This Privacy Policy explains how CoUnity, LLC ("CoUnity", "we", "us") collects, uses, shares, retains and protects information when you interact with our Discord applications and related services (the "Services").
We operate several Discord bots and supporting web services, and this policy covers all of them. Not every feature described here runs in every Discord server. What we collect about you depends on which features your server's administrators have enabled and on what you choose to submit.
Controller and contact
CoUnity, LLC
226 Southbrook Dr
Byhalia, MS 38611-7431
United States
For any privacy request, including opting out or deleting your data: privacy@counity.xyz
1. A note on how Discord bots work
When you use a Discord server, Discord Inc. is the platform operator and processes your data under its own Privacy Policy. We receive a limited subset of that data through Discord's API, and only for the servers our bots have been added to.
This has two consequences:
- We cannot delete data held by Discord itself. Your account, your profile and the messages you have posted in a server belong to Discord and to that server's history. To have a message removed from a channel, ask Discord or the server's moderators, not us. We can only delete the records we hold.
- Your server's administrators decide which features are active, including whether wallet linking, content tracking, message bridging, channel exports or an AI assistant runs in their server. An administrator who configures our Services to collect information acts as a controller of that information alongside us, and has their own obligation to tell their members what they have enabled.
2. Information we collect
2.1 Discord account and server identifiers
Received automatically from Discord's API when you interact with a feature:
- Your Discord user ID (a numeric identifier)
- Your username, display name or server nickname, and avatar URL, where a feature needs to show or label you
- Server (guild), channel, role, thread and message identifiers
- Your roles in a server, where a feature depends on them
We identify your records mainly by your numeric Discord user ID, because it is a pseudonymous identifier rather than your name.
2.2 Message content
Some features have to read what you write. Where a server's administrators have enabled them, these may include:
- Moderation: message content is checked against that server's rules. Messages that break no rule are not retained. Where a message is actioned, we may retain a record of the action and a copy or excerpt of the content.
- Designated content channels: where a server runs a channel for sharing links or submissions, we store a record of your post, including the link and engagement counts.
- Bridged channels: where a server mirrors a channel to or from another platform, message content, author name and attachments are sent to that platform to be displayed there.
- AI assistant features: where a server runs a conversational assistant, your message and the assistant's reply are processed and may be logged, so the feature can keep context and administrators can review quality and safety.
- Channel exports for community reporting: where a server's administrators ask us to, CoUnity staff export the message history of channels they select (message text, author name and ID, timestamps, attachments and reactions) to produce community-health reports for that server's team. Exports are made on demand, never in real time, and are kept in access-restricted storage. We never share them with third parties or use them to train AI models. The reports we produce contain aggregate figures and themes, not your messages. If you ask us to (Section 7.2), we exclude your messages from future exports and delete them from any export we still hold.
If you do not want a feature to process what you write, avoid the channels where it is active. Server administrators can tell you which ones those are.
2.3 Information you choose to give us
We collect these only when you submit them yourself, usually through a command or a form:
- Blockchain wallet addresses, where you choose to link a wallet
- Email address, where you apply to a program that asks for one
- Third-party profile links or handles, such as a code-hosting or social profile, where you submit them as part of an application
- Free-text submissions, such as questions, nominations, applications or feedback
2.4 Activity and participation records
Generated as you use the Services:
- Votes, nominations, submissions, questions and similar participation records
- Attendance and session participation
- Points, scores, tiers, ranks and eligibility status derived from your activity or from public blockchain data
- Codes issued or claimed by you, and their status
2.5 Moderation and administrative records
- Records of moderation actions and the reason recorded for them
- Escalation records, including notes written by a moderator
- Audit records of administrative actions, identifying which administrator acted, on what, and when
2.6 Technical and operational data
- Application logs recording that an operation happened, when, and whether it failed. We keep usernames and other directly identifying text out of these logs and record only numeric identifiers.
- For our web endpoints: IP address, used for rate limiting and abuse prevention, and request metadata such as path, timestamp and response status.
2.7 What we do not collect
We do not ask for, want, or knowingly store:
- Private keys, seed phrases, recovery phrases or wallet passwords. No CoUnity service will ever ask you for these. Anyone who does is attempting to defraud you.
- Payment card numbers or bank account details
- Government identification documents
- Precise geolocation
- Special-category data such as health, biometric, religious or political information
- Your presence or activity status. None of our applications requests Discord's Presence intent, so we do not receive or store whether you are online, idle or offline, what game or application you are running, or your custom status.
