Privacy Policy

Last Updated: October 31, 2025

1. Introduction

This Privacy Policy explains how Solara Bot ("we," "us," or "the bot") handles information when you use our Discord bot and dashboard.

We believe privacy should be clear and easy to understand — no legal fog, no hidden tracking. Everything we collect is used to make the bot work securely, reliably, and responsibly.

We follow applicable data protection laws, including the General Data Protection Regulation (GDPR) and California Consumer Privacy Act (CCPA).

2. Who We Are

Service Name: Solara Bot

Contact: [email protected] or Discord Support Server

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

3. Information We Collect

We only collect information needed to make the bot and dashboard function securely and effectively.

3.1 Discord Account Details

When you use the bot or dashboard, we receive limited data from Discord:

Discord ID and username
Avatar or banner (if public)
The servers you share with the bot and your roles/permissions

This lets the bot link your preferences and permissions to your Discord account.

3.2 Dashboard Login & Security Data

When you sign into the dashboard, we record a small amount of technical information to protect your account and detect unusual activity. This may include:

Basic network details (e.g., your IP's region or city)
Browser Type (desktop, mobile, OS version)
Login times and session length
Checks for automated or masked connections (VPN/proxy)

This data helps us identify suspicious login attempts, troubleshoot technical issues, and improve overall reliability.

3.3 Bot Usage Data

To keep the bot stable and improve features, we track anonymous summaries such as:

Which commands are used most often
General error patterns or configuration changes

We don't store full message content — only metadata needed for moderation or debugging, and even that is temporary.

4. Why We Collect This Information

We use the data we collect for three main purposes:

To operate the bot and dashboard – linking settings to your Discord account and enabling your custom configurations.
To keep everything secure – detecting unauthorized access, abuse, or malicious behavior.
To improve performance – understanding how features are used so we can make them faster and more reliable.

We do not sell or share your personal information with advertisers or outside companies.

5. Legal Grounds (GDPR)

We process information based on:

Legitimate Interests – ensuring platform security and preventing abuse.
Contract Performance – providing the services you request through the bot.
Consent – for optional or experimental features that you explicitly enable.

6. How Long We Keep Information

Login data: automatically deleted after 90 days.
Anonymized summaries: kept indefinitely for security and performance statistics.
Server configuration data: retained while the bot remains in your server; deleted when removed.
Temporary moderation logs: cleared after 30 days unless required for moderation review.

7. Who Can Access Your Data

Only the two project developers have access to dashboard logs and stored data.
Every developer action is logged for accountability.
Access is limited to maintenance, debugging, or security review.

We may disclose limited data only if required by law or in urgent safety situations.

8. Tools and Services We Use

We rely on a few essential services to run the bot safely:

Discord API – to operate bot features (subject to Discord's own privacy policy).
ip-api.com – to estimate general location for login security checks.
Local database hosting – all data is stored on our own secure server, not cloud-hosted.

We do not use analytics trackers, advertising networks, or cross-site tracking tools.

9. How We Protect Your Data

We take data security seriously and use:

Encrypted HTTPS connections
IP hashing for pattern recognition (not raw IP lookups)
Secure authentication and handling
A locally hosted, access-controlled database
Regular backups and system updates

If a data breach ever occurs, we will notify affected users within 72 hours and contact relevant authorities as required by law.

10. Your Privacy Rights

Depending on where you live, you may have certain rights under GDPR or CCPA, including to:

Access – see what data we hold about you
Delete – request removal of your data
Anonymize – strip identifiable information while keeping basic stats
Export – download a copy in JSON format
Rectify – correct inaccurate details
Object or Withdraw Consent – stop certain types of processing

You can exercise these directly in the dashboard (via "Export," "Anonymize," or "Delete" buttons) or by contacting us via Discord or email.

We respond to all verified requests within 30 days.

11. Cookies and Session Storage

The dashboard only uses a short-lived session cookie to keep you logged in for up to six hours. We don't use any third-party cookies or trackers.

12. Children's Privacy

Solara Bot is intended for users 13 years or older, consistent with Discord's Terms of Service. We do not knowingly collect data from anyone under 13. If you believe a child's information was collected, please contact us and we'll delete it immediately.

13. International Data Storage

All data is stored in a secure, locally-hosted database in the United States. If you access the bot from another region, your information may be transferred securely to that location, but it remains under the same privacy protections.