Tokyara

Privacy Policy

Last updated: see the publication date on the site.

This policy explains what data the Tokyara Discord bot (“the bot”, “we”) and its website collect, why, and how to manage it. By adding the bot to a server or using the website, you agree to this policy.

1. Who is responsible

Tokyara is operated by its owner, who can be reached on the Discord support server. For any question about your data, contact us on that server.

2. Data we collect

The bot only collects what is necessary for it to work. Specifically:

• Discord identifiers: IDs of servers, channels, roles and members, used to apply your settings (for example: which role to grant, which channel to post in).
• Module settings: the configurations you choose per server (moderation, levels, economy, etc.).
• Activity data: experience points (XP), virtual currency, moderation warnings, invites, votes and credits. This data is tied to a Discord ID, never to your real name.
• Moderation logs: moderation actions (bans, mutes, etc.) and, if you enable the Logging module, a history of server events.
• Message content: the bot reads messages only at the moment it needs to (anti-spam, auto-moderation, levels). It does not store message content, except an excerpt explicitly kept by a feature you enabled (for example a ticket transcript).
• Copies of images and files for logs: if the Logging module records messages with its “keep a copy of images and files” option (on by default), the files sent in the logged channels are copied to the bot’s machine, with the message’s text and author, so they can still be shown in the log after the message is deleted. These copies are erased automatically once the deletion is logged, or after the period chosen by the server (7 days by default, 30 at most).
• Partnerships: if the Partnerships module is used, the bot keeps each partnership between two servers: the servers’ names, IDs and member counts, the invite, description and advertisement written for the request, who proposed, accepted, refused or ended it (Discord ID and username), the reason given, and the IDs of the announcement messages. Ended partnerships stay in the history of both servers.
• Features that keep text, only if a server enables them: Time capsules keep the sealed message until it opens, then delete it (a private capsule that could not be delivered stays readable by its author for 30 days); Already asked keeps answered questions from the chosen help channels (the question, a short excerpt of the answer and its link, 500 per server at most), which the staff can erase with /questions forget; Times for everyone keeps the time zone a member chooses, until they clear it with /timezone clear; First messages keeps the IDs of new members who already wrote, and weekly counts; Community moderation keeps the text of a message hidden by members (the last 200) so the staff can restore it, and posts a copy in the server’s reports channel; Bookmarks keeps, for the member who reacted 🔖, a short excerpt of the message with its link (50 per member at most, removable with /bookmarks clear); Emoji statistics keeps only daily counts of the server’s emojis, never the messages; Looking for group, Tournaments, Predictions, Find a time slot and Focus keep the Discord IDs of the members who joined, signed up, bet, answered or took part, with what they chose, until the post is closed or replaced.
• Features added in version 1.112, only if a server enables them: Music playlists (/playlist and the ❤️ button) keep, for each member and across servers, the playlist names and the tracks’ titles and links (25 playlists of 200 tracks at most), until the member deletes them; Automations keep the last 100 runs (the rule, the member’s Discord ID, the result) and the waits in progress; Tasks and projects keep the tasks (title, details, steps, assignees’ Discord IDs, history of changes) until they are archived or the module data is cleared; Channel stock market, Houses, Duty shifts, Treasure hunt and Member missions keep the Discord IDs of the members who take part with their shares, points, shift times, progress or missions; RP characters keep each member’s characters (name, trigger, picture link) and, for the last 500 reposted messages, which member wrote them, so the staff can always find who speaks behind a character; Secret gift exchange keeps the participants, their wish lists and the draw until the staff ends the exchange (everything is then deleted); Welcome buddies keep who welcomed whom and the thanks count; Story together keeps the text written in the story channel and the last 20 finished stories; Game server status keeps the followed server addresses.
• Features added in version 1.113, only if a server enables them: Community pulse keeps only daily counters (messages, joins, leaves, voice minutes, tickets, level-ups, challenges, commands, messages per hour), a shortened form of active members’ Discord IDs for 8 days (to count them, then only the total is kept) and the arrival date of newcomers for 30 days; no message content is read or kept. Staff OS keeps the staff’s case files (title, the member concerned, timeline, notes, internal notes, evidence links, assignee, decision, appeal) — evidence and internal notes are removed after the retention period chosen by the server (180 days by default), the summary and decision stay —, the two-person approval requests (who asked, who decided, for which member, 100 at most), handover reports, running playbooks and training progress (scenarios passed); training never gives any role. Goals keep the last 30 plans (steps, results, who started them) and their reminders. Restore points keep a copy of the server’s settings (8 at most, 200 KB each). Auctions, Lottery, Server challenges, Role requests and Yearly celebrations keep the Discord IDs of the members who take part with their bids, tickets, progress, requests (with the reason written) or candies; the Advent calendar keeps the current year’s opened days. The games (Werewolf, Undercover, Scattergories) are kept in memory only, never on disk. Auto-moderation’s observation mode keeps the last 200 observed cases (rule, member, a 200-character excerpt, what would have been done) until the staff clears them.
• Personal preferences (/me): favorite commands, the bot DMs a member turned off, quiet hours, and — only if the member turns it on with /me memory — how many times they used their most used commands. Everything can be seen and deleted with /me data.
• Settings history and bot health: each settings change is kept as a version (who made it, from where, what changed), 40 per server at most; the previous settings, needed to restore them, are kept for the last 15 versions only. To detect problems, the bot counts the commands used per server and their errors (command name, error code, a short error message with any token or link removed), 30 days per server at most; no message content is kept.
• Website login: through Discord OAuth2, we receive your ID, username, avatar and your list of servers. We never have access to your Discord password.

