Privacy Policy

ScoutBot is a product of Trade For Opportunity LLC (“TFO”, “we”, or “us”), its parent company. TFO is committed to protecting your privacy and we treat your privacy very seriously. We process information about you in accordance with our Privacy Policy (“Privacy Policy”). By using this website, or by utilizing and/or purchasing any ScoutBot software (collectively, the “Services”), you agree to the way in which we process and deal with your personal information.

It is your responsibility to read this Privacy Policy. Please take a moment to familiarize yourself with our privacy practices and let us know if you have any questions. If you do not accept this Privacy Policy, you must not use the Services.

Discord Data

ScoutBot is a Discord bot, and this section describes specifically what it receives from Discord and what is retained. It takes precedence, for Discord data, over the general website and account language in the rest of this policy.

What ScoutBot cannot see

Discord gives bots no access to direct messages between members. ScoutBot has no such access, and there is no configuration, subscription tier, or verification level that would grant it. ScoutBot works by detecting an impersonator inside your server — at the moment they join, change their name, or change their avatar — before a direct message is ever sent.

What ScoutBot receives

ScoutBot uses two Discord privileged gateway intents. Server Members, so it can be notified when someone joins or changes their name or avatar, and so it can identify which members hold the moderator roles you choose to protect. Message Content, so it can check messages against scam and spam patterns, filter links against your approved domains, and provide the audit log and message-relay features you enable. ScoutBot does not request the Presence intent and does not receive your members' online status or activity data.

What is stored, and for how long

• Membership tracking. For servers that enable this feature, a member's Discord user ID and the date they joined. Removed when the member leaves the server, when their tracked period ends, or when an administrator removes them.
• Avatar comparison records. When avatar matching runs, we log the server ID, the member's Discord user ID, the ID of the moderator their avatar was compared against, the numeric similarity scores, and whether it was treated as a match. These records contain no usernames, no avatar URLs, and no image data. They are deleted automatically after 90 days.
• Settings your administrators enter. Discord user IDs on whitelists, Discord role IDs, channel selections, protected names, custom command text, and scheduled message text — all supplied by a server administrator through the dashboard, and removable there.
• Server information. Your server's ID and name, and a list of its channel and role IDs and names, so the dashboard can present them as options to configure.
• Dashboard accounts. If you sign in to the ScoutBot dashboard, we store your Discord user ID, display name, email address, and avatar hash, obtained through Discord OAuth using the identify, email, and guilds scopes.

What is never stored

• Message content. Messages are examined in memory to check them against scam patterns and link rules, and are then discarded. Where a feature reports on a message — a spam alert, or the audit log's record of an edited or deleted message — that text is posted into a channel in your own server. It is never written to our database and never sent anywhere outside Discord.
• Presence, status, and activity data. Not requested and not received.
• Avatar images. Downloaded to temporary server storage only for the duration of a comparison, and not retained.
• Direct messages. ScoutBot ignores direct messages entirely; they are discarded before any feature processes them.

No Discord data of any kind is used to train machine learning or artificial intelligence models, and no Discord data is sold or shared for advertising purposes.

Removing Discord data

A server administrator can remove stored data at any time by clearing the relevant setting in the dashboard, or by removing ScoutBot from the server. Avatar comparison records expire on their own within 90 days. To request deletion of data associated with you or with a server you administer, email us at scoutbotdiscord@gmail.com and we will action the request.

Collection And Use Of Personal Information

Personal Information is data that can be used to identify or contact a single person. When creating an account, we may collect a variety of information including your name, email address, mailing address, phone number, preferences, date of birth, usernames, and payment information.

How We Use Your Personal Information

• We may use personal information to provide support and respond to inquiries.
• To enable you to communicate with other users of the Services.
• We may use personal information to keep you posted on ScoutBot’s latest product announcements, service announcements, promotions, or upcoming events.
• We may also use personal information to provide you with updates and notices regarding our Privacy Policy.
• If you enter into a contest or similar promotion, we may use the information you provide to administer those programs.
• Internal purposes including auditing, data analysis, and research to improve our product offering, service offering, and customer communications.
• In any other way we may describe when you provide the information.
• To comply with our legal obligations, resolve any disputes that we may have with any of our users, and enforce our agreements with third parties.
• To fulfill any other purpose for which you provide it or for any other purpose with your consent.

When using the Services, you as the user are responsible for the information that you disclose. Please exercise discretion and caution when disclosing any information that may help another user locate or identify you. You understand that by using the Services, any information that you post or provide is given freely and voluntarily. Although we have reasonable security measures in place, we cannot and do not assure the confidentiality of any information that you disclose in connection with the Services.