3. How we use information
- To operate the features a server has enabled, and to respond to your commands
- To verify eligibility and assign or remove roles
- To enforce a server's rules and to keep communities safe
- To prevent fraud, abuse, spam and circumvention of moderation
- To produce aggregate statistics and reporting for server administrators and, where applicable, program partners
- To diagnose faults and maintain reliability
- To comply with law and to enforce our Terms of Service
We do not use your information for advertising, and we do not sell it.
We do not train AI models on your data
Where a server runs a conversational assistant, your message is sent to an AI provider to generate a reply, and relevant text may be stored so the assistant can retrieve context for future questions. We do nothing else with it. Specifically:
- We do not train, fine-tune or otherwise adjust any machine-learning model using your messages or your personal information.
- Retrieval is not training. Where your text is converted into a numerical representation to find related material, that representation is used only to look things up. No model learns from it, and no model weights change.
- Where a moderator approves an answer for the assistant to reuse, we store the text of that answer as reference material. It does not alter a model.
AI providers process your message only to return a reply. Every request we send explicitly instructs the provider not to retain the request or use it to train its own models, and our provider account is configured to route only to providers that honour this. The restriction therefore travels with each request, rather than resting only on a setting that could later be changed.
Legal bases (GDPR / UK GDPR)
Where the GDPR or UK GDPR applies, we rely on:
| Purpose | Legal basis |
|---|---|
| Operating features you actively invoke | Performance of a contract, or your consent |
| Wallet address, email, profile handles you submit | Your consent (Art. 6(1)(a)) |
| Moderation, safety, anti-abuse, audit records | Legitimate interests (Art. 6(1)(f)) |
| Aggregate reporting to administrators | Legitimate interests (Art. 6(1)(f)) |
| Retaining records to meet a legal obligation | Legal obligation (Art. 6(1)(c)) |
Where we rely on consent, you may withdraw it at any time (see Section 7). Withdrawing consent does not affect processing that has already taken place, and it may mean a feature can no longer work for you.
4. When we share information
We do not sell personal information, and we do not share it for cross-context behavioural advertising. We share it in the four situations below.
4.1 With the server you are in
Features are visible inside the server by design. Other members can see leaderboards, participation counts, submission lists and role assignments, and administrators can see and export the records for their own server.
4.2 With service providers acting on our behalf
We use third parties to run the Services. They may process your information only on our behalf and on our instructions, not for their own purposes. By category:
| Category | What they receive |
|---|---|
| Cloud hosting and databases | All stored records, and application logs |
| Workflow and record-keeping platforms | Application and program data, which may include your Discord username, email address, wallet address and submitted profile links |
| Team communication tools | Escalation records, including message excerpts and moderator notes |
| Messaging platform bridges | Message content, author name and attachments from bridged channels |
| Blockchain data providers | Wallet addresses, in order to read public on-chain data during verification and eligibility checks |
| AI and language model providers | Message content and context, for conversational assistant features |
Some of these providers are located in the United States and elsewhere.
4.3 With program partners
Where you apply to a program, ambassador scheme or similar initiative, we share the information you submit in that application with the partner or client operating the program, so they can review your application. This may include your Discord username, email address, wallet address and profile links. We will make it clear when you apply if this is the case.
4.4 For legal reasons
Where required by law, legal process or a lawful government request; to establish, exercise or defend legal claims; or to protect the rights, safety and property of CoUnity, our users or the public.
5. International transfers
We are based in the United States, and our service providers may process information in the United States and other countries. If you are in the European Economic Area, the United Kingdom or Switzerland, your information may therefore be transferred outside your country to a jurisdiction that may not provide the same level of data protection.
For these transfers we rely on appropriate safeguards, including the European Commission's Standard Contractual Clauses or another lawful transfer mechanism, together with the security measures in Section 6. You can ask for more information about these safeguards at privacy@counity.xyz.
6. Security
We take commercially reasonable technical and organisational measures to protect information, including:
- Encryption in transit (TLS) for all connections to our services and providers
- Encryption at rest for our databases and stored data
- Access controls limiting who can reach production systems and data
- Minimising personal data in operational logs, which keep numeric identifiers rather than usernames
- Restricting exports of personal data to server administrators and moderators
No system is completely secure, and we cannot guarantee absolute security. If we become aware of a breach affecting your personal information, we will notify you and any relevant authority to the extent required by applicable law.
7. Your choices: opting out and deleting your data
7.1 The simple options
- Leave the server. This stops our Services collecting anything further about you in that server, but it does not by itself delete records already held.
- Do not use a feature. Most collection happens only when you invoke a command or post in a channel where a feature is active.
- Unlink your wallet. Where a wallet-linking feature is available, you can unlink it with the relevant command or ask us to do it.
