Legal Information

1. About ServerMate & Scope

ServerMate ("we", "us") provides a Discord server management platform consisting of a web dashboard at servermate.gg and one or more Discord bot applications. This Privacy Policy describes how we collect, use, store, and share information when you use ServerMate, invite our bot to a Discord server, or connect a Custom Bot (premium).

Server administrators control which ServerMate features are enabled in their server. Where a feature is disabled, related data collection does not occur for that server.

2. Information We Collect

We collect only the data needed to operate features you or your server administrators enable:

• Discord account & server data: Discord user IDs, server (guild) IDs, usernames, display names, avatar identifiers, role IDs, channel IDs, and permission data needed for dashboard sign-in, verification, moderation, automations, and bot features.
• Configuration data: Settings you save in the dashboard (feature toggles, moderation rules, embeds, reaction roles, command definitions, AI settings, and similar server configuration).
• Moderation & audit records: Moderation case metadata (actions, reasons, moderator and target user IDs, timestamps). Where enabled and supported, limited message metadata or text may be attached to a moderation case (see Sections 3 and 7).
• Operational & usage logs: Service logs, error reports, feature usage counters, and AI usage metadata (e.g. command type, token counts, success/failure — not message bodies).
• Payment data: Billing is handled by Stripe. We do not store full card numbers on our systems.
• Custom Bot credentials (premium): If you connect a Custom Bot, we store your Discord application bot token and related credentials in encrypted form so we can operate that bot on your behalf (see Section 4).
• Bring-your-own AI keys (optional): If you provide an OpenAI API key for AI Summary, we store it in encrypted form.

3. Discord Privileged Gateway Intents

Certain ServerMate features require Discord Privileged Gateway Intents on our main bot application and/or on a server's Custom Bot application. We request only the intents needed for enabled features and use the data solely to provide those features — never for advertising, profiling, or resale.

If privileged intents are not approved or not enabled on a bot application, affected features are unavailable or operate in a reduced form (for example, AI Summary may not access message text without Message Content on a connected Custom Bot).

4. Custom Bot (Premium)

Premium servers may connect a Custom Bot — a Discord application and bot token that you create and control in the Discord Developer Portal. ServerMate hosts and operates that bot client on your behalf so your server can use your own bot name, avatar, and privileged intents.

• Your application: The Custom Bot runs under your Discord application. You are responsible for creating the application, enabling required privileged intents (Server Members and Message Content where needed), and inviting the bot with appropriate guild permissions.
• Credentials: Bot tokens and optional client secrets you submit are encrypted at rest before storage. They are used only to authenticate and run your Custom Bot for configured servers.
• Data processing: When active, the Custom Bot receives the same categories of Discord data described in Sections 2–3, limited to servers linked to that application. Message Content and member data are processed only for features enabled on those servers.
• Main bot coexistence: Some features (such as welcome DMs) may still use the main ServerMate bot. When a Custom Bot owns slash commands for a server, the main bot may unregister its commands for that guild.
• Removal: Disconnecting or deleting a Custom Bot stops new processing with that token. You should reset the bot token in the Discord Developer Portal if you no longer trust ServerMate with it. Stored credentials are deactivated when you remove the integration.

5. AI Summary & Third-Party AI Processing

AI Summary reads Discord messages from channels or members you select, sends them to an AI provider for inference, and returns the generated summary to Discord (channel or ephemeral reply). ServerMate does not persistently store the message content used for summarisation.

• Transient processing: Message text is held in memory only for the duration of the request, formatted for the AI API call, and discarded afterward.
• What we do store: Usage metadata such as server ID, requesting user ID, channel ID, message count, token usage, estimated cost, success/failure, and timestamp — not the underlying messages or generated summary text.
• AI provider: Inference is performed via the OpenAI API (platform default key, server bring-your-own key, or group key where configured). Message content is transmitted to OpenAI solely to fulfil your summary request. OpenAI's policies apply to their processing: openai.com/policies/privacy-policy.
• No training: We do not use your Discord messages to train ServerMate models. Do not submit content you are not permitted to share with an AI provider.

6. How We Use Your Information

We use collected data to:

• Provide, operate, and improve ServerMate features you enable
• Authenticate dashboard users and enforce server-level permissions
• Run moderation, automations, alerts, and custom commands
• Process AI Summary and other AI-assisted features
• Process payments and manage subscriptions
• Monitor reliability, prevent abuse, and respond to support requests
• Comply with legal obligations

7. Data Retention

We retain data only as long as needed for the purposes above:

• Server configuration & moderation cases: Retained while ServerMate remains installed and the feature is in use, unless deleted by server administrators or upon bot removal / account termination.
• AI Summary message content: Not retained after the request completes (see Section 5).
• AI usage metadata: Retained for billing, quotas, and operational reporting.
• Deleted-message cache (premium Custom Bot): Message text is kept in server memory for up to two hours solely to support moderation delete logging, then discarded automatically.
• Auto-moderation logs (where enabled): Message content and metadata may be stored in our database for servers using that monitoring.
• Custom Bot credentials: Retained while the Custom Bot integration is active; deactivated when removed.
• Operational logs: Rotated on a reasonable schedule for security and debugging.

