Privacy policy

Last updated: October 23, 2026

Warden's Post ("the bot") is a Discord bot and web dashboard. This page explains what it stores, why, and how to have it removed. We keep it short on purpose.

What the bot stores

Only what a feature needs to work, tied to your server's ID and, where relevant, a member's Discord user ID:

• Server settings: which features are on, channel and role IDs, messages you wrote for welcomes, tags, auto responses and sticky messages.
• Moderation records: warnings, kicks, bans and timeouts, with the member, the moderator, the reason and the time.
• Levels and activity: each member's XP, level and a running count of messages sent (a number, not the messages).
• Things members choose to give it: a birthday (month and day only), reminder text, suggestion text, achievements earned, giveaway entries made by reacting.
• Tickets and appeals: when a member opens a ticket or a ban appeal, the text they write is kept so staff can answer it. A ticket transcript (who said what in that ticket channel) is saved when the ticket is closed, and is deleted with it after the retention time you set.
• Verification and anti-raid: the time a member joined, whether they have verified, and the account's creation date, to apply the account-age and join-burst rules you chose.
• Scheduled posts and welcome cards: the messages you write and, for a welcome card, the member's avatar and name drawn into an image when they join. The image is not stored.
• Roles to restore: if sticky roles is on, the role IDs a member had when they left.
• Tabletop tools: if a member uses them, the character sheets they create (name, stats, attacks, macros), the initiative order running in a channel, and a time zone they choose for /timestamp.
• Game nights and party rooms: scheduled game nights with each member's RSVP answer, and the temporary voice rooms the bot made (room ID and who owns it). Rooms are removed when empty.
• Invite tracking: if turned on, which invite code a new member joined with and who created it (user IDs and counts), so the server can see who is growing it. No names are added beyond what Discord already shows.
• Moderator notes, AFK and locked channels: private notes moderators write about a member, an AFK message a member sets for themselves, and the list of channels locked with /lock.
• Suggestions and bug reports: if you use the feedback page, what you type (and an email address only if you choose to give one) is sent through the Web3Forms service to the bot owner's email. It is not stored by the bot.
• Dashboard sign-in: if you sign in with Discord, your user ID, username, avatar and the list of servers you are in (with your permission level there) are kept in a session file for up to 12 hours.

Statistics

For the growth analytics page and the weekly digest, the bot keeps daily totals per server: how many members joined and left, and how many messages were sent in total and per channel and hour. These are counts only. They contain no message text and no member names.

Payments

The bot does not see or store card details. Premium purchased through Discord is handled by Discord, which tells the bot only that a server has an active subscription. Premium codes and trials record the server ID and the dates.

What the bot does not store

The bot reads messages as they arrive so that automod, levels, custom commands and logging can work. It does not keep a copy of your conversations. If you turn on server logging, deleted and edited messages are posted to the log channel you choose inside Discord; they are not saved by the bot.

How it is used and shared

Data is used only to run the features above for your server. It is not sold, not used for advertising, and not shared with anyone else. The bot is hosted on a third-party hosting provider, which stores the files on its servers. The /lookup command asks the public D&D 5e SRD reference (dnd5eapi.co) for the rule or monster you search; only the search words are sent. The feedback form uses Web3Forms.

Who can see it

Server owners, Administrators and people the owner has made "bot masters" can see their own server's records in the dashboard. Nobody can see another server's data.

How long it is kept

Data stays while the bot is in your server. If the bot is removed, your server's data is deleted after 30 days (re-adding the bot within that time brings your settings back). Sign-in sessions expire after 12 hours or when you log out.

Your choices

• Members can remove their own birthday with /birthday remove and cancel their reminders with /remind cancel.
• Moderators can clear a member's warnings from the dashboard or with /clearwarnings.
• To ask for specific data to be deleted, or for everything about you or your server to be removed right away, contact us through the support server (the Support link on the home page, if shown) or message the server owner who runs the bot.

Children

Discord requires users to be at least 13 (or the minimum age in their country). The bot does not knowingly collect information outside what Discord already provides to it.

Changes

If this policy changes in a way that matters, the date at the top will change and the update will be announced where the bot is supported.