Yasuho - Privacy Policy

Last updated: October 7, 2026

Yasuho ("the bot") is a Discord community bot. This document explains what data the bot processes, what it stores, for how long, and how you can see or delete it. We collect the minimum needed for each feature, and several features are strictly opt-in.

Who is responsible

The data controller is Horizon Vista, the trade name of Yanis, a sole proprietor (entrepreneur individuel) in France. Contact for any privacy question or request: azellaxmc@gmail.com.

What we store

Server configuration (per server, controlled by server managers): prefixes, welcome/autorole/automod/starboard/leveling/music settings, custom commands and their responses, role menus. This data belongs to the server, not to a user.

Moderation records (per server): warnings and moderation cases created by that server's moderators (user ID, moderator ID, reason, timestamp). These exist so that server moderation works. There is no automatic expiry: a warning is kept until a moderator removes it (?delwarn, or the remove button on the warn list), and every moderation record is kept until the server removes the bot, after which that server's data is purged on the schedule below.

Dashboard change log (per server): if a server manager uses the web dashboard, each configuration change made there is recorded - which setting was changed, the acting manager's user ID, and when. This is the server's audit trail of who changed what, not the manager's own record: like moderation records, the manager who made a change can see it in their own data export but cannot erase it, and the whole log dies with the server when the bot is removed (it is also aged out on the schedule below meanwhile).

Support tickets (per server): metadata only - the ticket number, the private thread's ID, who opened it, which staff member claimed it, who closed it, when it was opened and closed, and whether it is still open. The bot never stores the conversation: it has no database column for it, and none of it is written anywhere the bot keeps.

Transcripts. If - and only if - a server manager has set a ticket log channel, the bot uploads a plain-text transcript of the thread to that server's own channel when the ticket closes, so the staff team keeps a record of what was agreed. The file is built in memory, sent once, and never stored by the bot; from then on it lives in that Discord channel, under that server's control, and it outlives the thread. It contains what was said in the ticket, so a server should point that setting at a staff-only channel - the bot warns when the channel it is pointed at is readable by everyone. A server with no ticket log channel gets no transcript at all. The closing message in the thread tells you which of the two happened, every time: that no transcript was saved, or that one was just saved to that server's ticket log.

Leveling: your user ID with XP totals, levels, and monthly season results per server. If you customise your own rank card (/rankcard), the accent colour you chose and the background image you uploaded are stored under your user ID - the image re-encoded and cropped to the card, never the original file. Servers can refuse personal card styles on their own cards; that setting displays nothing and deletes nothing. Clearing it (/rankcard clear) or erasing your data removes both.

Server statistics: aggregate counters only (messages per day, joins/leaves per day). No message content and no per-user activity is stored. They are shown over up to 90 days, or up to 365 days on a server with Yasuho+.

User preferences: language, privacy toggles, and similar settings you set yourself.

Social profile (entirely user-created): bio, pronouns, gaming IDs and external account usernames (AniList, Steam, osu!, Last.fm, Backloggd) that you explicitly link, with per-field visibility you control. AniList OAuth tokens are stored encrypted at rest. Public data fetched from those services is cached briefly to render your profile card.

AniList / MangaDex alerts (strictly OPT-IN): if you turn on new-episode alerts (/anilist airing) or new-chapter alerts (/anilist chapters), we store your Discord user ID, your AniList numeric user ID and the date you opted in, which is what lets the alert poller read your PUBLIC list without using your token. Turning an alert off stops the DMs and keeps the row so you can turn it back on later; ?mydata deleteprofile deletes the row itself.

Presence / "recently played" (strictly OPT-IN): if - and only if - you enable it (/profile presence gaming on), the bot stores aggregate play data: game name, total minutes, last-played timestamp (top games, 30-day window - see Retention below). Never a minute-by-minute timeline. Users who have not opted in are discarded at the event level: nothing is recorded. Spotify listening status is displayed live from Discord and never stored. Turning the feature off deletes the collected aggregates immediately.

Avatar history (opt-out): past avatars can be listed by an avatar-history command; ?mydata deleteavatars permanently deletes yours and disables future tracking for you.

Top.gg votes: if you vote for the bot on top.gg, top.gg tells us that you did. We store your user ID with the time of your latest vote, your consecutive vote streak and your lifetime vote count, which is what lets a vote grant a temporary XP bonus. Nothing else about the vote is stored, and we never poll top.gg to find out who has voted.

Premium purchases: premium perks (Yasuho+ for a server, Pack Confort for you) are bought through Discord, which tells us about each purchase. We keep a copy of what Discord reports: which offer, the server ID or your user ID it belongs to, when it starts and ends, and whether it was cancelled or refunded. Payment details never reach us: Discord handles billing. If the bot owner gives premium as a gift, we record who received it, the note the owner wrote, and when it starts, ends or is revoked.

Limit notes: when you reach a limit that a premium offer would raise, the bot may add one line about it to its reply, at most once every 7 days per kind of limit. To keep that promise we store your user ID, which limit, and when the line was last shown.

Content you ask us to keep: reminder texts, music favorites and playlists, kept until you delete them; and your AFK status message, deleted as soon as you are back.

Command usage: anonymous aggregate counters (command name x day). No user ID, no server ID.

