SynapseChat Privacy Policy

Effective Date: June 9th, 2025

1. Introduction

This Privacy Policy explains how SynapseChat ("the Bot," "we," "us," or "our") collects, uses, stores, and discloses information when you use our Discord bot and its services (collectively, the "Service"). By inviting SynapseChat to your Discord server or interacting with the Bot, you confirm that you have read, understood, and explicitly agree to the collection and use of your information, including your message content and associated metadata, as described in this Policy.

SynapseChat’s main goal is to enable cross-server communication. This means that messages you send in channels set up for cross-chat will be publicly visible to users in other Discord servers connected to SynapseChat. To keep our network safe and trustworthy, SynapseChat logs all messages, including their content, edits, and deletions, as explained below. By using our Bot, you actively agree to both the public visibility of your messages across servers and the comprehensive logging of these messages.

2. Information We Collect and Log

SynapseChat collects and logs detailed information necessary for its main functions, moderation, and to keep a record of interactions within our global network.

We collect and log the following data for EVERY message sent, edited, or deleted within SynapseChat's designated cross-chat channels:

• Discord User ID: The unique ID for the user who sent, edited, or deleted the message.

• Discord Message ID: The unique ID for the specific message.

• Discord Server (Guild) ID: The unique ID for the Discord server where the message originated.

• Discord Channel ID: The unique ID for the specific channel where the message was sent.

• Discord Username: The username of the user at the time the message was sent, edited, or deleted.

• Full Message Content: The complete text of the message, including all its edited versions.

• Timestamp of Original Message: The exact time the message was first sent.

• Edit Count: How many times a message has been edited.

• Last Edit Time: The time of the most recent edit to a message.

• Time Deleted: The time a message was deleted (if applicable).

What We DO NOT Collect:

• SynapseChat does not collect your Discord password, email address, IP address, or any other private information beyond what's listed above and what's directly needed for the Bot to work or provided by Discord.

• SynapseChat does not read or store content from private messages (DMs) or Discord channels that are not specifically set up for cross-chat.

3. How We Use Your Information

We use the information we collect and log solely for the operation and improvement of SynapseChat:

• To Enable Cross-Server Chat: Our primary use is to relay your messages between designated cross-chat channels across different Discord servers, fulfilling the Bot's main purpose.

• For Comprehensive Moderation and Safety: Logging all message content, edits, and deletions is vital for enforcing our Terms of Service and Discord's Community Guidelines. This data allows our moderation team to:

  • Investigate reports of violations thoroughly.

  • Review user behavior and message history to take appropriate moderation actions (warnings, mutes, bans).

  • Understand the context of edited or deleted messages in moderation cases.

  • Ensure accountability across the network.

  • To prevent the sharing of sensitive personal information: We utilize automated Regex Filtering systems to detect and automatically issue warnings to users who attempt to send personal identifiable information (such as addresses and phone numbers) in cross-chat channels. This measure is in place to protect user privacy within our public network.

  • To deliver moderation notifications: When a warning or ban is issued, SynapseChat will first attempt to inform the affected user directly via Discord Direct Message (DM), providing specific details of the action and its reason, to maintain user privacy. Concurrently, a generic public notification will be sent to the relevant cross-chat channels, informing the community that a moderation action has been taken, without specifying the user or the exact reason. However, if the Bot is unable to send a Direct Message to the user (e.g., due to privacy settings or if they blocked the Bot), then the specific warning or ban notification, including the user's Discord Username and the nature of the action, will be posted publicly in the cross-chat channels where the violation occurred or where the bot is active, along with a generic reason.

• For Support and Troubleshooting: Logged information helps us fix technical issues, respond to support requests, and analyze the Bot's performance to make it more stable and reliable.

• For Research and Development: We may use aggregated and anonymized data from our logs for internal research and to develop new features. This data cannot be linked back to individual users.

4. Staff Member Data

If you are a staff member logging into our web panel to manage the bot (issue warnings, bans, etc.), access is granted exclusively through your Discord account using Discord OAuth. We collect the following information from your Discord account:

• Discord User ID: Your unique Discord identifier.

• Discord Username: Your current Discord username.

• Discord Avatar: Your current Discord avatar.

• Email Address (Optional): We may request your email address for account recovery or communication purposes. This is only stored if you explicitly provide it.

