Legal, privacy

Privacy Policy.

Effective October 4, 2026

Changelog3 revisions
October 4, 2026Restrictions, saved lists and remembered room settings

Section 2 now lists three new things we store. Restrictions are the members and roles a server admin has allowed to use, or stopped from using, some room commands with /restrict. They live in that server's settings, so they are part of its export. Saved lists are the trusted and blocked members you can keep with /access or with the Always allow and Block buttons on a join request, per server, and they are not exported. Remembered room settings are the name, voice status, size and privacy a member chose for their room, kept per creator channel and only where an admin has turned that on.

Section 8 says how long each is kept, including that remembered settings do not expire from inactivity yet, and section 10 says how to have them erased.

October 4, 2026Images uploaded for the bot's profile

Section 3 now covers /botprofile, which lets a server admin give the bot its own avatar, banner, name and bio in their server. We pass those to Discord and keep no copy. Nothing else changed.

September 11, 2026A fuller account of what we store, and what happens after the bot leaves

Section 3 used to say presence and game names were never written to our database. That was not right. We store the name and voice status we last set on a channel so we can tell when they need changing, and under the default templates those strings contain the room owner's display name and the game the room is playing. Section 2 now lists them, along with the arrival order we use to pass ownership on, the nickname you can set with /nick, and the ID of whoever set the bot up. Nothing about what we collect changed here. The description did.

Section 8 no longer says a removed server's data is deleted within 30 days. It isn't: we keep the configuration, because servers routinely remove and re-add the bot, and a subscription can outlive the bot's presence. Ask us and we will delete it. Sections 4, 5 and 6 also now name what we hold from signing in, what we send Paddle, and that encrypted backups live with Backblaze B2 for up to six months.

1. The short version

We run a voice channel bot. We store the minimum needed to run it, which is mostly IDs, settings, and who owns which channel. Section 2 has the full list. We never read or store your message content. The bot doesn't even ask Discord for that data.

2. What the bot stores

To make voice channels appear and disappear on cue, we keep:

  • Discord server, channel, and user IDs
  • Per-server settings and channel name templates
  • Channel ownership records, so we know who owns which temporary room, and the order people joined it, so ownership can pass to whoever has been there longest
  • The name and voice status we last set on a channel, so we can tell when they need changing. Under the default templates those strings contain the room owner's display name and the game the room is playing
  • The display name of whoever created a room, and any nickname you choose for yourself with /nick
  • Restrictions, as IDs: the members and roles a server admin has allowed to use, or stopped from using, some room commands with /restrict. They live in that server's settings, so they are included in its /export file
  • Saved trusted and blocked members: if you use /access, or press Always allow or Block on a join request, your own lists, for each server, of who may and may not join the rooms you create there. We keep the server ID, your ID and the ID of each person listed. A room also keeps a record of who may and may not join it, which copies those entries and adds anyone let in for that room only or voted out of it. The record goes when the room is deleted
  • Remembered room settings, only in creator channels where an admin has turned this on: your ID, the server and creator channel, the name and voice status you chose for your room (up to 1,000 characters each), its size, and whether you made it private or hidden
  • The ID of whoever set the bot up in a server, so we know who to tell when its permissions break
  • Member-count totals, sampled daily and kept for 45 days, used only to work out your pricing tier
  • Subscription and entitlement status
  • Operational logs that contain IDs, so we can debug when something misbehaves

/export does not include a server's saved lists or remembered settings, and /import does not bring them back.

3. What the bot processes but does not store

  • Voice join and leave events. We act on these in the moment to create or clean up channels, and then they're gone.
  • Presence and game names. We read your activity live, only while you're in a channel the bot manages, and only to render that channel's name. We keep no history of it and build no profile of anyone. What that render produces can end up in the stored channel name and voice status, which is covered above.
  • Images for the bot's profile. When a server admin uploads an avatar or banner with /botprofile, the bot downloads it from Discord, hands it straight back to Discord as its profile in that server, and keeps no copy. The name and bio set there are passed to Discord the same way.
  • Message content. This is never accessed. The bot doesn't request the permissions or intents that would let it read your messages.

