Privacy Policy

1. Introduction

This Privacy Policy explains how TobyBot ("the bot", "we", "us") collects, uses, and stores information when you use the TobyBot Discord bot or this website. By adding TobyBot to your server or using its features, you agree to the practices described here.

2. Data We Collect

TobyBot collects only the minimum data needed to operate its features:

• Discord user ID and guild ID — used to identify users and servers across all features.
• Username — stored where attribution is needed (e.g. excuses, intro song ownership).
• Intro audio files — audio clips you upload for the intro song feature, stored as binary data.
• User preferences and permissions — music, meme, and dig permissions; social credit scores; superuser status.
• Server configuration — per-guild settings such as delete delay, volume level, and the channel where the monthly leaderboard is posted.
• Excuse entries — text excuses submitted by users for use within a guild.
• Voice channel activity — when you are in a voice channel with TobyBot we record the start and end time of each session, the channel and guild it occurred in, and how much of that time had at least one other non-bot user present. These records are used to award social credit (with a daily cap) and to produce monthly leaderboards.
• Monthly social-credit snapshots — on the first of each month we record each tracked user's current social-credit total so the leaderboard can show credits earned that month.
• Vanity title purchases and equipped title — the titles you have bought with social credit and which one (if any) you have equipped in each server.

We do not collect passwords, email addresses, payment card numbers, or any data beyond what Discord makes available through its API.

3. How We Use Your Data

All collected data is used solely to provide and improve TobyBot's functionality:

• Serving intro songs when you join a voice channel.
• Enforcing per-user permissions for commands.
• Persisting guild configuration between bot restarts.
• Displaying usernames on excuse and social credit features.
• Awarding social credit for voice-channel time you spend with other users, subject to a daily cap, and posting a monthly leaderboard on the first of each month in a channel chosen by the server owner.
• Creating and assigning a Discord role on the server when you equip a vanity title you have purchased, and removing that role when you unequip or switch titles. The role is cosmetic (no elevated permissions) and is managed entirely by the bot.

We do not sell, rent, or share your data with third parties for marketing or advertising purposes.

4. Game-Activity Tracking (Opt-In)

TobyBot can optionally record the names of games you are playing on Discord ("game-activity tracking") to produce per-user and per-server monthly top-games summaries. This feature is disabled by default and gated by two switches:

• Per-guild: only the server owner can enable it via the /setconfig activity_tracking: true command. When they do, every non-bot member receives a one-time direct message explaining what will be collected and how to opt out.
• Per-user: once enabled at the guild level, any member can opt out at any time with /activity tracking-off, and opt back in with /activity tracking-on. No new activity is recorded while you are opted out.

What is recorded: only Discord activities of type PLAYING (i.e. games). Music listening (Spotify), streaming, watching, and custom statuses are explicitly ignored. For each session we store the activity name, the guild, the user, and the session start and end timestamps.

Retention: raw session rows are kept for 30 days, then purged. Monthly per-user per-game totals are retained for 12 months before being deleted. Sessions shorter than one minute are discarded before they enter the monthly rollup.

Where it's shown: /activity me shows you your own top games this month and across the last 12 months. /activity server shows the server's top games this month, with opted-out users excluded from the aggregate.

Not affected by tracking: game activity does not earn social credit. Tracking is observational only.

5. TOBY Coin Trade History

When you buy or sell TOBY coin via /tobycoin or the web Market, we record the trade (timestamp, side, quantity, price per coin, and your Discord display name) so the price chart can show markers and a "Recent trades" list to other members of the same server. This activity is visible only to members of the guild where the trade occurred. Trade records are retained for up to 12 months — long enough that the chart's 1Y view stays meaningful — and then automatically deleted; balance changes themselves persist as part of your social-credit and TOBY-coin totals.

6. Data Retention

Your data is retained for as long as TobyBot is active in your server. If you remove the bot from your server, or upon your request, we will delete all data associated with your guild. Individual user data (such as intro songs or social credit) can also be deleted on request by a server owner or the user themselves via the appropriate bot commands. Activity-tracking data is additionally governed by the retention rules described in the "Game-Activity Tracking" section above. TOBY coin trade records follow the up-to-12-month retention described in the "TOBY Coin Trade History" section above.

7. Third-Party Services

TobyBot interacts with the following external services to deliver its features:

• Discord API — all bot interactions are mediated through Discord. Discord's own Privacy Policy applies to data held on their platform.
• YouTube — used to search and stream music. No user data is sent to YouTube beyond the search queries you issue.
• Reddit API — used to fetch meme images. No personally identifiable information is sent.
• D&D 5e API — used for Dungeons & Dragons lookup commands. No user data is transmitted.

8. Your Rights

You have the right to:

• Request a summary of data stored about you or your guild.
• Request deletion of your personal data or your guild's data.
• Withdraw consent by removing TobyBot from your server at any time.

To exercise these rights, please open an issue on the GitHub repository or contact us via Discord.

9. Children's Privacy

TobyBot is not directed at children under the age of 13. In accordance with Discord's Terms of Service, users must be at least 13 years old. We do not knowingly collect data from anyone under this age. If you believe a minor has provided us with personal data, please contact us so we can remove it.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the bot's features or legal requirements. We will update the "Last updated" date at the top of this page when changes are made. Continued use of TobyBot after updates are posted constitutes acceptance of the revised policy.

11. Contact

If you have any questions or concerns about this Privacy Policy, please open an issue on the GitHub repository or reach out via Discord.