This policy explains how information is handled by the USM services run by jolly_john998 (“the Owner”). By adding or using either service, you acknowledge this policy. Discord’s own terms and policies also apply.
Services covered
- The Bot: Armed Forces Manager, the Discord bot, application ID
1101232244724596797. - The Hub: the USM Community Hub website at usm-rblx.com, used for ban and blacklist appeals and dev tickets.
The two share one database, so this policy covers both.
Information the Bot processes
The Bot processes information supplied by Discord and information needed to provide its enabled features. Depending on how a server configures the Bot, this may include:
- Discord user, server, channel, role and application IDs.
- Usernames, display names and avatar URLs when needed for moderation messages, embeds or logs.
- Server configuration, including enabled modules, exemptions, warning thresholds, logging channels, Word Filter rules and other moderation settings.
- Moderation records, including warnings, cases, actions, reasons, target IDs, moderator IDs, timestamps and warning totals.
- Community blacklist records, including the reason, proof, approving staff, the servers it was enforced in, and whether it can be appealed.
- Limited message content used by Automod. A recorded violation may include an excerpt of the triggering message, limited to 500 characters. Recent message content may also be temporarily retained for spam and duplicate-message detection.
- Information required for normal Discord bot operation, such as permissions, guild membership and interaction data. Some of this information exists only in memory while the Bot is running.
The Bot does not use a built-in profanity dictionary. Word Filter rules are created by server administrators, and each rule may specify its own action.
The Bot does not intentionally collect the contents of every message as a general chat archive. Message excerpts are retained only where needed for enabled moderation and detection features or a resulting moderation record.
Information the Hub processes
Signing in. You sign in to the Hub with Discord, which gives it:
- Your Discord user ID, username, display name and avatar.
- Your email address. A verified email is required, because appeal decisions are sent there.
- The list of servers you are in and your permissions in them. This is only used to work out whether you are staff for a server the Bot is in.
- A Discord access token, so the Hub can re-check that server list while you are signed in.
The Hub never sees your Discord password. Each login lasts 2 hours, after which it is deleted, including the access token.
Cookies. The Hub sets one cookie to keep you signed in, plus a short-lived one (10 minutes) that protects the sign-in step. Both are required for the site to work. Only a scrambled (hashed) copy of the sign-in cookie is stored. There are no advertising, analytics or tracking cookies.
Appeals. To show what you can appeal, the Hub checks through the Bot whether you are banned from the servers that accept appeals, and reads your blacklist record. Users see the reason and dates of their own blacklist, never the proof or who approved it. When you appeal, the Hub stores your answers, your Discord details and email, the ban or blacklist reason, and the date. Reviewers add a decision, an optional private note and an optional message to you. If an appeal is accepted, the Bot carries out the unban or unblacklist and records it as it normally would.
Dev tickets. When you send a bug report, developer application or report about a developer, the Hub stores what you wrote, the details you picked, your Discord details, and every reply in the conversation. Bug reports can include images or videos, kept in private storage that only the Hub can open and shown only through short-lived links.
When information is collected
- A server administrator configures or uses a Bot feature, or sets up appeals on the Hub.
- A message triggers an enabled Automod, spam, duplicate-message, link, mention, caps, invite or Word Filter rule.
- The Bot records a moderation action, warning, threshold action, blacklist or server configuration.
- Discord sends information necessary for the Bot to respond to commands, buttons, menus or other interactions.
- You sign in to the Hub, submit an appeal or ticket, reply to a ticket, or upload a file.
Why information is used
- Detect and respond to configured moderation violations.
- Delete messages and apply configured warnings, timeouts, kicks, bans or temporary bans.
- Maintain warning totals, thresholds, moderation history, blacklists and server settings.
- Handle appeals and dev tickets, and carry out accepted appeals.
- Send moderation notifications and logs to channels selected by server administrators, and post new appeals and tickets for staff.
- Tell you about your appeal by email, and about your ticket by Discord DM.
- Diagnose errors, maintain reliability, and protect both services from abuse.
Your information is not sold, and moderation, appeal and ticket data is never used for advertising. Emails are only sent about your own appeals, never marketing.
Storage and service providers
- MongoDB Atlas stores the database the Bot and the Hub share.
- Cloudflare hosts the Hub and stores ticket uploads (R2). Like any web host, it handles your IP address and keeps short-lived request logs for security and troubleshooting.
- Resend sends appeal emails.
- Discord processes information under its own terms and privacy practices, because both services use Discord’s API and the Hub uses Discord sign-in.
- The Bot runs on a server operated by the Owner’s hosting provider.
Data may be processed in the countries where the Bot, its hosting provider, MongoDB or the other providers operate.
Retention
Server configuration and moderation records are retained while they are needed to provide the Bot and its history features. Automod tracking can retain warning totals, violation history, timestamps, IDs and limited message excerpts. Recent-message data used for spam and duplicate detection is intended to cover only recent activity and is periodically trimmed.
Hub logins are deleted after 2 hours. Uploads that never make it onto a ticket are deleted after 24 hours, and a ticket’s files 90 days after it is resolved or closed. Appeals and tickets are kept as a record for staff, because past appeals affect future ones (for example, the 30-day wait after a denied appeal).
There is no fixed deletion period for every moderation, appeal or ticket record. Server administrators may remove the Bot, clear supported settings, or request deletion or clarification from the Owner.
Access and control
Server administrators control which Bot modules are enabled, which channels receive logs, which moderation rules are configured, and whether their server accepts appeals on the Hub. Moderators with access to the relevant Discord channels or Bot commands may see moderation information sent there.
On the Hub, a server’s ban appeals are seen by that server’s administrators and appeal reviewers. Blacklist appeals are seen by blacklist reviewers. Bug reports are seen by the development team for the area the bug is in, plus team leads, and developer applications and reports about a developer only by team leads. Private staff notes on appeals and internal notes on tickets are never shown to the person who sent them.
The Owner and authorised operators may access stored data when necessary to operate, secure, troubleshoot or maintain either service.
If you have a question about data associated with you, or want to request access, correction or deletion where applicable, contact the Owner on Discord (jolly_john998) or through the Bot’s support channel. Requests may require enough information to identify the relevant server or Discord account, and some records may need to be retained for security, legal or moderation reasons. You can also remove the Hub’s access to your Discord account at any time under User Settings → Authorized Apps.
Age
You must meet Discord’s minimum age to use either service, because both need a Discord account.
Feedback
If you send feedback, bug reports or suggestions, the Owner may use that material to operate and improve the Bot and the Hub. Do not include sensitive personal information in feedback or uploads unless it is necessary for the request.
Changes
This policy may be updated when the services’ features, data handling or providers change. The “Last updated” date identifies the current version. Continued use after an update means the updated policy applies to future use.
Agreement
By adding the Bot to a server, using it, or using the Hub, you acknowledge this Privacy Policy. Server administrators are responsible for informing their members that the Bot is present and which features are enabled. A user who does not agree may leave a server containing the Bot and stop using the Bot and the Hub. An administrator who does not agree may remove the Bot.