Privacy Policy

Last updated: September 11, 2026

This policy describes what information the Discord bot "SU Manager" (Application ID: 1511170015833886861, "the Bot") collects and how it is used in connection with Discord servers ("servers") where the Bot is installed.

1. Information We Collect

• Server registry data: server ID, server name, type (series/subsidiary/member), notes, the Discord user ID of a designated point of contact, and the ID of the channel authorized to create invites. Saved once an SU main-server admin registers the server via /guild add.
• SU headquarters officer management data: the officer's own Discord user ID, the roles they hold, notes, weekly message count, outstanding quota shortfall ("quota debt"), quota-exemption status, leave periods, and the content/completion status of assigned tasks. As part of the weekly quota tally, an officer whose quota debt reaches a set threshold is automatically flagged as a dismissal-review candidate. This is information about the individual officer's own performance and is only visible to and operable by SU headquarters admins (see the Disclaimer in the Terms of Service).
• Message content (for word clouds): messages in a server are run through morphological analysis to extract only the base forms of nouns, verbs, and adjectives. The message content itself is not stored; only per-channel word-frequency counts (aggregate values) are saved.
• Message content (for login bonuses): only whether and when (by Japan Standard Time date) a message was posted is recorded; content is not stored. Each user's current consecutive-posting streak and a record of which milestone roles have been granted are saved.
• Transient data for the permission checker: /permissions reads Discord role/channel permission settings on the spot to display them, and does not store this data.
• Participants who join via the welcome invite: once a server registration (/guild add) completes, an invite to a welcome server designated by the operator is issued. Anyone who joins via that invite is automatically granted a designated role on joining. This action targets the third-party user who actually joins the welcome server, not the admin of the server that was registered.

2. Purpose of Use

• Automatically leaving unregistered servers, and managing the registry of registered servers
• Tracking SU headquarters officers' quotas, leave, and assigned tasks, and issuing certificates
• Generating word-cloud images that visualize topic trends within a server
• Automatically granting roles based on consecutive login (posting) streaks
• Assisting with checking channel/role permissions
• Issuing the welcome-server invite and automatically granting a role to those who join via it

3. Third-Party Sharing / Where Data Is Stored

We do not sell or share collected data with third parties, and we do not use it to train machine learning or AI models. All data is stored only in infrastructure the operator controls (a sqlite file inside a named Docker volume) and is never sent to any external third-party service. Every stored record is encrypted with AES-256-GCM.

4. Retention and Deletion

Server registry data, officer management data, word-cloud statistics, and login-bonus records are retained indefinitely until an SU main-server admin deletes them via commands such as /guild remove, /staff remove, or /wordcloud reset. Registry data is not automatically deleted when the Bot leaves a server (whether kicked or the server itself is removed). Contact us at the address below to request immediate deletion of specific data.

5. Opt-Out

There is currently no per-member opt-out from message scanning. The word-cloud feature can be excluded on a per-channel basis (/wordcloud exclude), and the login-bonus feature can be enabled or disabled per server (/loginbonus enable / /loginbonus disable).

6. Contact

Reach us via our Discord server.

7. Changes to This Policy

This policy may change without prior notice. The "Last updated" date above will reflect any change.