Dungeon Keeper

Privacy Policy

Effective 2 October 2026

The short version. Dungeon Keeper runs on our own hardware, not a cloud platform. It does not store the text of your ordinary channel messages. It keeps a record that you posted, where and when. Features you use directly, such as a bio, a whisper or a game entry, keep what you give them. We never sell your data or use it for advertising. You can see and delete much of it yourself, and you can ask for the rest to be erased.

Who we are
What we collect
How we use it
Automated processing
Who else receives it
International transfers
How long we keep it
Your choices and rights
Age
Security
Changes
Contact

Who we are

Dungeon Keeper is a Discord bot and web dashboard operated by Billybots ("we", "us"). This policy covers the copy of Dungeon Keeper that we host. The source code is published under an open-source licence, and anyone running their own copy is responsible for their own privacy practices.

Each Discord server that adds Dungeon Keeper has its own administrators. They choose which features are switched on in their server, and some features only collect data when an administrator enables them. Inside a server, the bot's Help guide has a section called Your Data & Privacy. It lists every kind of record, feature by feature, with how long each is kept. This page is the summary.

What we collect

From Discord, automatically

Account basics. Your Discord user id, username, display name and avatar, and the roles you hold in servers where the bot runs.
Message records, without the text. For messages in channels the bot can read, we keep who posted, where and when, which message it replied to, who it mentioned, its reactions, whether it carried an image or video, an automatic sentiment score and emotion label, and whether it was later deleted. We do not store the text of ordinary channel messages.
Activity. XP and levels, voice-channel session times, when you were last active, when you joined or left a server, and which invite brought you in.
Command and panel usage. Which slash commands you run, and for staff, which dashboard pages they open.

What you give the bot

Things you choose to add. Profile bio answers, your birthday (day and month only, never the year), wellness settings, role picks, and opt-ins such as Pen Pals.
Feature content. Text you type into a bot feature is stored by that feature. Examples are whispers, confessions, game submissions, questions, bug reports and theme requests.
Economy and games. Your in-server coin balance and transaction ledger, items, quests, bets and game results.
Photos for Guess Who. If you opt in and submit a photo, the full-size original is held until the round ends, and for 7 days at most.
Voice messages. Where a server turns on transcription, voice messages in the chosen channels are transcribed on our own hardware. The transcript is posted in the channel.

Moderation records

Warnings, jails, tickets and their transcripts, and notes moderators make are kept as the record of moderation decisions. Anonymous features are anonymous to other members, not to server administrators. Whispers, confessions, anonymous game entries and Guess rounds keep a record of who sent them, so that an anonymous channel cannot be used for harassment.

The web dashboard

Signing in to the dashboard uses Discord's OAuth2 with the identify and guilds scopes. These give us your Discord identity and the list of servers you are in, so we can show only the servers you manage. We do not keep your Discord access token. A signed session cookie keeps you signed in.

How we use it

To run the features a server has switched on: levels, the economy, games, music, profiles, anonymous features and so on.
To support moderation: case records, tickets, safety tools such as no-contact orders, and reports that help moderators understand activity in their server.
To keep the bot working and to find features nobody uses.

We do not sell personal data. We do not use it for advertising or share it with data brokers.

Where the GDPR or UK GDPR applies, we rely mainly on legitimate interests: running and moderating the community you joined. For features you opt into, such as a bio, a birthday or Guess Who, we rely on your choice to use them, and you can withdraw at any time.

Automated processing

Some features use automated analysis. All of it runs on our own hardware and none of it is sent to a cloud service.

Sentiment scoring of messages, used for activity and channel-health reports.
A local AI model that checks messages from members a moderator has placed on a watch list, and helps with wellness features. Its output goes to human moderators. It does not punish anyone by itself.
Image analysis used to prepare Guess Who crops.

Almost everything stays on our hardware. These services receive data:

Service	What it receives
Discord	Everything the bot reads and posts, because the bot runs on Discord.
Anthropic (Claude)	The text of a question you ask the in-server AI assistant. Your name and user id are not sent. If a server enables it, channel names and topics you can see, server docs and your role names go with it. No member messages, bios or other personal records are sent.
Cloudflare	Dashboard traffic only, including your sign-in. If you never open the dashboard, nothing of yours goes through Cloudflare.
YouTube (Google)	Music searches and video loads, made under the bot's own Google account rather than yours, and title lookups for posted YouTube links.
Spotify	Track searches and playlist changes by track id. Spotify is not told who posted a song.
cipher.kikkia.dev	A code fragment from YouTube's player, used to unlock playback. It carries nothing about you.

We may also disclose information if the law requires it, or where it is needed to protect someone's safety.

International transfers

Discord, Anthropic, Google and Cloudflare are US companies. Discord, Google and Cloudflare are certified under the EU-US Data Privacy Framework. Anthropic, Discord and Cloudflare also rely on the European Commission's standard contractual clauses. Spotify is based in Sweden.

How long we keep it

Retention depends on the feature, and the in-server guide lists each one. The main rules are:

Message records, activity, economy and moderation records are kept indefinitely so reports, balances and case histories stay accurate. Moderation records are kept even after an erasure request.
Things you added yourself are kept until you remove them. Bios of members who left are deleted after 12 months.
Short-lived records expire on a clock. Guess Who photos go after 7 days at most, and confession reply routing goes after 14 days.
Backups are taken every few hours on the bot's machine and nightly to separate hardware in the same home. Off-device copies are deleted after 14 days. A backup can briefly hold data after an erasure, until it ages out.

If you leave a server, its administrators can have the bot anonymise your records automatically. If a server removes the bot, its data is kept by default so it can be restored if the bot is added back. The operator can set it to be erased instead, either immediately or after 7, 30 or 90 days.

Your choices and rights

Self-service. Open the My Data panel from the bot's Help & Settings panel, or run /mydata. From there you can delete your messages from a server, clear some feature data, or delete everything and start again.
Access and erasure. You can ask for a copy of what we hold about you, or for a full erasure. An erasure keeps only a few records, and you are told which. These are moderation records, any no-contact order protecting another member, DM-consent records, and the coin ledger, which has to balance for other members.
Other rights. Depending on where you live, you may also have the right to correct your data, to restrict or object to its use, and to complain to your data protection authority. In the UK, that is the Information Commissioner's Office.

To make a request, see Contact.

Age

Dungeon Keeper is not meant for anyone under Discord's minimum age in their country. Age-restricted features only work in channels marked age-restricted in Discord. Individual servers may set a higher age for membership.

Security

The bot and its database run on hardware we control. The dashboard is reachable only through an encrypted Cloudflare tunnel. Its settings pages are restricted to each server's staff. No system is perfectly secure, but we limit what we collect and keep access narrow.

Changes to this policy

If we change this policy, we will update the effective date at the top of this page. If a change significantly affects how your data is used, we will announce it in the servers where the bot runs.

Contact

In a server that runs Dungeon Keeper, open a ticket with /ticket open to reach that server's administrators. For anything else, contact us in the Billybots Discord server.