This Privacy Policy explains what personal information Discord Bot Factory collects, why it is collected, how it is used, who it may be shared with, how long it may be retained, and the rights available to users.
Discord Bot Factory is a visual Discord bot creation and management tool sold through Steam. We also provide optional online services including user accounts, community marketplace, direct sharing, support sharing, subscriptions, and the Gizmo Agent AI integration.
1. Who we are
Discord Bot Factory is the trading name used for the service and is operated by a sole trader based in the United Kingdom.
For privacy questions or requests, contact: support@discordbotfactory.com.
2. Scope
This Privacy Policy applies to personal information processed through our account system, marketplace, sharing features, support features, Gizmo Agent, subscriptions, and related online services.
The core Discord Bot Factory application can be used without creating an online Discord Bot Factory account. Bots created using Discord Bot Factory run on the user's own computer, server or hosting provider. Discord Bot Factory does not operate those bots and does not receive the Discord messages, attachments, server data, user information, bot tokens or other runtime information that those bots process.
This policy does not govern data independently processed by services such as Discord, Steam, Stripe or other services that users choose to use.
3. Information we collect
Discord Bot Factory accounts
When you choose to create or access an account using Discord, we receive certain information from Discord. This currently consists of your Discord user ID, Discord username and email address.
We use your Discord ID as an account identifier and to associate actions such as marketplace uploads and votes with your account.
Your username may be displayed publicly when you publish marketplace content.
Your email address is used for account administration, support, account recovery, identification and necessary service communications.
Users also receive a share handle. The initial handle is generated using the user's Discord name and can subsequently be changed in the app. The share handle is stored with the user's account and is not intended to be publicly searchable.
Some older accounts may use our legacy email/password authentication system. Email addresses associated with these accounts may be used for password resets and account recovery.
Marketplace information
When you publish content to the Discord Bot Factory marketplace, we may store:
The name and description you provide for the post; tags you select; version information; the raw flow, nodes or system data that you choose to publish; optional CSV/database files that you choose to include; your uploader account identifier; your displayed username; and information relating to upvotes.
Marketplace posts can be edited by the author of the post, and trusted members of review staff.
Marketplace posts are available to users of the application and can be imported by other users.
Users are instructed not to upload passwords, authentication tokens, sensitive personal information or other information that should not be made available to others.
Optional CSV files are user-created content. Users downloading such files are informed that the files were created by another user and should be downloaded and used at their own discretion.
Direct sharing
Users can share flows directly with another Discord Bot Factory user by entering that user's share handle.
A shared item may include flow/node data and optional CSV/database content. The recipient can view the share in their account inbox and can copy the shared content into a local project on their own device.
The sender's username and share handle are shown to the recipient.
Shared content is temporarily stored and normally expires after seven days.
If a recipient reports shared content, the content can become accessible to authorised staff for investigation. Reported content may be retained beyond the normal seven-day period where reasonably necessary to complete an investigation.
Share to Support
Users may voluntarily send a selected flow to a support member using the Share to Support feature.
The selected flow, including any CSV/database content the user chooses to include, is temporarily uploaded to Discord Bot Factory servers and made available to the selected support member through their support cases inbox.
The server-side support copy normally expires after seven days.
Support members may copy the submitted nodes or data into a local Discord Bot Factory project so that they can reproduce, investigate and test the user's issue. Those local copies are not automatically deleted when the seven-day server copy expires and may remain on the support member's device until manually deleted.
Support team members are community volunteers. Ordinary support staff do not have access to Discord Bot Factory's account database, account email addresses, subscription information or stored Gizmo Agent output merely because they are support staff.
Administrative access to DBF servers is restricted to the operator of Discord Bot Factory.
Users should not send passwords, bot tokens, confidential information, personal information about other people, or other sensitive material when requesting support.
Support through Discord
Most Discord Bot Factory support takes place through the Discord community using support tickets, support channels or direct messages.
Information submitted through these channels is provided voluntarily by the user and can be seen by the support members involved in the conversation.
These communications take place through Discord and are also subject to Discord's own privacy practices and retention arrangements.
4. Gizmo Agent and OpenAI
Discord Bot Factory includes an optional AI feature called Gizmo Agent.
