Privacy Policy

In short

• Cove is a Discord bot and a dashboard for configuring it. It stores what it needs to do the things a server has turned on, and nothing else.
• Logging into the dashboard uses Discord. We see your Discord ID, username, avatar, and the list of servers you're in. We don't see your email, password, or messages.
• We don't run ads or analytics, and we don't sell or share data with anyone for marketing.
• If a server turns on AI ticket answering, the text you type inside that ticket is sent to a third-party AI provider to generate a reply. This is off by default and the server's staff choose to enable it.
• Server staff can delete their server's data at any time. You can ask us to delete data about you via the support server.

The website

Signing in

The dashboard signs you in with Discord's OAuth2 using the identify and guilds scopes. That gives us your Discord user ID, username, avatar, and the list of servers you belong to (so we can show you the ones you're allowed to manage). It does not give us your email address, your password, your friends, or the content of your messages.

This is held in a server-side session for as long as you're signed in and is discarded when you log out or the session expires. It isn't written to a database.

Cookies and browser storage

• Session cookie — keeps you signed in. Essential; expires when the session ends.
• zerk_lang — remembers the language you picked. One year.
• cove-theme (local storage) — remembers dark or light mode. Stays until cleared.

There are no advertising, tracking, or analytics cookies.

Server logs

Like any web server, ours records requests (IP address, page requested, time, browser type) in standard logs used for security and troubleshooting. These are not combined with your Discord identity.

The bot

Once Cove is added to a Discord server, it stores the configuration that server's staff set up, and the data needed for the features they turn on. Which of the following applies to you depends entirely on what the server uses.

Server configuration

Settings, panels, messages, role and channel IDs, and similar - all tied to the server, not to a person.

Data about members, stored per server

• Moderation records — warnings, cases, notes, jails and bans that the server's staff record about members, including any reason they write.
• Tickets — who opened a ticket, when, its status, and any answers given in the ticket's form. When a ticket is closed (or someone presses Transcript inside it) a transcript of the conversation is saved on this site, where only the person who opened the ticket and the server's administrators can read it; a link to it can be posted to a channel the server chose and sent to the opener by direct message, if the server enables that.
• Levelling — an experience score and level per member, earned by sending messages.
• Invites — which member's invite link a new member joined through, and when they left.
• Things you set yourself — your birthday, your timezone, keywords you want to be notified about, reminders, and an "away" status with the reason you gave. These exist only if you use those commands.
• Roles and names — booster colour roles, roles that should be re-applied if you rejoin, and nicknames staff have pinned.

The bot does not keep a general log of messages. It reads messages as they happen to run its features (word filters, levelling, auto-responses, sticky messages, AI answering in tickets) and does not store their content, with two exceptions: the ticket transcripts described above, and a starboard, which reposts a message that members have reacted to.

AI ticket answering

A server can choose to have an AI answer support tickets before a person does. This is off by default.

When it is on, the messages you send inside that ticket - and the server's own knowledge-base entries - are sent to a third-party AI provider to generate a reply. Currently that provider is Groq (groq.com); the server operator can configure a different one. Only the ticket opener's messages in that ticket are sent - never staff messages, and never anything from other channels.

The provider processes that text under its own privacy terms. We don't use it to train anything. The AI stops the moment a member of the server's staff writes in the ticket, or the moment you ask for a person.

Third parties

• Discord — everything the bot does happens on Discord, and Discord's own privacy policy applies to your use of Discord.
• The AI provider — as described above, only when a server has turned that feature on.
• Lookup commands — commands that fetch public information (weather, dictionary definitions, GitHub, Roblox, Steam, osu!, Minecraft, website screenshots and similar) send only the search term you typed to the relevant public service, and show you the result. Nothing about you is sent.

We don't sell data, and we don't share it with anyone else.

Retention and deletion

• Server data is kept while the server uses Cove. Staff can delete individual records (cases, tickets, panels, and so on) at any time from the dashboard or with commands.
• Data you set yourself (birthday, timezone, highlights, reminders) can be removed with the same commands that set it.
• Sign-in sessions end when you log out or the session expires.
• If a server removes Cove, its configuration and records become unused and are deleted in routine cleanup, or immediately on request.

Your rights

You can ask us what data we hold about you, ask for it to be corrected, or ask for it to be deleted. Contact the support server from the Discord account concerned so we can verify it's you. Depending on where you live you may have additional rights under local law, and we'll honour them.

Discord requires users to be at least 13 (or older where local law says so). Cove is not directed at children under that age and we don't knowingly collect data from them.

Security

The site is served over HTTPS. Credentials and API keys are kept server-side and never sent to the browser. No system is perfectly secure, so we can't promise that, but we take reasonable measures and will tell you if something goes wrong with your data.

Changes to this policy

If this policy changes in a way that matters, the date at the top will change and the new version will be here. Continuing to use Cove after that means the updated policy applies.

Contact

Questions or requests about privacy: the support server.