Privacy Policy

Effective October 3, 2026. Applies to Big Yikes Bot and its management dashboard.

Big Yikes Bot is operated by Zev for the Big Yikes Discord community. This policy explains the information used to run the bot, where it goes, and how to ask for access, correction or deletion.

Information we process

• Discord user, server, channel, role and message identifiers; usernames or display names; server nicknames; membership, join and departure information; roles; and relevant moderation or verification status. These support identity checks, permissions, newcomer setup and rank updates.
• Information you submit in setup and access requests, such as your main character’s name and class, other characters, requested memberships and your note. Request status, officer decisions, approved changes and timestamps are recorded so a request can be reviewed and safely completed.
• Setup and notification records, including reminder timing, message identifiers, delivery results and action history. They help prevent duplicate messages or repeated role changes.
• Message content in the configured perms-request entry channels, processed to recognize clear requests for help. This intake stores source identifiers and outcome metadata rather than a general archive of chat text. Information you explicitly submit in a request is retained with that request.
• Private dashboard draft titles and bodies submitted by Zev. Discord sign-in supplies the account identifier and name and a short-lived access token. Essential session and sign-in cookies, temporary rate-limit information and operational error or health information support secure operation. The dashboard does not collect your Discord password.

Why we use it

We use this information to provide community setup and officer review, apply approved access changes, show request status, send related notices, keep the dashboard secure, troubleshoot failures and recover the service. We do not sell personal information, use it for advertising or use Discord message content to train AI models. The live bot operates with configured rules; it does not send routine member content to an AI chatbot.

Who can see it and service providers

Zev and authorized officers can see the records needed for their configured review duties. Private request details and drafts are not published as public profiles. Approved ranks and nicknames, bot posts and any replies in server channels are visible according to that channel’s Discord permissions. Direct messages are delivered through Discord.

Discord processes interactions and messages. Fly.io hosts the bot, dashboard and operational databases. Google Drive stores encrypted recovery archives. Cloudflare monitors service health and backup capture time; this monitor receives no member records, request text or archive contents. Authorized technical support tools may process limited records when used to inspect or maintain the bot. Providers may process technical connection information under their own policies and may operate in countries other than yours.

We may disclose information when required by law. We limit other access to what is needed to operate and support these functions.

Storage, security and retention

Operational records are stored in private databases with access controls. Off-provider recovery archives are encrypted, and the recovery key is held separately. No service can guarantee absolute security.

Records are retained while needed for setup, request review, delivery history, safe operation and recovery. Most durable records currently have no automatic expiry; removal is handled by the operator. Dashboard sign-in sessions expire after at most one hour, after twenty minutes of inactivity, or when the service restarts. Authentication refresh tokens are not retained by the dashboard.

Fly recovery snapshots use a five-day retention window. Encrypted Drive archives remain until manually removed; there is no automatic archive expiry. A deletion request includes review of recovery copies. Archived data is not used for ordinary operations, and applicable deletions must be honored before restored data is returned to service.

Your choices and requests

Contact Zev on Discord through the Big Yikes server to request access to your bot-held data, correction or deletion, or to report a privacy concern. A moderator can help route your request. Include your Discord user ID and what you want reviewed; do not send passwords or account tokens. We may verify that the request concerns your account.

Zev will handle applicable correction and deletion requests promptly, including recovery copies, unless retention is required by law. Removing bot records does not remove messages or account information held independently by Discord, and may affect request history or setup features. Contact Discord for its account and message controls. You can cancel a pending access request through My requests; cancellation is not a data-deletion request.

The bot is not intended for anyone below Discord’s minimum age. Contact Zev if information from someone below that age has been submitted. Depending on your location, you may have additional data rights or a right to complain to a privacy regulator; this policy does not limit them.

Updates

We will update this page and its effective date when data handling changes. Material changes should be reviewed before you continue using the bot. Terms of Service describe use of the service.