When a user makes a request to Gizmo Agent, the application may send the user's prompt and project information necessary to answer that request to OpenAI. Project context may include information such as relevant flows, selected nodes and related project data.
Before information is sent to OpenAI, Discord Bot Factory runs a local validation and sensitive-data detection process intended to identify and redact information such as authentication tokens and passwords.
This filtering is a security safeguard, but no automated detection system can guarantee that all confidential, sensitive or personal information will always be identified. Users should therefore avoid entering sensitive or confidential information into Gizmo Agent.
The user's prompt and project context are not intentionally sent to or stored on Discord Bot Factory's own backend as part of the AI request.
The application communicates with Discord Bot Factory's systems separately to confirm information such as the user's Gizmo plan and available credit balance.
OpenAI processes the AI request in order to generate a response. The amount of time information may remain within OpenAI systems can depend on the data-control policies used by OpenAI.
Discord Bot Factory does not use Gizmo prompts to train its own AI models.
Gizmo output monitoring
We retain AI-generated outputs so that Discord Bot Factory can investigate misuse, abuse, unsafe behaviour and other inappropriate use of Gizmo Agent.
We do not store the user's original Gizmo prompt alongside this process as described above.
At present, stored Gizmo Agent outputs do not have a fixed automatic deletion period and may be retained indefinitely unless they are manually removed or deletion is otherwise required.
Deletion of a Discord Bot Factory account does not currently guarantee that all previously stored Gizmo Agent output records will also be deleted.
5. Subscription and billing information
Gizmo Agent currently has Free, Plus and Pro subscription tiers.
Payments for paid plans are handled by Stripe.
Payment card details and other payment credentials are entered directly into Stripe's systems and are not entered into or stored by Discord Bot Factory.
For paid subscriptions, Discord Bot Factory may store information received or generated in connection with Stripe including:
Stripe customer ID, Stripe subscription ID, Stripe price ID, subscription renewal or cancellation status, billing cycle information, the user's current Discord Bot Factory plan, and their Gizmo credit or usage balance.
We also process Stripe webhook events so that subscriptions can be activated, updated and cancelled correctly and so that duplicate, invalid or malicious activity can be detected.
Webhook processing records may include information such as event type, processing timestamps, attempt count and processing status.
Stripe maintains the underlying payment and transaction records in accordance with its own obligations and policies.
Stripe may also send payment, subscription or billing emails to users as part of the payment service.
6. Information we do not intentionally collect
Discord Bot Factory does not intentionally maintain application analytics or telemetry identifying how individual users use the application.
We do not intentionally store users' IP addresses, hardware identifiers, device specifications, operating-system information, crash telemetry, Steam ID, Steam username or live Discord bot activity in our own application database.
We do not receive users' Discord bot tokens. Bot tokens used in projects are stored locally by the user through local environment files.
Third-party services used by Discord Bot Factory may independently process technical or security information when providing their services. Their own terms and privacy policies apply to processing they perform for their own purposes.
7. How we use personal information and our lawful bases
Where UK or European data-protection law applies, we process personal information only where we have a lawful basis to do so.
| Purpose | Typical lawful basis |
|---|---|
| Creating and maintaining an account | Performing a service or agreement requested by you; our legitimate interests in operating account-based features |
| Authentication and account recovery | Performing the requested service; our legitimate interests in account security |
| Operating marketplace publishing and voting | Performing features requested by users; our legitimate interests in operating the marketplace |
| Displaying a marketplace author's username | Providing the publishing feature requested by the user |
| Direct sharing and Share to Support | Providing a feature specifically requested by the user |
| Processing subscriptions and Gizmo credits | Performing our agreement with you and administering subscriptions |
| Processing Stripe webhook events | Performing subscriptions and our legitimate interests in preventing errors, fraud and abuse |
| Sending information to OpenAI for Gizmo Agent | Providing the AI feature requested by the user |
| Retaining Gizmo Agent responses for safety and abuse review | Our legitimate interests in protecting the service, investigating misuse and maintaining service integrity |
| Moderating accounts, marketplace posts and shared content | Our legitimate interests in protecting users and enforcing service rules |
| Providing customer support | Providing the service requested by the user and our legitimate interests in resolving problems |
| Protecting our systems and investigating security incidents | Our legitimate interests in securing Discord Bot Factory and its users |
| Complying with legal requests or obligations | Compliance with legal obligations and, where applicable, establishing or defending legal claims |
Where we rely on legitimate interests, we consider whether the processing is necessary for the identified purpose and whether the interests or rights of affected users override our interests.