3. Why we use this data

• Run the modules you have enabled.
• Apply moderation and security (anti-raid, anti-nuke, blacklist).
• Maintain the rankings (levels, economy, votes) you choose to display.
• Manage Premium and credits.

We do not sell your data and do not share it with any third party for advertising purposes.

4. Payments

If you buy Premium or credits with real money, the payment is handled by an external provider (for example Stripe). Your banking details are entered directly with that provider: the bot never sees them and never stores them. We only keep a record of the purchase (what, when) to deliver what you paid for.

5. Data retention

• A server’s settings and data are kept as long as the bot is on that server.
• If the bot leaves a server, its data may be deleted.
• Copies of images and files kept for logs are erased automatically after 1 to 30 days (7 by default), or as soon as the deletion they relate to has been logged.
• You can request deletion of a server’s data or of your account at any time (see section 7).

6. Data sharing

Some data is intentionally public, only if you enable it: the vote ranking, the online level/economy leaderboards, and a server’s presentation page with its reviews. These pages show only usernames and server IDs, never private information. Nothing is public by default.

AI message analysis is off by default. When a server turns it on and the bot owner has connected an AI provider (Anthropic, Claude), only messages that the bot already finds suspicious are sent to that provider, together with the 15 previous messages of the channel, to be rated. Usernames are replaced by letters (A, B, C…) and no Discord ID is sent. Without a connected provider, the analysis runs entirely on the bot’s own server.

The AI summary of the Catch-up command is also off by default. When a server turns it on, the messages a member missed in a channel (up to the chosen limit) are sent to the same provider to write a short summary for that member only. Usernames and mentions are replaced by labels (M1, M2…), no Discord ID is sent, and nothing is kept afterwards.

Music: the bot only plays audio in voice channels and keeps nothing it plays. The AI songs and AI voice of the Music module use ElevenLabs: the description or sentence typed by the member is sent to ElevenLabs to create the audio, with mentions removed and no Discord ID; nothing is kept afterwards.

Music links from Spotify, Deezer, Apple Music and YouTube: only the link is read on these services’ public pages and open APIs (YouTube’s public oEmbed), to get the tracks’ titles and artists; their audio is never played. Tracks and searches are played from SoundCloud; a track missing there plays Deezer’s official 30-second preview, found with Deezer’s public search; Audius links use Audius’s open API. Only the song title and artist are sent, never a Discord ID. Game server status asks public services (mcsrvstat.us for Minecraft, the official FiveM directory) about the server address chosen by the staff only.

The AI help of /diagnostic and /automation create is off unless the bot owner connected an AI provider and the server uses it: only the diagnostic’s findings and the question or sentence typed are sent; role and channel names may be included, no Discord ID is sent, and nothing is kept afterwards.

The AI assistant (/ai) is also off by default. When a server turns it on, the question asked and the information the server’s staff wrote for the assistant are sent to the same provider to get an answer. Mentions are replaced by “@someone”, no Discord ID is sent, and nothing is kept afterwards.

7. Your rights

Under the GDPR, you can request access to your data, its correction or its deletion. To do so, contact us on the support server with your Discord ID. We respond within a reasonable time.

8. Security

Data is stored on the server hosting the bot. We take reasonable measures to protect it, but no system is completely foolproof.

9. Minors

Discord requires a minimum age to use its service. Tokyara is intended for users who meet Discord’s age requirements. We do not knowingly collect data from children below that age.

10. Changes

This policy may change. Significant changes will be announced on the support server or the website.