You may request deletion of personal data we hold (see Section 10). Removing ServerMate from a Discord server stops new collection for that server.

8. Sharing of Information

• Discord: To deliver bot actions, post summaries, and sync server state via Discord's APIs.
• OpenAI: To process AI Summary requests (message content transmitted for inference only; see Section 5).
• Stripe: For payment processing — stripe.com/privacy.
• Hosting & infrastructure providers: To run the dashboard and bot services under contractual confidentiality and security obligations.
• Legal requirements: When required by law or to protect rights, safety, and integrity of the service.

We do not sell or rent Discord user data or message content.

9. Data Storage & Security

• Production data is stored on secured infrastructure with access restricted to authorised personnel.
• Custom Bot tokens, optional client secrets, and bring-your-own OpenAI keys are encrypted at rest.
• We use industry-standard practices including encryption in transit (TLS), access controls, and monitoring.
• We comply with the Privacy Act 1988 (Cth) and Australian Privacy Principles.
• We follow Discord's Developer Policy and Terms of Service. Privileged intent data is used only for stated ServerMate features.

10. Your Rights

Under Australian law, you have rights to:

• Request access to your data.
• Request correction or deletion.
• Withdraw consent (though this may limit use of the Service).
• Make a complaint to the Office of the Australian Information Commissioner (OAIC).

11. Children

ServerMate is not directed to users under 13. If you are under 13, you must not use the Service. Discord's minimum age requirements also apply.

12. Changes

We may update this Privacy Policy from time to time. If changes are significant, we will provide notice via our website or Discord. The effective date at the top of this section will be revised when updates are published.

13. International Users

14. Contact

For privacy questions, data access or deletion requests, or privileged-intent enquiries, contact: [email protected]

1. Agreement

By using ServerMate ("the Service"), you agree to these Terms & Conditions. If you do not agree, you must not use the Service.

2. Service Description

ServerMate provides Discord server management tools, integrations, and features through a web dashboard and Discord bot(s). Some features are free; others require a paid subscription.

Premium plans may include a Custom Bot (your own Discord application operated by ServerMate on your behalf) and features that require Discord privileged gateway intents. Data handling for those features is described in our Privacy Policy.

3. Eligibility

You must be at least 13 years old and comply with Discord's Terms of Service to use ServerMate.

4. Accounts & Access

• You are responsible for the actions taken through your Discord account when using ServerMate.
• ServerMate may suspend or terminate access if you violate these Terms or misuse the Service.

5. Payments & Subscriptions

• Paid features are billed through Stripe. Stripe's terms of service apply and can be found at stripe.com/legal.
• Prices are shown in AUD unless stated otherwise.
• Subscriptions are billed monthly unless otherwise specified.
• Early Adopter subscriptions are lifetime price-locked but remain subject to these Terms.
• Australian Consumer Law applies. You may have rights to refunds, repairs, or replacements if our services fail to meet consumer guarantees.
• No refunds will be issued unless required by law or if we cannot provide the service as described.

6. Usage Rules

You agree NOT to use ServerMate to:

• Use the Service for illegal activity.
• Abuse, reverse-engineer, or attempt to exploit the Service.
• Violate Discord's Terms of Service or Community Guidelines.
• Send spam or unsolicited messages through the Service.
• Infringe on intellectual property rights.
• Harass, abuse, or harm other users.
• Spread malware, viruses, or harmful code.
• Attempt to gain unauthorized access to our systems.
• Use automated tools to abuse our services.
• Impersonate other users or entities.

7. Availability & Changes

• ServerMate is provided "as is" and may be updated, changed, or discontinued at any time without prior notice.
• Features may change or be removed at our discretion.
• We will provide reasonable notice for significant changes that affect your use of the Service.

8. Liability

• ServerMate is not responsible for downtime, data loss, or any indirect damages.
• Maximum liability is limited to the amount paid for the Service in the last 30 days.
• Australian Consumer Law may provide additional rights that cannot be excluded.

9. Termination

We may suspend or terminate your access if you breach these Terms, misuse the Service, or at our discretion. We will provide reasonable notice where possible.

10. Governing Law

These Terms are governed by the laws of Australia. Any disputes will be resolved in Australian courts.

11. Contact

For support or questions, please contact: [email protected]

What Are Cookies?

Cookies are small text files stored on your device when you visit our website. They help us provide a better user experience and analyze how our services are used.

How We Use Cookies

• Essential Cookies: Required for basic website functionality and security
• Analytics Cookies: Help us understand how users interact with our services
• Preference Cookies: Remember your settings and preferences
• Session Cookies: Maintain your login status and session information

Third-Party Cookies

We may use third-party services that set their own cookies:

• Stripe: For payment processing and security
• Analytics Services: To understand website usage and improve our services

Managing Cookies

You can control and manage cookies through your browser settings. However, disabling certain cookies may limit your ability to use some features of our service.

Updates to This Policy

We may update this Cookie Policy from time to time. Please check back regularly for any changes.