Overview
Welcome Bot is committed to protecting your privacy. This policy explains what data we collect, how we use it, and your rights.
By using the Bot, you agree to the collection and use of information as described here.
Data We Collect
We collect data necessary to generate and send welcome messages.
Server-Level Data
- Server ID — Discord’s unique identifier for your server
- Channel ID — Identifier for the configured welcome channel
- Configuration settings — Welcome message text, display mode, color choices, border settings, link buttons, ping settings
- Custom background flag — Whether a custom background image is stored
Temporary Data (during image generation)
- Member avatar — Fetched from Discord’s CDN at the time of join, used only for image generation, not stored
- Server icon — Fetched from Discord’s CDN, used only for image generation, not stored
External Storage
- Custom background images — If uploaded, stored on Cloudinary (cloud image service) keyed by Server ID
What We DO NOT Collect
- Message content or text
- User IDs or member data beyond the join event
- Usernames, display names, or discriminators (beyond temporary image generation)
- Direct messages or private channels
- Email addresses or personal contact info
- IP addresses or device information
- Member activity or behavior
How We Use Your Data
Collected data is used exclusively for:
- Welcome messages — Generating and sending welcome images and text when members join
- Image generation — Creating personalized welcome images with member avatar and server branding
- Configuration — Storing your server’s welcome message preferences
We do not sell, share, or transfer your data to third parties.
Data Retention
- Server configuration — Retained until the Bot is removed from the server or config is reset
- Custom background images — Retained on Cloudinary until the Bot is removed or the image is reset
- Member data — Not retained; avatars are fetched temporarily during image generation only
Data Security
- Configuration stored in secure MongoDB databases with TLS encryption
- Custom backgrounds stored on Cloudinary with industry-standard security
- No public API exposes raw configuration data
- Database access restricted to authorized personnel only
Your Rights & Choices
Server Administrator Controls
- Enable or disable welcome messages via
/setup - Upload or remove custom backgrounds
- Configure all aspects of the welcome message
- Reset all configuration to defaults
Automatic Cleanup
- All server configuration and custom backgrounds are automatically deleted when the Bot is removed from a server
Data Deletion
To request deletion of your data, join our Support Server and contact staff. Requests processed within 30 days.
Children’s Privacy
The Bot follows Discord’s Terms of Service requiring users to be 13+. We do not knowingly collect data from children under 13.
Changes to This Policy
We may update this policy. Changes will be posted here with an updated date. Continued use constitutes acceptance.
Contact
Questions? Join our Discord Support Server.