Collection And Use Of Non-Personal Information

We also collect non-personal information, which is data in a form that does not, on its own, allow direct association with any specific individual. Non-personal information may be collected, used, transferred, and disclosed for any purpose.

When using the Services, we may collect non-personal information such as IP addresses, browser type, operating system, search history, referral source, exit pages, browsing activity, dates and times of visit, other site usage data, geographical location, screen resolution, etc. This data may be compiled and analyzed on both an individual and aggregated basis.

How We Use Non-Personal Information

• We may use non-personal information to better understand customer behavior, provide more useful information to our customers, understand which parts of the Services are most interesting, and improve our products, services, and advertising.
• We may use non-personal information to send targeted email marketing messages or display targeted advertising..
• We may also use non-personal information to diagnose technical issues with our software and server, administer services, gather demographics, and improve the Service.
• Cookies And Other Technology

The Service, our online services, email messages, and advertisements may use cookies and other tracking technologies such as pixel tags and web beacons. A cookie is a small piece of text sent to your browser. It remembers information about your visit, like your preferred language and other settings. Some examples of how we use cookies are to track your local preferences, to access your information when you sign into your account so that we can provide you with personalized content, to display the most relevant advertisements, and to help us analyze traffic and use of the Service. Cookies do not store your personal information.

We may also use pixel tags, web beacons, clear gif technology, action tags or other similar tracking technology. These features allow us to monitor the use of the Service. Examples of information that may be collected include the IP address of the computer that downloaded the page, the browser type, information regarding any cookies previously placed on the computer by that server. In addition, we may collect and aggregate the time spent on the Service, viewer actions such as scrolling or clicking, and user action on the Service including page views. We may also use variants of this technology provided by a third party to collect information about your visit in conjunction with our cookies to provide offers and information that may be of interest to you.

The use of cookies by our partners, affiliates, or service providers is not covered by our privacy policy but rather by their own privacy policy. We do not have access or control over these cookies.

Advertising

We may use other companies under agreements with us to provide advertisements when you use the Service. These companies may collect and use non-personal information such as click stream information, browser type, time and date, etc. in order to provide advertisements about goods and services likely to be of greater interest to you. These companies typically use a cookie, web beacon, or pixel tags to collect this information which is subject to their own privacy policies.

Information Sharing And Disclosure

• We may disclose personal information that we collect or you provide as described in this Privacy Policy:
• To our subsidiaries and affiliates.
• To contractors, service providers, and other third parties we use to support our business.
• To respond to subpoenas, court orders, legal process, or to establish or exercise our legal rights or defend against legal claims.
• To investigate, prevent, or take action regarding illegal activities, suspected fraud, situations involving potential threats to physical safety of any person, violation of our Terms of Use, or as otherwise required by law.
• To a buyer or other successor in the event of a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of TFO’s assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding, in which your personal information is among the assets transferred.
• Social Media Features And Widgets

The Service may include social media features, widgets or integrations such as Facebook, Twitter, LinkedIn, Yahoo, Microsoft, Google, or other relevant social media platforms. These features and widgets will be clearly marked with relevant logo or phrasing (for example, the Facebook button or Facebook like button). If you choose to click one of these features or widgets, your browser may connect directly to their server to display the content. These features may collect your IP address, which page you are visiting, and may use cookies to enable features to work properly. These features and widgets may either be hosted on our servers or third-party servers. Your interactions with any third- party features or widgets are governed by the respective privacy policy of the company providing it.

Control Of Personal Information

Registered users of the Service can modify or delete the personal information that they provided upon registration including their contact preferences. We may, from time to time, send you promotional emails regarding our product and service offerings that may be of interest to you. You may opt out from receiving promotional emails by clicking the “Unsubscribe” button at the bottom of any promotional email received. Please note, that even if you opt out of promotional emails you may still receive messages pertaining to services offered including, but not limited to, communications related to fulfilling a transaction, service announcements, notices regarding our Terms of Use, Privacy Policy, or administrative messages.

You may request deletion of your account and its associated data at any time by emailing us at scoutbotdiscord@gmail.com, and we will action the request. Data held for a Discord server can also be removed directly by a server administrator, by clearing the relevant setting in the dashboard or by removing ScoutBot from the server — see the Discord Data section above. Please note that even after removing information from your profile or deleting your account, copies of the deleted information may remain viewable elsewhere to the extent that it has been shared with others or it was otherwise distributed pursuant to these terms. We will retain your personal information for as long as your account is active or as needed to provide you with requested services. We will also retain and use your personal information as necessary to comply with our legal obligations, resolve disputes, or enforce our agreements.

