How the Kashy Clan bots handle your data
This policy explains what information the self-hosted Discord bots operated by Kashy Clan collect, why they collect it, and how long it's kept. It covers two applications: a Modmail bot and a general-purpose moderation bot.
Who runs these bots
Both bots are self-hosted and operated by Kashy Clan (“we”, “us”). They are private instances run for our own Discord server. They are not the public versions of these bots, and this policy applies only to the instances we operate.
Because the bots run on infrastructure we control, some data is stored on our servers rather than only within Discord. This document describes exactly what.
What we collect and why
We only process the data each bot needs to do its job. Nothing is collected for advertising, and nothing is sold.
Modmail Bot
| Data | Why it’s processed |
|---|---|
| Message content (your DMs & staff replies) | Relayed between you and staff so your request can be read and answered. This is the core function of the bot. |
| User ID, username & avatar | Identifies who a modmail thread belongs to so staff can respond to the right person. |
| Server roles, join date, account age | Shown to staff as context within a thread. |
| Attachments you send | Forwarded to staff as part of your message. |
Moderation Bot
| Data | Why it’s processed |
|---|---|
| Message content | Read at runtime to detect commands, run automoderation rules (spam, banned words, links), and trigger configured responses. Processed in memory and not stored, except where a server admin enables message logging. |
| User & member data | Used for autorole, welcome messages, member caching for moderation commands (warn, mute, kick, ban), and identity checks such as viewing a member’s current and past usernames to detect ban evasion. |
| Moderation records | Warnings, mutes, bans and similar actions are logged so staff can enforce rules consistently and maintain an accurate moderation history. |
Where data is stored
Both bots store data in a database on the private server we host them on. Access is limited to the bot operator and, for modmail threads and moderation logs, the staff of the Kashy Clan Discord server.
We do not share your data with third parties, and we do not use any collected data to train machine learning or AI models.
How long we keep it
- Modmail thread logs are retained for up to 90 days, after which they are deleted.
- Message content processed for commands and automod is not stored beyond the moment it’s checked. Where server message logging is enabled, those logs are retained for up to 90 days.
- Moderation records (warnings, mutes, bans and action history) are retained for as long as necessary to enforce server rules and maintain a consistent moderation history. These are not deleted on request while they remain relevant to enforcement.
Your choices & rights
You can request a copy of the data we hold about you, or ask us to delete it, by emailing [email protected]. Depending on where you live, you may have additional rights under laws such as the GDPR, including the right to access, correct, or erase your data. We will action deletion requests for data that is not required for moderation and rule enforcement.
- Modmail: Opening a thread is your choice. You contact the bot, not the other way around. You can ask staff to close and delete a thread at any time.
- Message content: Most message content is processed in the moment and never stored, so there is nothing to delete in those cases. Where content is retained in message logs, it is kept for moderation purposes and removed on the retention schedule above. The moderation bot must read messages to enforce server rules, so it can’t selectively ignore individual members while active. If you’d rather not have messages processed, you can leave the server.
- Moderation records: Warnings, mutes and bans are kept as a record of rule enforcement and are retained under our legitimate interest in moderating the community. Because deleting them on request would undermine consistent moderation (for example, allowing a banned user to erase their history), we do not remove these while they remain relevant to enforcement.
Changes & contact
We may update this policy as the bots change. Material changes will be noted by updating the effective date at the top. For any question or data request, email [email protected].
Last updated 15 July 2026