Privacy Policy

Last updated: May 2026

1. Overview

Witch Hill ("the Server", "we", "us") operates a Discord community server and an associated Discord bot ("The Witch Bot"). This Privacy Policy explains what information we collect, how we use it, and how we protect it. By joining the server or interacting with the bot, you agree to the practices described here.

We collect only what is necessary for the bot to function. We do not sell, rent, or share your personal data with third parties for marketing purposes.

2. Information We Collect

2.1 Discord-Provided Data

When you interact with The Witch Bot, Discord makes the following data available to us:

  • Your Discord user ID and username
  • Your server nickname and avatar
  • Messages sent in channels where the bot is active
  • Voice channel participation (join, leave, and speaking activity)

2.2 Data We Store

We store the following data in a private database:

  • Experience (XP) and level data — your accumulated XP and current level within the server, tied to your Discord user ID.
  • Quest and achievement data — daily, monthly, and lifetime activity progress, earned badges, activity streaks, and invite history (inviter and invitee Discord user IDs).
  • Music playlist data — if you create a playlist via the bot, your Discord user ID and display name are stored alongside the playlist name and its tracks.
  • Patreon link data — if you voluntarily link your Patreon account, we store your Patreon user ID, OAuth access and refresh tokens, token expiry, and current patron status. This data is used solely to verify your subscription and assign the corresponding server role. You may unlink your account at any time.
  • Moderation records — warnings and moderation actions, where applicable.
  • Server configuration — channel assignments and server-level settings. This does not contain personal user data.

2.3 Website Analytics Data

When you visit the Witch Hill website, we collect basic analytics in a private database:

  • The page path visited and the referring URL, if any.
  • A one-way hash of your IP address (not the address itself).
  • Your browser's user-agent string.
  • If you sign in via Discord OAuth, your Discord user ID, username, display handle, and avatar URL are stored in a session record that expires automatically.

This data is used only for aggregate traffic analysis and to maintain login sessions. It is not shared with third parties.

2.4 Temporary Voice Data

Certain bot features (such as the AI voice assistant) capture voice audio while active. This audio is:

  • Processed locally on our server — never sent to external cloud services.
  • Used solely to generate a response or transcript for the session in progress.
  • Deleted immediately after processing. It is never written to permanent storage.

3. How We Use Your Information

We use the data we collect exclusively to operate the bot's and website's features:

  • Tracking and displaying XP, levels, rank cards, badges, and quest progress.
  • Enforcing moderation actions and maintaining server safety.
  • Responding to slash commands and voice interactions.
  • Verifying Patreon patron status and assigning the corresponding server role.
  • Storing music playlists you create via bot commands.
  • Analysing aggregate traffic patterns on the Witch Hill website.
  • Maintaining login sessions on the Witch Hill website.

We do not use your data for advertising, profiling, or any purpose outside of the above.

4. Data Sharing

We do not sell, trade, or transfer your personal information to third parties. Limited disclosure may occur only in these circumstances:

  • Legal obligation — if required by law or a valid legal process.
  • Safety — to prevent or respond to fraud, abuse, or harm to users or others.

The bot may interact with self-hosted AI services (such as a local Ollama instance) to generate responses. These services run on infrastructure we control and do not receive identifying user data beyond the text of the interaction.

If you link your Patreon account, we communicate with the Patreon API to verify your subscription status. We receive only the access and refresh tokens and your Patreon user ID. We do not receive your Patreon email address or payment details. Patreon's own Privacy Policy governs data held by Patreon.

5. Data Retention

XP, moderation, quest, badge, and playlist data is retained for as long as you remain a member of the server. If you leave the server and wish to have your data removed, you may request deletion by contacting a server administrator.

Patreon link data is retained until you unlink your account or request deletion. Unlinking removes your stored OAuth tokens and Patreon user ID.

Website session tokens expire automatically (typically within 7 days). Website analytics records are retained indefinitely in aggregate but contain no directly identifying information (IP addresses are stored as one-way hashes).

Temporary voice recordings are deleted within seconds of processing and are never retained.

6. Your Rights

Depending on your jurisdiction, you may have the right to:

  • Request a copy of the data we hold about you.
  • Request correction of inaccurate data.
  • Request deletion of your data.

To exercise any of these rights, please contact a server administrator in the Witch Hill Discord server.

7. Security

We take reasonable technical measures to protect the data we store, including restricting database access and running services in isolated containers. However, no system is perfectly secure. We cannot guarantee absolute security.

8. Children's Privacy

The Witch Hill server and bot are not directed at children under the age of 13. We do not knowingly collect data from anyone under 13. Discord itself requires users to be at least 13 years old. If you believe a minor has interacted with the bot, please contact a server administrator.

9. Changes to This Policy

We may update this policy from time to time. The "Last updated" date at the top of this page will reflect any changes. Continued use of the server or bot after changes constitutes acceptance of the updated policy.

10. Contact

Questions about this Privacy Policy should be directed to a server administrator via the Witch Hill Discord server.