Privacy Policy

What Data We Collect

Server Ninja collects the data needed to provide analytics, moderation, and community-management features. This includes:

• Server metadata: server ID, server name, member count, channel names and IDs, role names and IDs.
• Member activity: message counts per channel, voice-channel activity durations, reaction counts, join and leave events.
• Message content: the text of messages in channels where collection is enabled. We use this for activity analytics, negativity/toxicity review in the dashboard, and the daily AI digest. Server administrators can disable message collection or limit it to selected channels in dashboard settings.
• Member profiles: Discord user IDs, display names, avatars, join dates, and role IDs, so the dashboard can show who participated in activity and moderation views.
• Presence (online status): aggregated online / idle / do-not-disturb counts for live member counters and the realtime dashboard. We do not show individual users' status to other members, and we do not keep a per-user presence history by default.
• Moderation data: records of moderation actions (for example bans, kicks, warnings), including the moderator's user ID and timestamp; flagged-message reviews (including the message text) for the negativity module.
• Engagement data: XP, leaderboard, and related scores.
• Bot configuration: settings and preferences you configure in the dashboard.
• Voice meetings (if enabled): audio is processed to produce transcripts and AI summaries; audio retention follows the workspace retention setting.

We identify Discord users by Discord user ID. We do not collect passwords.

What We Do NOT Collect

• Direct messages (DMs) between users.
• Message content from channels that administrators have excluded, or when message collection is turned off for the server.
• Payment card details (payments, if any, are processed by the payment provider).

How We Use Your Data

Data is used to:

• Provide and improve Server Ninja features (analytics, heatmaps, counters, leaderboards, welcome flows, server setup, moderation tools, daily digest).
• Detect and surface potentially negative or toxic messages for moderator review.
• Generate AI summaries (daily digest and, where enabled, meeting insights).
• Display information in the Server Ninja dashboard.
• Diagnose technical issues and keep the service stable.

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

AI and third-party processors

Message content used for negativity classification and the daily digest is sent to an external large-language-model provider for analysis only. We do not use your message content to train our own models, and we do not use it to train or fine-tune third-party models on our behalf.

Server Ninja uses the Discord API. Your use of Discord is governed by Discord's Terms of Service and Privacy Policy.

We also use hosting, database, object storage, monitoring, and logging providers. They process data only as needed to operate Server Ninja and are bound by appropriate contractual safeguards.

Data Retention

Raw activity events (including stored message content in our analytics database): 30 days on the Free plan, 365 days on Premium, counted from the time of the event.

Derived moderation and profile data (for example flagged-message text used in negativity review, sentiment labels, and the member profile cache) may be kept longer than 30 days while Server Ninja remains in the server, so that historical moderation and analytics views keep working.

Live online counts are current aggregates (cache / current server record), not a long presence history.

If you remove Server Ninja from your server, we delete that server's data within 30 days, unless a longer period is required by law.

If a user requests deletion of their activity data, we process the request within 30 days.

Your Rights (GDPR)

If you are located in the European Economic Area (EEA) or the United Kingdom, you may request access, erasure, rectification, or restriction of your personal data.

To exercise these rights, email contact@server.ninja. We will respond within 30 days.

Opt-out

There is no per-user opt-out inside Discord. A server administrator can turn off or limit message collection for the whole server (or selected channels) in the Server Ninja dashboard. End users who want their data deleted should contact us at contact@server.ninja or open a ticket in the Server Ninja support Discord server.

Data Security

We take reasonable technical and organisational measures to protect data from unauthorised access, loss, or disclosure. Secrets such as custom bot tokens are encrypted at the application level. No system is completely secure, and we cannot guarantee absolute security.

Children's Privacy

Server Ninja is not directed at children under 13. We do not knowingly collect personal data from children under 13. If you believe we have, contact contact@server.ninja and we will delete it promptly.

Ticket Ninja

Ticket Ninja is our support-ticket bot. It runs separately from Server Ninja analytics and keeps its own database. Ticket Ninja collects:

• Ticket transcripts: the content of messages sent in ticket channels (text, embeds, and attachment links), with message IDs, timestamps, and whether a message was edited or deleted. Messages outside ticket channels are not stored.
• Ticket participants: Discord user IDs, usernames, display names, avatars, and role names and colours of the people who took part in a ticket, so transcripts show who said what.
• Ticket records: who opened, claimed, and closed each ticket, the topic, answers to the server's intake questions, close reason, priority, and timestamps.
• Feedback: the rating and optional comment a member leaves after a ticket is closed.
• Server configuration: ticket categories, panels, questions, tags, staff roles, and settings.
• Gateway data used in real time and not stored: server member and role data (to check staff permissions and whether a ticket creator is still in the server) and staff online status (to tell a member when no staff are online).

We use this data only to run tickets: to create and manage ticket channels, show transcripts to the server's staff, auto-close inactive tickets, and show staff statistics (tickets handled, response times, ratings) to that server's administrators.

Message content, usernames, and display names in transcripts are encrypted at rest. Transcripts are available only to the member who opened the ticket, to the server's administrators and ticket staff roles, and to the Ticket Ninja operators when needed to provide support or investigate abuse.

Ticket Ninja does not send ticket content to AI or large-language-model providers, does not use it to train or fine-tune any models, and does not sell or share it with third parties.

Retention and deletion: ticket data is kept while Ticket Ninja is used in the server, so staff can look up past tickets. Server administrators can turn transcript archiving off at any time, and can permanently delete all of their server's Ticket Ninja data from the Ticket Ninja dashboard. If you remove Ticket Ninja from your server, or if you are a member who wants your ticket messages deleted, email contact@server.ninja and we will delete the data within 30 days.

Opt-out: members who do not want their messages recorded can choose not to open tickets; server administrators control whether transcripts are archived for the whole server.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify server administrators of significant changes by posting an update in our support server or on our website. Continued use of Server Ninja after changes are posted constitutes acceptance.

Contact

For questions, data deletion or access requests, or concerns about these Terms or this Privacy Policy, contact us at:

contact@server.ninja