Privacy & Data Handling
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ASTRA GAMING NETWORK
Privacy & Data Handling
What we collect, how long we keep it, and who can see it
VERSION 1.0
August 2026
Public — members can read this. Publish it in #Info.
Contents
The short version — What we hold and why
What we collect — And what we deliberately do not
Who can see what — Access by role
How long we keep it — Retention by data type
Your requests — Access, correction, deletion
What we never do — Sell, share, or snoop
Third parties — Who else touches the data
Breaches — What we do, and how fast you hear
Changes — How this document gets updated
The short version
We keep the minimum needed to run a Discord server fairly: what you post in public channels, moderation records, ticket transcripts, and basic activity data. Staff can see it, nobody else can, and we do not sell any of it.
Not a legal document
This is a plain description of what we actually do, written so members can make informed decisions. It is not a formal privacy policy and it is not legal advice.
If AGN’s website ever handles accounts or payments, a proper policy will replace this.
What we collect
Data | Why we have it |
|---|---|
Your Discord user ID and username | How the bot identifies you at all |
Messages in public channels | Logged so we can review deletions and edits during moderation |
Voice channel joins and leaves | Most incidents happen in voice and leave no other trace |
Moderation cases | Warnings, timeouts, bans, and the reasons attached |
Ticket transcripts | So a ticket makes sense to whoever handles it next |
XP and level data | The levelling system |
Invite attribution | Which invite you joined through |
Account age at join | Raid and alt detection |
What we do not collect
Your real name, address, phone number, or payment details — we never ask and you should never give them
Your DMs, on Discord or anywhere else
Your IP address
Voice recordings — we log that you joined a channel, not what was said in it
Anything from servers other than this one
Who can see what
Data | Who |
|---|---|
Public messages | Everyone — they are public |
Message edit and delete logs | Staff with that specific log role |
Voice logs | Staff with that specific log role |
Moderation cases | Moderators and above |
Ticket transcripts | Staff assigned to that ticket type |
Your own cases | You, on request |
Log access is granted by need, not by rank. A staff member who does not need to read message logs does not have that role. Reading logs out of curiosity about a member is a misuse of access and is treated as one.
How long we keep it
Data | Retention |
|---|---|
Message and voice logs | 90 days, then rotated out |
Moderation cases | Indefinitely — they are the record appeals depend on |
Ticket transcripts | 12 months |
XP and levels | While you are a member; wiped if you leave for good |
Invite attribution | 12 months |
Adjust these numbers to whatever you actually configure, then keep this table matching reality. A retention policy that does not match the configuration is worse than none.
Your requests
Open a ticket for any of these.
See your own moderation record. We will show you your cases and the reasons attached.
Correct something inaccurate. If a case reason is factually wrong, we will fix it. The original timestamp stays and the edit is logged.
Delete your data. We will wipe your XP, economy balance, and ticket transcripts. Moderation cases stay — see below.
Ask what we hold. We will tell you.
Why moderation records are not deleted on request
A ban record that can be erased by asking is not a record. It is what stops someone being banned for something serious and returning with a clean slate a month later.
If you believe a case is wrong rather than inconvenient, appeal it — overturned cases are marked as overturned.
What we never do
Sell or share member data with anyone, including partners
Share ticket contents outside the staff handling them
Discuss your case with another member
Use data from this server for anything outside running this server
Ask for your password, payment details, or personal documents
The venting channel
Messages there are logged like any other channel — we cannot make an exception in the logging system.
But repeating anything from that channel, staff included, is a rule violation and is treated seriously. Staff read it to keep people safe, not to gather material.
Third parties
Discord. Everything here happens on Discord’s platform and is subject to their privacy policy and terms.
Phantom. Our bot is a managed service by Hydra Labs. It processes the data listed above in order to run the features we use.
Nobody else. We do not use analytics services, advertising networks, or data brokers.
Breaches
If member data is ever exposed, we will say so in Announcements as soon as we know — what happened, what was affected, and what you should do. Plainly and immediately, not softened and not delayed.
That is the one commitment in this document we consider non-negotiable.
Changes
If this changes materially, we will post about it rather than quietly editing. The version and date at the front tell you which one you are reading.
Questions go in a ticket. If something here is unclear or you think we have it wrong, we would rather know.