Better Verify Privacy Policy

Effective Date: June 19, 2025
Last Updated: June 19, 2025

This Privacy Policy ("Policy") explains how Better Verify ("we", "us", "our") collects, uses, stores, discloses, and protects personal and technical information obtained through the operation and use of the Better Verify Discord bot ("the Bot") and all associated tools, services, and features (collectively, the "Service").

By using the Bot or interacting with any part of the Service, you ("you," "your," "User," "Server Owner," or "Data Subject") consent to the data practices described in this Policy. If you do not agree to this Policy, you must not use or continue to use the Bot or the Service.

1. Scope and Applicability

This Policy applies to all users who install, configure, or use the Bot within Discord servers ("Guilds"), and to all data processed in the course of operating the Bot and providing related services, regardless of the user's location. This Policy is in compliance with relevant international data protection laws, including the General Data Protection Regulation (GDPR), UK Data Protection Act, and other applicable privacy regulations.

2. Categories of Data Collected

We collect the minimum amount of data necessary to provide, maintain, secure, and improve the functionality of the Bot. We do not collect sensitive personal information such as names, physical addresses, emails, biometric data, or financial data directly.

We may collect, process, and store the following types of data:

a. Server Metadata
- Discord Server (Guild) IDs
- Channel IDs
- Role IDs
- Configuration settings (e.g., toggled features, verification modes)

b. User Metadata (Non-Personal)
- Discord User IDs (for verification logging purposes only)
- Time-stamped verification events
- Command usage logs (e.g., when an admin configures the Bot)

c. System and Technical Data
- Error logs
- Uptime metrics
- Diagnostic events

We do NOT collect:
- Message content
- Usernames, nicknames, profile pictures
- Direct messages (DMs)
- IP addresses, locations, or device identifiers

All collection is passive and programmatically limited to interactions required to make the Bot function correctly.

3. Lawful Basis for Processing

We process data in accordance with the following legal bases:

a. Consent: Your installation and continued use of the Bot signifies informed, voluntary, and revocable consent to the processing of data necessary to operate the Bot.

b. Legitimate Interest: We have a legitimate interest in collecting minimal metadata to ensure the security, integrity, and effectiveness of the Bot, as well as to prevent abuse or misuse.

c. Contractual Necessity: Where premium features are enabled, data is processed as necessary to fulfill the terms of your subscription through Discord's billing system.

d. Legal Obligation: We may process and retain data if legally required to do so by court order, law enforcement request, or applicable statutory obligations.

4. Use of Data

The information we collect is used exclusively for the following purposes:

- Operating, managing, and improving the Bot's verification and server configuration features.
- Enabling role assignment and access control based on server-defined rules.
- Preventing abuse, spam, bot attacks, or unauthorized use.
- Monitoring performance, uptime, and errors.
- Managing Discord Premium Subscriptions.
- Enforcing our Terms of Service and complying with applicable laws.

We do not profile users, perform any behavioral analysis, or engage in any advertising-related data use.

5. Data Sharing and Third-Party Disclosure

We do not sell, rent, lease, trade, or otherwise disclose your data to third parties for commercial purposes.

Your data may only be shared or disclosed in the following limited circumstances:

a. Platform Dependency
- The Bot operates exclusively on the Discord platform. Data is shared only to the extent required by Discord's API and governed by Discord's privacy policies.

b. Legal Requests and Law Enforcement
- We may disclose data in response to valid legal processes, including subpoenas, court orders, or requests from government authorities if required by law.

c. Business Transfers
- If Better Verify undergoes a business transition (e.g., merger, acquisition, sale), server data may be transferred to the acquiring entity under confidentiality obligations. Any successor will be bound by this Policy.

d. Internal Processing
- Data may be accessed only by authorized developers or staff of Better Verify under strict access controls and solely for technical maintenance or debugging purposes.

6. Data Retention and Deletion

a. Retention Schedule:
- We retain server and user metadata only for as long as necessary to operate the Bot and for a limited time after the Bot is removed from a server.

b. Post-Removal Deletion:
- When the Bot is removed from a server, all metadata related to that server is permanently deleted from our systems within thirty (30) days.

c. Manual Deletion:
- Server owners may request immediate data deletion by emailing [email protected]. We may require verification of server ownership.

d. Backup and Audit Logs:
- Backups containing deleted data are retained for no more than 7 days for disaster recovery purposes and are automatically purged.

7. Data Security

We use commercially reasonable physical, technical, and administrative safeguards to protect data from unauthorized access, misuse, loss, or alteration. These include:

- Role-based access controls (RBAC)
- Token-based API access
- Encrypted database storage where applicable
- Isolation between server data
- Periodic internal audits and logging

No system is completely immune from risk. Therefore, while we strive to use strong safeguards, we cannot guarantee absolute data security.

8. International Data Transfers

Our systems may be hosted in multiple regions, including but not limited to the United Kingdom, the European Union, and the United States. If you are located outside these areas, your data may be transferred and processed in jurisdictions with different levels of data protection.

By using the Bot, you consent to such transfers, provided that appropriate legal mechanisms (such as standard contractual clauses or equivalent safeguards) are in place.

9. Children's Privacy

The Bot is not intended for children under 13 years of age (or the minimum digital consent age in your jurisdiction). We do not knowingly collect personal data from children.

If we become aware that we have inadvertently collected data from a child without proper consent, we will delete such information promptly. If you believe this has occurred, please contact us at [email protected].

10. User Rights and Access

Depending on your location and applicable data protection laws, you may have rights including:

- The right to request access to the data we hold about your server
- The right to correct inaccurate or incomplete information
- The right to request deletion of your server's data
- The right to object to or restrict certain processing
- The right to data portability (in a structured format)
- The right to lodge a complaint with a supervisory authority

To exercise any of the above rights, you must contact us at [email protected] and provide proof of ownership of the relevant Discord server. We reserve the right to deny requests that are unverified, abusive, or excessive in scope.

11. Payment and Premium Features

All premium feature payments are processed through Discord's built-in monetization systems. We do not directly handle, receive, store, or access any payment card details or billing information.

All payment data is subject to Discord's own privacy policies, terms of use, and security measures. For payment-related issues, including chargebacks, billing errors, or refunds, please refer to Discord's support.

We do store information about whether a server has an active premium subscription, its status, and associated entitlements.

12. Third-Party Services and Integrations

The Bot uses Discord's API and infrastructure. Your use of Discord is subject to Discord's own terms and privacy practices.

We are not responsible for:
- The security or privacy of Discord's platform or infrastructure,
- Other bots or services you use in your server that interact with the Bot,
- Links to external websites or third-party resources.

13. Policy Updates and Modifications

We reserve the right to modify this Policy at any time without prior notice. Any changes will be effective immediately upon posting to our website or publishing through the Bot.

We will update the "Last Updated" date at the top of the Policy when changes occur. Your continued use of the Bot after changes have been posted signifies your acceptance of the updated Policy.

If you do not agree with the changes, you must cease use of the Bot and remove it from your server.

14. Limitation of Liability

To the fullest extent permitted by law, Better Verify shall not be liable for:

- Data loss caused by third-party systems, including Discord's outages or API changes,
- Unauthorized access to your data due to your failure to secure your own Discord server or account,
- Indirect, incidental, or consequential damages resulting from the collection or use of data as described in this Policy.

15. Contact Information

If you have questions, complaints, or requests regarding this Privacy Policy or your data rights, please contact us:

Email: [email protected]  
Website: https://betterverify.xyz