What we do NOT do

• We do not store your conversations. Messages are processed in memory (prefix commands, automod filtering, custom command triggers, mini-games) and discarded. The only text we keep is text explicitly given to a command for that purpose, all listed above: reminder texts, AFK status messages, moderation case reasons, and custom command replies written by server managers. A deleted message is held in memory for at most 15 minutes so moderators can use the snipe command, and is never written to disk. Our logs never contain message text.
• We do not use any data to train machine learning or AI models.
• We do not sell or share data with third parties. External services are only contacted to render a feature you asked for, and only with what that feature needs:
  • AniList, MangaDex, Steam, osu!, Last.fm, Backloggd, top.gg receive the identifiers you gave us (a username, a numeric id) so we can fetch what they publish about you.
  • Music sources. When you use a music command, the words you type - your search terms, or the link you paste - are sent to our audio backend and on to the service that can answer them: YouTube, Spotify, SoundCloud, Bandcamp, Twitch, Vimeo, and any direct URL you ask us to play. Those searches are what makes music work; they are not stored by the bot and are not tied to your identity at those services (we hold no account of yours there), but the search itself does leave the bot. Lyrics, when you ask for them, are fetched the same way. If you would rather a query never leave, do not run the command.

Where data lives

All data is stored in a private PostgreSQL database on a privately owned server in France, housed by Planet Service SARL (Paris), with no cloud hosting provider. Access to the data is limited to the bot process and its operator. The web dashboard runs on a second privately owned machine, also in France, on the same private network; it has no database of its own, does not keep your Discord login token (it is used once to sign you in, then discarded), and keeps your session only in a signed cookie in your browser. The database itself is not encrypted at rest (the server's disk is not encrypted); database backups are encrypted (GPG), and OAuth tokens are additionally encrypted at the application level. Backups are kept for disaster recovery and are subject to the same deletion schedule on restore.

Why we use it (legal bases)

• To provide the features you or your server ask for (commands, music, reminders, leveling, profiles, tickets, premium perks you bought): necessary to provide the service described in our Terms of Service.
• Server configuration and moderation records: the legitimate interest of each server's managers in running and moderating their community, and ours in operating the bot.
• Opt-in features (presence / "recently played", AniList and MangaDex alerts): your consent, which you can withdraw at any time with the commands listed below; withdrawing does not affect what was done before.
• Security and abuse prevention (rate limits, anti-abuse checks, technical logs without message text): our legitimate interest in keeping the service safe and available.

Who receives data

We do not sell data. Apart from the operator, data only reaches:

• Discord (Discord Inc., United States), which runs the platform the bot lives on: everything the bot shows you goes through Discord, and premium purchases are processed by Discord. Discord acts under its own privacy policy.
• The external services you use through a feature, listed in "What we do NOT do" above (AniList, MangaDex, Steam, osu!, Last.fm, Backloggd, top.gg, music sources): each receives only what that feature needs and acts under its own privacy policy.

Several of these services are based outside the European Union, mostly in the United States. Data sent to them is transferred there under their own safeguards (for example the EU-US Data Privacy Framework or standard contractual clauses, depending on the service). The bot, its database and the dashboard all stay in France.

Retention

• Server statistics aggregates: 90 days. On a server with Yasuho+, 365 days, and the 90-to-365-day part is still kept for up to 365 days after Yasuho+ ends (shown again if it comes back, never shown while it is off). Nothing is kept past 365 days.
• Premium purchase records and premium gifts: kept while they are active, then deleted 400 days after they end (the statistics rule above needs to know when a server's Yasuho+ ended).
• Limit notes: 14 days.
• Presence aggregates: 30 days. A game you have not played for 30 days drops off your profile, and a whole aggregate nothing has added to for 30 days is emptied by the daily cleanup - so the 30 days is what we keep, not only what we show. Opting out deletes it immediately and entirely.
• Dashboard request logs (your own actions on the web dashboard): 30 days after completion.
• Dashboard change log (server configuration changes made on the web dashboard): 90 days, and purged in full when the bot is removed from the server.
• Anonymous command-usage aggregates: 400 days.
• Technical logs: the bot's logs and the dashboard's service logs, 30 days; the dashboard's web access logs (IP address, browser user-agent, requested page, date), 15 days. Logs never contain message text, and Discord IDs appear in them only to trace an error.
• Top.gg vote record: kept until you delete it. There is no automatic window, because the record IS the streak and the lifetime count it exists to show; ageing it out would quietly take a reward away. One row per voter, deleted in full by ?mydata deleteprofile.
• Server-scoped data (configuration, moderation records, leveling) is purged on a retention schedule after the bot is removed from a server.

Your rights

Under the GDPR you have the right to access your data, to have it corrected or erased, to restrict or object to its use, to receive it in a portable format, and to withdraw a consent you gave. Most of this is available directly through the commands below; for anything else, write to azellaxmc@gmail.com. We answer within one month. If you think your rights are not respected, you can lodge a complaint with the French data protection authority, the CNIL (https://www.cnil.fr).

• ?mydata export - receive a complete machine-readable export of everything the bot holds about you (rate-limited to once per hour). Also available from the web dashboard. Records that involve someone else are limited to your own half of them: if you moderated a member, the export states which server, which case number, what action you took and when, never who the member was or what reason was written about them.
• ?mydata deleteprofile - permanently delete your profile, gaming IDs, linked accounts, visibility choices, collected presence data, your top.gg vote record, your personal rank card, your AniList link (the stored OAuth token), your AniList / MangaDex alert opt-ins, your limit notes and our copy of your own premium purchases. A purchase that is still active on Discord is copied again at the next check, because the perk depends on it. A gift the bot owner gave you stays in the owner's record of gifts until it is deleted on the schedule above.
• ?mydata deleteavatars - permanently delete your avatar history and disable future tracking.
• /connections unlink - unlink an external account (removes its data and visibility immediately).
• ?anilist logout - unlink your AniList account on its own: the stored OAuth token is deleted immediately.
• /profile presence gaming off - stop and forget presence collection.

Contact

Privacy questions or requests: azellaxmc@gmail.com. Do not post personal data in a public issue. For anything else, open an issue at https://github.com/yaniswav/Yasuho/issues or reach the owner through the bot's support server listed on its Discord profile.

Changes to this policy will be published at this same address.