

• Bot-level server ban list: if a server is blocked from using Inkwell at all (e.g. for abusing the bot itself), that block is keyed to the server's Discord ID, kept so Inkwell knows not to rejoin — it is not a record about any individual member.
• Server removal timestamp: when a server removes Inkwell, we keep only that server's ID and the removal date — used solely to run the backup grace period described in Section 7. It does not include that server's configuration, messages, or member data, which is deleted immediately per Section 7; this timestamp itself is deleted once the grace period ends.
• Cross-server Trust Network reports: an opt-in feature covered separately in Section 4 — a report a server files is about a Discord user ID and is visible to other opted-in servers by design, which is different from most data in this policy. A server can retract its own reports at any time; see Section 4.

Where data is stored

Bot data (everything described in Section 1 except the dashboard session cookie, which never touches our servers) is stored in a MySQL database operated by Kinetic Hosting, with an additional automated encrypted backup taken daily and discarded after 3 days, for disaster-recovery purposes only. The web dashboard itself runs on Cloudflare Pages/Workers, which sits in front of every dashboard request as a normal part of how that infrastructure operates. Reasonable technical measures (access-controlled database credentials, no public database access) are used to protect stored data, but no system is perfectly secure.

Data retention and deletion

Data tied to a server is retained for as long as Inkwell remains in that server. When Inkwell is removed or banned from a server — for any reason — all data associated with that server is deleted from the live database immediately, including its settings, moderation records, tickets, leveling data, webhook data, and every other feature's stored data, with one deliberate exception below. Re-adding Inkwell later starts with a clean slate (except for that exception, if you're still within its window).

Exception — server backups. If a server used the Server Backup feature (Premium), its saved backup(s) are deliberately not deleted the moment Inkwell leaves — they're kept for a 15-day grace period so a server that re-adds Inkwell (or transfers the backup to a new server) doesn't lose it purely from a brief or accidental removal. If Inkwell hasn't rejoined within those 15 days, the backup and the removal record itself are both permanently deleted by an automated daily sweep. This is the only category of data that outlives the rest of a removed server's data.

A server's owner can also trigger full, immediate deletion (backups included, no 15-day exception) at any time with /data-delete, without waiting for the bot to be removed. A server administrator can request deletion of narrower, specific data (e.g., a member's warning history) by contacting us, or by using Inkwell's own removal commands where available (e.g., removing a birthday, retracting a Trust Network report).

We also keep a short-lived, encrypted backup of the full database for disaster-recovery purposes, taken daily and automatically discarded after 3 days. Deleting a server's data removes it from the live database immediately, but a copy may still exist in one of these backups for up to 3 days afterward, until that backup cycles out on its own.

Third parties

• Discord: Inkwell operates entirely through Discord's API; Discord's own Privacy Policy governs data Discord itself holds about you.
• Kinetic Hosting: hosts the bot process and its MySQL database (Section 6).
• Cloudflare: hosts the web dashboard (Pages/Workers). Like any web infrastructure provider, it necessarily processes request metadata (e.g. IP address) to serve traffic, under its own privacy policy — we do not separately log or store this ourselves.
• YouTube / Twitch: if configured, Inkwell polls these platforms' public APIs/feeds using only the channel identifier a server admin provides — no member data is sent.
• PayPal: Premium billing is processed through PayPal. Billing/payment data is handled entirely by PayPal under its own privacy policy — Inkwell never sees or stores your payment details.

We do not share data with any other third party, and do not sell data.

Children's privacy

Inkwell is not directed at children and relies on Discord's own age requirements for its users. We do not knowingly collect data from anyone Discord itself would not permit to hold an account.

Your rights

Depending on your location, you may have rights to access, correct, or request deletion of data associated with your Discord user ID. Since Inkwell operates per-server, the fastest way to remove your own data from a specific server is to have that server's data cleared (see Section 7) or to contact us directly at sir.mittens@hotmail.com with the server and Discord user ID involved.

Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be posted with an updated "Last updated" date above.

Contact

Questions about this policy, or data requests, can be sent to sir.mittens@hotmail.com.