7.2 Opting out, and requesting deletion, by email
To opt out of data collection, or to request deletion of the data we hold about you, email us at:
privacy@counity.xyz
Please include:
- The subject line "Data Deletion Request" or "Opt-Out Request"
- Your Discord user ID. This is the numeric ID: in Discord, enable Developer Mode under Settings → Advanced, then right-click your name and choose "Copy User ID"
- The Discord server(s) you used our Services in, if you know them
- Whether you want all your data deleted, or only specific data such as a linked wallet or an email address
Verification. So that we do not act on a request from someone impersonating you, we will confirm that the request genuinely comes from the holder of that Discord account, usually by asking you to confirm from that account. We cannot action a request we are unable to verify.
Timing. We will acknowledge your request promptly and complete it within 30 days. If a request is complex and we need longer, we will tell you why and keep you informed, in line with applicable law.
What we will do. We will delete or irreversibly anonymise the records we hold about you across our systems, including records held by our service providers on our behalf.
What we cannot do, and will tell you honestly:
- We cannot delete your Discord account, profile or message history. Those are Discord's, and yours to manage with Discord.
- We cannot retract information already shared with a program partner under Section 4.3. We will tell you who received it so you can contact them, and we will pass your request on.
- We may retain the minimum necessary to comply with a legal obligation, to resolve a dispute, or to enforce a moderation decision, for example by keeping a numeric identifier so that a ban is not trivially evaded. Where we do this, we will tell you what was kept and why.
- Aggregate or anonymised statistics that can no longer be linked to you may be retained.
Effect of opting out. Features that depend on your data will not work for you once you opt out. You may lose roles, eligibility, points, standing in a program, or the ability to use certain commands. This follows from the request; it is not a penalty. If what you would give up is significant, we will tell you before we proceed.
7.3 Your rights under the GDPR / UK GDPR
If you are in the EEA, the UK or Switzerland, you have the right to:
- Access the personal data we hold about you, and receive a copy
- Rectify inaccurate or incomplete data
- Erase your data ("right to be forgotten")
- Restrict processing in certain circumstances
- Object to processing based on our legitimate interests
- Data portability: receive your data in a structured, commonly used, machine-readable format, and have it transmitted to another controller where technically feasible
- Withdraw consent at any time, where we rely on consent
- Not be subject to a decision based solely on automated processing that has legal or similarly significant effects. Our automated role assignments are based on objective criteria and can be reviewed by a human on request.
- Lodge a complaint with your local supervisory authority. We would appreciate the chance to address your concern first.
7.4 Your rights under the CCPA / CPRA
If you are a California resident, you have the right to:
- Know what personal information we collect, use, disclose and share, and the categories of sources and recipients
- Delete personal information we hold about you
- Correct inaccurate personal information
- Opt out of the sale or sharing of personal information. We do not sell personal information and we do not share it for cross-context behavioural advertising, so there is nothing to opt out of, but you may still ask us to confirm this.
- Limit use of sensitive personal information. We do not use sensitive personal information for purposes beyond providing the Services.
- Non-discrimination. We will not deny you service, charge you differently or give you a lesser experience for exercising these rights. If you ask us to delete data a feature depends on, that feature will stop working. That is a technical consequence, not discrimination.
- Use an authorised agent to make a request on your behalf, with proof of authorisation.
To exercise any of these rights, use the email process in Section 7.2.
8. Retention
We keep personal information only as long as necessary for the purposes described in this policy. Specifically:
- Active feature data: while our Services remain in your server and the relevant feature is enabled
- Pending verification challenges: short-lived; they expire and are removed
- Bridged message records: retained only briefly, as needed to keep a mirrored conversation coherent
- Channel exports: deleted within 90 days of being made; reports derived from them keep only aggregate figures
- Moderation and audit records: retained while needed for safety and accountability
- Operational logs: retained on a rolling short-term basis by our hosting provider
- Aggregate statistics: may be retained indefinitely once they can no longer be linked to you
When our Services are removed from a server, or when you make a verified deletion request, we delete or anonymise the associated records as described in Section 7.2.
9. Children
Our Services are not directed to children. You must be at least 13 years old, or the minimum age required in your country to use Discord, whichever is higher, as required by Discord's Terms of Service. We do not knowingly collect information from anyone below that age. If you believe a child has provided us information, contact privacy@counity.xyz and we will delete it.
10. Changes to this policy
We may update this policy as our Services change or as the law requires. When we do, we will update the "Last updated" date above. For material changes we will also give notice through the servers where our Services operate, or by another reasonable means. Continued use after a change means you accept the updated policy.
11. Contact
Questions, requests or complaints:
privacy@counity.xyz
CoUnity, LLC
226 Southbrook Dr
Byhalia, MS 38611-7431
United States