How We Use Staff Data:

• Authentication: To verify your identity and grant you access to the staff web panel.

• Authorization: To determine your permissions and what actions you are allowed to take.

• Auditing: To log staff actions for accountability and security purposes.

Staff Data Retention:

Staff data is retained for as long as you are an active staff member or as required for auditing and legal purposes.

5. How We Store and Protect Your Information

• Data Storage: We store all logged message content and associated metadata (User ID, Message ID, Server ID, Channel ID, Username, Timestamps, Edit Count, Last Edit Time, Time Deleted) in secure databases. Staff member data is also stored securely.

• Data Retention: To balance the needs for moderation and historical record-keeping with data minimization principles, all logged message content and associated metadata are automatically purged from our database every two (2) years from the date of collection. This ensures that data is not retained indefinitely while still allowing for a reasonable period for moderation and accountability. Staff data is retained for as long as you are an active staff member, or as required for auditing and legal purposes.

• Security: We use various industry-standard security measures, including encryption and access controls, to protect your information. However, no internet transmission or electronic storage method is 100% secure.

• Data Access: Only authorized SynapseChat developers and moderation staff have access to logged data, and only when necessary for operations, moderation, or support. Access to staff data is limited to authorized personnel.

6. Sharing Your Information

• Cross-Server Message Relay (Public Disclosure): As mentioned, a core function of SynapseChat is to publicly relay your message content (sent in designated cross-chat channels) to all other active servers. By using the Bot, you agree to this public disclosure.

• Moderation Action Disclosure:

  • Generic Public Notification: When a warning or ban is issued, a generic public notification will be posted to the relevant cross-chat channels, stating that a moderation action has been taken, without identifying the user or the specific reason for the action.

  • Specific Public Notification (DM Failure): If SynapseChat cannot send a Direct Message (DM) to a user who is being warned or banned, then the specific warning or ban notification, including the user's Discord Username and the nature of the action, will be posted publicly in the cross-chat channels where the violation occurred or where the bot is active. By using SynapseChat, you acknowledge and agree to this potential public disclosure of specific moderation actions if DM delivery fails.

• Third Parties: We do not sell or trade your personal information to outside parties for marketing. We may share data with trusted third-party service providers (like database hosts) who help us operate our Bot, but only if they agree to keep your information confidential and follow data protection rules.

• Legal Compliance: We may release your information, including logged message content and moderation action details, if required by law, to enforce our policies, or to protect our or others' rights, property, or safety (e.g., in response to valid legal requests).

7. Your Rights

Given the comprehensive logging and public nature of SynapseChat, your data rights are applied within these operational limits:

• Access and Correction: You can ask to see any personal data we hold about you (mainly your Discord User ID and related moderation logs/message history within our system) and request corrections if it's wrong. Staff members can also request access to and correction of their data.

• Deletion (Right to Erasure): Because cross-chat is public and we log everything for moderation, fully deleting specific message content from our logs or enacting the "right to be forgotten" is complex. While we will handle deletion requests where legally required and technically possible, you understand that messages sent through a public cross-chat are logged for up to two (2) years for broad visibility and moderation purposes, which may limit our ability to fully erase all historical records of your public communications upon immediate request. After the 2-year retention period, data is automatically purged. Removing the bot from a server deletes its specific configuration data but does not retroactively delete past logged messages from that server's users from the central database until their 2-year retention period expires. Staff members can request deletion of their data, subject to legal and auditing requirements.

• Opt-Out: The main way to opt-out of SynapseChat's data collection and message relaying is to stop using the designated cross-chat channels or to have a server administrator remove the bot from your server. Staff members can opt-out by ceasing to use the staff web panel.

To exercise these rights, please contact us using the information below. We may ask you to verify your identity before responding.

8. Children's Privacy

SynapseChat is not for use by individuals under 13. We do not knowingly collect personal information from children under 13. If you are a parent or guardian and know that your child has provided us with personal information, please contact us. If we find that we have collected personal information from a child under 13 without parental consent, we will take steps to remove that information.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any significant changes by posting the new Policy on our website and updating the "Effective Date" at the top of this document. We encourage you to review this Policy regularly for any changes. New versions become effective when posted.

10. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

• Via Discord Support Server: https://discord.gg/eMwAzAUsA5

• Via Email: [email protected]