Bot Allen

Effective date: 08/19/2026 · Applies to the Bills Mafia 716 Discord server

Overview

Bot Allen ("the bot") is a Discord bot operated for the Bills Mafia 716 Discord server. It provides an AI troubleshooting assistant, link moderation, stage-event announcements, welcome messages, and a private moderator relay system. This policy explains what information the bot collects, how it's used, and your choices.

This policy applies only to the bot's own data handling. It does not cover Discord itself — see Discord's Privacy Policy for how Discord handles your account and platform data generally.

Information we collect

AI conversation content. When you message the bot directly (DM) or @mention it, we store your Discord user ID and the text of that conversation in a self-hosted memory database, so the assistant can maintain context across your conversations with it.
Server messages (link moderation). Messages posted in monitored server channels are scanned for links to enforce our link policy. This scan is transient — message content is not stored as a result of this scanning, only acted on (e.g. deleted) if it violates the policy.
Membership & role information. We read basic member and role data (via Discord's Server Members intent) to send welcome messages to new members and to restrict certain bot features to specific roles. This data is used at the moment it's needed and is not separately stored by the bot.
Moderator relay content. If a moderator reviews or intervenes in your AI conversation through our internal moderation tools, that conversation is visible to moderators in a private, staff-only channel for that purpose.

How we use information

To generate helpful, context-aware responses to your questions.
To remember relevant context from your prior conversations with the bot, so you don't have to repeat yourself.
To enforce server rules around links.
To welcome new members and manage role-based access to bot features.
To allow human moderators to monitor and, when necessary, directly step in on AI conversations for support or moderation purposes.

We do not sell any information collected by the bot, to anyone, ever.

Third-party services

The bot's AI model and memory storage run on infrastructure we control directly — conversation data is not sent to any third-party AI provider (e.g. OpenAI, Anthropic, Google) for processing or storage.

One exception: when the assistant needs to verify current information (for example, checking Discord's own support documentation before answering a troubleshooting question), it may send a short search query to DuckDuckGo to retrieve public web search results. These queries do not include your Discord user ID or identifying information beyond the text of the query itself. See DuckDuckGo's Privacy Policy for how they handle search requests.

Data retention & deletion

AI conversation memory is retained to allow the assistant to recall context in future conversations. You can request deletion of your stored conversation data at any time by contacting a moderator or using the contact method below — we will remove your stored conversation history on request.

If you'd like your data deleted, message a moderator or reach out via the contact method in the section below. We aim to process deletion requests promptly.

Children's privacy

This bot is intended for use consistent with Discord's Terms of Service, which require users to be at least 13 years old (or the minimum age required in your country). We do not knowingly collect information from anyone below this age beyond what Discord itself already collects as part of normal platform use.

Security

Data collected by the bot is stored on infrastructure we control and is not publicly accessible. Access is limited to those operating the bot for the purposes described in this policy. No method of storage or transmission is perfectly secure, but we take reasonable steps to protect the information the bot handles.

Changes to this policy

We may update this policy from time to time as the bot's features change. The "Effective date" at the top of this page will reflect the most recent update. Continued use of the bot after a change constitutes acceptance of the updated policy.

Contact

Questions about this policy, or requests regarding your data, can be directed to: {{CONTACT_EMAIL}}