4. The website and dashboard

Signing in uses Discord OAuth with the identify and guilds scopes only. That gives us your Discord ID, username, avatar, and the list of servers you're in, and nothing more. We store the first three, along with the tokens that keep you signed in and let us refresh your server list. We use essential session cookies required to keep you signed in. We do not use advertising cookies or third-party analytics cookies.

5. Payments

Payments are handled by Paddle as the merchant of record. Your card details go to Paddle, never to us, and we could not see them if we wanted to. What we do receive and store is the subscription's status, tier and renewal date, the Paddle customer and subscription IDs that link it to your servers, the amount actually charged with its tax and currency, the country the payment was billed from, and, if a payment is later refunded or reversed, the details of that adjustment. Your dashboard needs those to show you what you paid, and a refund needs them to reach the right servers. Going the other way, we pass Paddle the IDs of the servers you're paying for, so the payment can be matched to them when it comes back to us. Managing or cancelling a subscription happens on Paddle's own hosted portal, reached from your dashboard.

6. Where data lives

Data is stored in managed Postgres, hosted on Fly.io infrastructure, and encrypted both in transit and at rest. We take encrypted backups and keep them with Backblaze B2, for up to six months. Depending on where Fly.io and Backblaze provision infrastructure, your data may be processed outside your country of residence.

7. The template assistant

/templateassistant is optional and only runs when a server admin asks it to. When they do, we send what they typed to our model provider, OpenAI, together with the server's current channel name and status templates, its "no game" label, and the Discord language setting of the person asking. We send nothing else. Message content, member names, presence data, and account identifiers are not included.

OpenAI acts as a subprocessor for that one request and handles it under their API terms. We do not keep the description after the reply comes back. What comes back is a name template, which the admin previews and approves before it changes anything. If you self-host, the assistant is off until you configure a model endpoint yourself, and in that case nothing reaches us or OpenAI unless you point it at them.

8. Retention

We keep a server's data while the bot is in that server. If the bot is removed we keep that server's configuration rather than deleting it right away, for two reasons: servers often remove and re-add the bot, and a paid subscription can outlive the bot's presence, so deleting the record would hide the cancel button from someone still being charged. Ask us and we'll delete it. Encrypted backups are kept for up to six months, so data can survive in those for that long after we remove it from the live database.

Saved lists stay until the member who made them takes someone off or clears the list. Remembered room settings stay until the member changes or clears them, an admin presses Clear saved settings on the creator channel, or the creator channel is removed, in which case they are deleted about a week later. They do not expire from inactivity yet, and turning remembering off for a creator channel stops them being used without deleting them. If the bot is removed from a server, both are kept with the rest of its configuration until you ask us to delete them, and anything we delete can still sit in those backups for up to six months.

9. Lawful basis for processing

We process most data because it is necessary to provide the service you've requested. Some operational logging is processed for our legitimate interests in maintaining the reliability and security of the service. Where we rely on consent, such as optional communications, you may withdraw it at any time.

10. Your rights

You can request access to, correction of, or deletion of your data through the support server. We honor GDPR and POPIA-style rights for everyone, no matter where you live.

That covers saved lists and remembered room settings. Anyone on a saved list can ask us to take them off it, the person who made the list can ask us to delete it, and a member can ask us to delete the room settings saved about them. You can also manage your own lists with /access. Within a few minutes of an entry leaving a saved list, we take it off any room that is still running, except a trusted entry on a room that is open to everyone. A trusted person who is in the room at that moment keeps their way in until the room is deleted. Someone let in for one room only, or voted out of it, stays in that room's record until the room is deleted.

11. Self-hosting

You can run AVC yourself, in which case no data ever reaches us. The AGPL-licensed code is the ultimate privacy guarantee. Don't take our word for any of the above. Read it, or host it.

12. Children

Discord's minimum age requirements apply to use of the bot and this site.

13. Changes

If we change this policy, we'll update the date at the top and note anything significant. We won't quietly expand what we collect.

14. Contact

For questions, requests, or concerns, email us at [email protected] or reach us in the support server. AVC is operated by Poly Haven (Pty) Ltd, a private company incorporated in South Africa.