8. Sensitive information
Discord Bot Factory does not ask users to provide special-category or similarly sensitive personal information such as health information, ethnicity, religion, political opinions, sexual orientation, biometric information, government identification numbers or criminal-history information.
Users are instructed not to include sensitive information in Gizmo Agent requests, marketplace uploads, CSV files, direct shares or support submissions.
Users should also avoid uploading personal information concerning other people unless they are legally entitled to do so.
9. Who we share information with
We do not sell, rent or trade personal information.
We do not provide personal information to advertisers or data brokers and we do not use personal information to build advertising profiles.
Depending on the feature being used, information may be processed by or disclosed to the following parties.
Google/Firebase provides database, authentication and related backend infrastructure used by Discord Bot Factory. Firebase generally processes customer data on our behalf where it acts as our service provider.
OpenAI provides the AI technology used by Gizmo Agent. Prompts and necessary project context are sent to OpenAI when a user requests an AI response.
Stripe processes subscriptions and payments. Stripe may act as a processor on our behalf for certain activities and as an independent controller for activities where it determines its own processing purposes.
Discord provides account authentication and is the primary platform used for community support. Discord also independently controls information processed through its own service.
Steam/Valve distributes Discord Bot Factory and handles Steam purchases and Steam account functionality. Discord Bot Factory does not receive a user's Steam account ID through the application.
Information may also be disclosed to other users when a user deliberately publishes marketplace content or uses a direct sharing feature.
Information voluntarily sent to support may be disclosed to the support member selected by the user and, where necessary, authorised senior staff.
We may disclose information where reasonably necessary to comply with applicable law, a valid legal process, or to protect the rights, safety or security of Discord Bot Factory, its users or others.
10. International data transfers
Discord Bot Factory is operated from the United Kingdom and is available internationally.
Discord Bot Factory servers are currently hosted in the United States. Firebase Authentication also operates using United States infrastructure.
OpenAI, Stripe and their service providers may process information in the United States and other countries.
Where data-protection law requires safeguards for an international transfer, the relevant provider agreements may use mechanisms including adequacy arrangements, standard contractual clauses, UK international-transfer addenda or other legally recognised safeguards.
Users may contact us at support@discordbotfactory.com for further information about international transfers relating to their personal information.
11. Data retention
Account information is generally retained for as long as the Discord Bot Factory account remains active.
Discord Bot Factory does not currently automatically delete accounts merely because they have been inactive for a particular period.
Users can delete their account through the application. Account-linked information in Discord Bot Factory's active records is removed when the account deletion process is completed, subject to the exceptions described in this section.
Marketplace posts
Marketplace posts are retained until they are removed by the original poster or authorised Discord Bot Factory staff.
Deleting an account does not delete previously published marketplace posts. Those posts remain available, but the displayed author is changed to "Deleted User."
Upvotes may remain after account deletion without being publicly displayed as associated with the deleted voter.
Direct shares
Direct user-to-user shares normally expire from Firebase after seven days.
The receiving user may have already copied the shared content permanently into a local project. Discord Bot Factory cannot automatically remove copies that another user has already imported onto their own device.
Reported shares may be retained beyond seven days where reasonably necessary to complete an investigation.
Support shares
The Firebase copy of content sent through Share to Support normally expires after seven days.
A support member may have copied the content into a local project for investigation. Those local copies currently have no fixed automatic deletion period and may remain until manually deleted by that support member.
Gizmo Agent outputs
Gizmo Agent responses stored for misuse and safety review currently have no fixed automatic deletion period and may be retained indefinitely.
Account deletion does not currently guarantee deletion of every stored Gizmo Agent output.
Billing information
Discord Bot Factory stores account-linked subscription information necessary to administer the user's plan.
