1. Introduction

apoptotic ("the Bot") is a Discord bot operated by apoptoses ("we", "us", "our"). The Bot requests Administrator permissions when added to a server to power features such as auto-reactions, Roblox player absence monitoring, live server embeds, auto-updating guild names, and Buy Me a Coffee membership role sync. This Privacy Policy explains what data we collect, why we collect it, and how it is handled.

2. Information We Collect

The Bot collects and stores only the minimum data required for its features to function:

• Auto-React Rules — Discord Channel IDs, User IDs, and emoji strings you configure via the /autoreact command.
• Absence Watches — Roblox usernames, Roblox User IDs, Discord User IDs, and Discord Channel IDs you configure via the /trackplayer command.
• Guild Name Templates — Discord Guild IDs and the name template string you configure via the /guildname command. The Bot also reads the guild member count (excluding bots) to populate the {members} placeholder.
• Membership Data — When you subscribe via Buy Me a Coffee, we receive your BMC email, display name, membership tier, and any optional note you provide. If your note contains a Discord user ID or Roblox username, those are stored to enable role sync and server-owner badges.

We do not collect or store:

• Message content (the Bot requires the Message Content intent solely to detect which user posted a message for auto-react matching)
• Direct messages
• User profile information beyond the IDs listed above
• Server member lists (the Guild Members intent is used only to count human members for guild-name templates)
• Voice or video data

3. How We Use Your Data

Collected data is used exclusively to provide the Bot's features:

• Auto-React — Channel and User IDs are matched against incoming messages to apply configured emoji reactions.
• Absence Monitoring — Roblox User IDs are checked against tracked game server player lists. When a watched player leaves, the configured Discord user is pinged in the configured channel.
• Guild Name — The template and guild member count are used to periodically rename the server (approximately every 10 minutes).
• Live Server Embeds — The /servers command displays an auto-updating embed with current private-server data. No additional personal data is stored for this feature.
• Membership Role Sync — BMC membership data is used to grant or revoke Discord roles (Supporter, Legend, Apoptotic VIP) that correspond to your subscription tier.

Data is persisted to local JSON files on the server that hosts the Bot. It is never sold, shared with third parties, or used for advertising.

4. Data Storage & Retention

All Bot data is stored as JSON files on the host server. Data is written atomically (via a temporary file and rename) to prevent corruption.

Data is retained only as long as the corresponding rule, watch, or template exists. When you remove a rule using /autoreact action:Remove, /trackplayer action:Remove, or /guildname action:Remove, the associated data is immediately deleted from storage.

Membership data received from Buy Me a Coffee is retained while your subscription is active. When a membership is cancelled or expires, the record is marked inactive. You may contact us to request full deletion at any time.

If the Bot is removed from your server, all data associated with that server's configured rules is no longer actively used. You may contact us to request full deletion.

5. Administrator Permission

The Bot requests the Administrator permission when invited to a server. This permission is used to ensure the Bot can read messages in any channel (for auto-react), add reactions, send absence notifications, and rename the server (for guild-name templates) without requiring per-channel permission configuration. The Bot does not use Administrator access to modify roles (beyond membership sync), ban or kick members, or perform any destructive actions.

The Bot also uses the following privileged Gateway intents:

• Message Content — Required to identify which user posted a message so auto-react rules can be matched. The Bot does not read, log, or store message content.
• Guild Members — Required to accurately count human members (excluding bots) for the /guildname template feature. The Bot does not store or export member lists.

6. Third-Party Services

The Bot interacts with the following third-party APIs:

• Discord API — To receive events, register slash commands, send messages, add reactions, manage roles, and rename guilds.
• Roblox API — To resolve Roblox usernames to User IDs, check player presence, and query game server player lists for absence monitoring.
• Buy Me a Coffee — We receive webhook notifications when memberships are started, cancelled, or expired. This is how we sync membership tiers to Discord roles and display supporter badges.

Your use of these services is subject to their own privacy policies.

7. Data Access & Deletion

You may:

• View your active auto-react rules, watches, and guild-name templates by inspecting the commands you have configured.
• Delete any rule, watch, or template at any time using /autoreact action:Remove, /trackplayer action:Remove, or /guildname action:Remove.
• Request a full export or deletion of your data — including any BMC membership records — by contacting us.

8. Children's Privacy

The Bot is not directed at children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided data to the Bot, please contact us for removal.

9. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be reflected on this page with an updated "Last updated" date. Continued use of the Bot after changes constitutes acceptance of the updated policy.

10. Contact

If you have questions about this Privacy Policy or wish to exercise your data rights, please reach out via the contact form.