Privacy Policy
Last updated: May 12, 2026
1. Who we are
VoidMod ("the bot", "the service", "we") is a Discord bot and web management panel operated by Void Resonance. The data controller for the purposes of UK GDPR is Craig Tunstall, operator of Void Resonance. This policy explains what data VoidMod collects, why, how long it is kept, and your rights regarding that data.
Age requirement: This Service is intended for users aged 13 and over, in line with Discord's minimum age requirement. By using the Service, you confirm you meet this requirement. We do not knowingly collect data from anyone under 13. If you believe we have inadvertently collected data from a minor, please contact us immediately so we can delete it.
2. What data we collect
VoidMod collects and stores only the minimum data needed to function. Here is a full breakdown:
| Data | Why | Where stored |
|---|---|---|
| Discord Guild ID | To associate all settings, XP, and logs with your server | Private database |
| Discord User ID | XP tracking, moderation records, giveaway entries, panel accounts | Private database |
| Guild and member display names | Cached for display on the web panel leaderboard and mod logs — not used for any other purpose | Private database (24-hour cache, auto-refreshed) |
| Message content (text) | AutoMod rule filtering — processed in-memory only; not stored unless a rule triggers a mod log entry | Not persistently stored unless a violation is logged |
| XP, level, and voice time data | Leaderboard rankings and level-up announcements; voice join timestamp is used to calculate XP earned per minute and is cleared when you leave | Private database (voice timestamp cleared automatically on leave) |
| Moderation history | Warns, kicks, bans, mutes, and other mod actions issued through the bot | Private database |
| Giveaway entries and results | Tracking who entered a giveaway and who won | Private database |
| Panel account username & password | Authentication for the web management panel | Private database (password hashed with Argon2id — never stored in plaintext) |
| Server configuration | Mod log channels, XP rates, welcome messages, AutoMod rules, giveaway permissions, etc. | Private database |
We do not collect: voice audio, video, direct messages, payment information, email addresses, IP addresses, or any data from servers the bot is not a member of.
3. Lawful basis for processing
Under UK GDPR, every processing activity must have a documented lawful basis. The table below sets out the basis for each category of data VoidMod collects:
| Data | Lawful basis | Notes |
|---|---|---|
| XP, levels, voice time, leaderboard rankings | Legitimate interests (Art. 6(1)(f)) | Community engagement features. Users join servers knowing activity is tracked for XP. |
| Moderation records (warns, kicks, bans, mutes, timeouts) | Legitimate interests (Art. 6(1)(f)) | Required to operate a safe community and for moderators to review action history. |
| Member display name & avatar cache | Legitimate interests (Art. 6(1)(f)) | Needed to display readable names on the web panel. Cached only 24 hours then purged. |
| Giveaway entries and results | Consent / contract (Art. 6(1)(a)/(b)) | Users actively and voluntarily choose to enter a giveaway. |
| Panel accounts (username, hashed password) | Contract (Art. 6(1)(b)) | Necessary to provide the web management panel service to administrators. |
| Server configuration | Legitimate interests (Art. 6(1)(f)) | Required to apply per-server settings (mod rules, XP rates, welcome messages, etc.). |
We have assessed all legitimate-interests processing activities and are satisfied that our interests are not overridden by users' rights, given the community context, the minimal data collected, and the controls available to users (see Section 7).
4. How long data is retained
- When the bot is removed from a server — all data for that server (settings, XP, mod logs, warns, staff notes, giveaways, member cache) is automatically and permanently deleted from our database the moment the bot is kicked or banned. No manual request is needed.
- Guild settings — retained while the bot is present; deleted automatically on removal (see above).
- XP and level data — retained while the bot is present; a moderator can reset individual users at any time via the panel. Deleted automatically on bot removal.
- Moderation records (warns, kicks, bans, mutes, etc.) — retained while the bot is present so moderators can review history. Deletable on request or on bot removal.
- Giveaway data — retained while the bot is present; deleted automatically on bot removal.
- Panel accounts — retained until manually deleted by an administrator. Panel accounts are global (not guild-scoped) and are not automatically removed when the bot leaves a server.
- Voice join timestamps — cleared automatically the moment the user leaves the voice channel (or when the bot restarts).
- Display name / avatar cache — expires automatically after 24 hours and is purged on bot removal.
5. Who can access your data
Your data is accessible to:
- The server owner and panel administrators of servers you are a member of.
- The operator of this VoidMod instance.
Data is stored on a private, self-hosted server. It is not shared with third parties, sold, or used for advertising.
6. Security
We take reasonable steps to protect your data:
- The database is not exposed to the public internet.
- Passwords are hashed using Argon2id and never stored in plaintext.
- Panel sessions use HTTP-only, SameSite=Lax cookies.
- HTTPS is enforced on all web panel endpoints.
No system is perfectly secure. If you believe your data has been compromised, please contact us immediately.
7. Your rights
You may request at any time:
- Access — a copy of all data we hold about your Discord user ID.
- Deletion — removal of your XP data, moderation records, giveaway entries, or panel account. The fastest way to remove all server-level data is for the server owner to remove the bot — this triggers an automatic full purge of all data for that server.
- Correction — correction of any inaccurate data.
- Objection — you may object to data processing; however some data (e.g. active bans) must be retained for legitimate moderation purposes.
To make a request, contact us using the details in Section 8, or submit a request via our My Data page.
Requests will be fulfilled within 30 days. Note that some data (e.g. active ban records) may be retained if there is a legitimate and ongoing moderation need.
8. Contact
To request data deletion, ask a question about this policy, or report a concern:
- Join our support server: discord.gg/VRCLOL
9. Governing law
This policy is governed by the laws of England and Wales. Any disputes arising from this policy will be subject to the exclusive jurisdiction of the courts of England and Wales.
As the operator and server are based in the United Kingdom, your rights under the UK GDPR and the Data Protection Act 2018 apply. This means you have the right to access, rectify, erase, restrict, or port your personal data, and to lodge a complaint with the Information Commissioner's Office (ICO) at any time. These rights are in addition to, and not limited by, anything in this policy.
10. Changes to this policy
We may update this policy from time to time. The "Last updated" date at the top of this page will reflect any changes. Continued use of the bot after changes constitutes acceptance of the updated policy.