Stripe independently retains transaction and payment records in accordance with its own legal and operational retention requirements.
Non-account webhook processing records may remain for operational and audit purposes.
Backups
Deleted information may remain temporarily in backups or disaster-recovery copies until those backups expire, are overwritten or are otherwise deleted as part of the applicable backup lifecycle.
12. Account deletion
Users can delete their Discord Bot Factory account directly from the application.
Users can also request deletion by contacting support@discordbotfactory.com or through Discord Bot Factory support.
Account deletion removes the user's account-linked information from active Discord Bot Factory records, subject to information that must or may remain for the reasons explained in this Privacy Policy.
In particular, account deletion does not remove marketplace content that has already been published, copies of content another person has imported onto their own device, independent records maintained by third-party services, or necessarily every Gizmo Agent output or backup copy.
13. Security
Discord Bot Factory uses technical and organisational measures intended to protect personal information against unauthorised access, disclosure, alteration or loss.
These measures include rate limits, restricted administrative access, two-factor authentication for administrative access, strict security rules, access controls, separation of secrets from client-side software where reasonably possible, and backups.
Server administrative access is currently restricted to the operator of Discord Bot Factory.
No online system can be guaranteed to be completely secure. Users should protect their own Discord accounts, devices and credentials and should never share bot tokens or passwords through marketplace, AI, sharing or support features.
14. Children
Discord Bot Factory is a general-purpose software development tool and is not specifically designed or marketed as a children's service.
There is currently no minimum age for using the local, account-free functionality of the application.
Online account features use Discord authentication for new Discord-based accounts and therefore are also subject to Discord's applicable account and age requirements.
Discord Bot Factory does not intentionally request sensitive information from children.
Where privacy or child-protection law grants additional rights to a child or their parent or guardian, those rights will be respected where applicable.
Parents or guardians with a privacy concern may contact support@discordbotfactory.com.
15. Your privacy rights
Depending on where you live and the law that applies, you may have rights concerning your personal information.
These may include the right to obtain confirmation of whether we process your information, request access to it, correct inaccurate information, request deletion, request restriction of certain processing, receive certain information in a portable format, and object to particular processing.
Where we rely on legitimate interests, you may have the right to object to that processing based on your particular circumstances.
These rights are not absolute and may be subject to legal exceptions.
Requests can be made by contacting support@discordbotfactory.com. We may need to verify that the requester is the person associated with the account before disclosing or changing account information.
Users can also use the in-app Delete Account function without first contacting support.
Users in the United Kingdom may lodge a complaint with the Information Commissioner's Office (ICO).
Users in the European Economic Area may also have the right to complain to the data-protection supervisory authority responsible in their country.
16. Automated decision-making
Discord Bot Factory does not currently use personal information to make solely automated decisions about users that produce legal or similarly significant effects.
Gizmo Agent generates AI responses to requests made by users, but it is not used to make legal, employment, credit or similarly significant decisions about users.
17. Advertising and marketing
Discord Bot Factory does not currently display advertising, sell personal information, use targeted advertising or create advertising profiles.
Discord Bot Factory does not currently operate a marketing email programme.
Legacy account holders may receive password-reset or account-recovery communications.
18. Cookies and website tracking
Discord Bot Factory does not currently intentionally use advertising cookies, tracking pixels or analytics trackers on its website.
The current Discord Bot Factory website is primarily informational and does not currently provide account login, marketplace access, contact forms or newsletter registration.
Third-party websites or services that users visit, including Discord, Steam or Stripe, may use their own cookies or similar technologies under their own policies.
If Discord Bot Factory introduces website account functionality, marketplace functionality, analytics or other technologies that change how personal information is processed, this Privacy Policy will be reviewed and updated as appropriate.
19. Changes to this Privacy Policy
We may update this Privacy Policy when Discord Bot Factory's features, data practices or legal obligations change.
The latest version will state its effective or last-updated date.
Where a change materially affects how existing personal information is used, we will provide additional notice where required by applicable law.
20. Contact
Questions, privacy requests and complaints relating to Discord Bot Factory can be sent to: support@discordbotfactory.com.