Your California Privacy Rights

• If you are a California resident, you have the right to request information regarding the manner in which we share certain categories of your personal information with third parties, for the third parties’ direct marketing purposes. You have the right to submit a request to us at the designated address and receive the following information:
• The categories of information we disclosed to third parties for the third parties direct marketing purposes during the preceding calendar year.
• The names and addresses of third parties that received such information, and if the nature of a third party’s business cannot be reasonably determined from the third party’s name, examples of the products or services marketed.
• To request a copy of this information in a standardized format (note – the information will not be individually tailored to you), please send your request to us at scoutbotdiscord@gmail.com

Your Data Protection Rights

Depending on where you live, you may have rights over your personal information under laws including the EU General Data Protection Regulation (GDPR), the UK GDPR, Brazil's Lei Geral de Proteção de Dados (LGPD), and the California Consumer Privacy Act and California Privacy Rights Act (CCPA/CPRA). We honour the following requests from any user, wherever they live, rather than only where a law compels it:

• Access. Ask us what personal information we hold about you and receive a copy of it.
• Correction. Ask us to correct information that is inaccurate or incomplete.
• Deletion. Ask us to delete your personal information. See "Removing Discord data" above for what a server administrator can remove without contacting us at all.
• Portability. Receive the information you provided to us in a structured, machine-readable format.
• Objection and restriction. Object to, or ask us to restrict, our processing of your information.
• Withdraw consent. Where we rely on your consent, withdraw it at any time. This does not affect processing carried out before you withdrew it.
• Complain. Lodge a complaint with your local data protection authority.

To exercise any of these rights, email us at scoutbotdiscord@gmail.com. We do not charge for a request and we will respond within the period required by applicable law. We will not discriminate against you for making one.

Our legal bases for processing. Where the GDPR or UK GDPR applies, we process information to perform our contract with you (operating the dashboard and your account); on the basis of our legitimate interests in protecting Discord communities from impersonation and scams, in securing our service, and in understanding how the service is used; and, where required, on the basis of your consent. Our legitimate-interest processing is limited to what the service needs — a server administrator chooses which roles to protect and which features to enable, message content is never stored, and avatar comparison records are automatically deleted after 90 days.

International Users

ScoutBot is operated from the United States, and we store data with service providers located in the United States. Discord is a global service, and ScoutBot runs in servers whose members are located worldwide. If you are outside the United States, your information will be transferred to, stored, and processed in the United States, which may not offer the same level of data protection as your own country. Where such a transfer is subject to the GDPR or UK GDPR, we rely on the European Commission's Standard Contractual Clauses, and we commit to upholding the protections described in this Privacy Policy wherever your information is processed.

Children’s Policy

TFO does not knowingly collect, use, or disclose personal information from children under the age of 13, except as permitted by the Children’s Online Privacy Protection Act (“COPPA”). We encourage parents to be involved in the online activities of their children to ensure that no information is collected from a child without verifiable parental permission. If we are made aware that we have collected personal information from a child under 13 years old in a manner that is inconsistent with COPPA, we will delete this information as soon as possible.

Confidentiality And Security Of Personal Information

TFO is committed to protecting your privacy and we treat your privacy very seriously. We limit access to personal information about our customers to our employees and agents on a need-to-know basis. Personal information is only provided to personnel who need to know the information to provide services requested. We follow generally accepted standards and best practices to protect the security of personal information submitted to us from unauthorized access including encryption, secure passwords, physical security, etc. These protections, however, are not a replacement for the security measures in your control. No method of electronic data transmission or electronic data storage is one hundred percent secure and we cannot guarantee the absolute security of your information. It is important that you protect against unauthorized access to your password and to your computer or mobile device.

Third Parties

This Privacy Policy solely governs the use and disclosure of information that TFO collects from you and does not apply to the practices of any third party. Please be aware that when you click through to a third-party website or application or use a third-party feature or widget that our Privacy Policy no longer applies and any information you provide to them is subject to their privacy policy.

Changes To Privacy Policy

We may update this policy at any time by posting the updated terms on the Service, by updating the link on the Service page, and changing the “last updated” date. If we make a material change to this policy pertaining to the use of your personal information, we will update our users by placing a prominent notice on the Service, or by sending an email notice. Use of the Service after an update to the Privacy Policy constitutes your acceptance of the updated policy.

Contact Us

If you have any questions about this Privacy Policy, please email us at scoutbotdiscord@gmail.com