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Privacy Policy

Last updated: July 8, 2026

⚠️ Draft for review. This policy is a working draft prepared to describe how Decibot handles data. Have it reviewed by a qualified attorney before you rely on it for a live, paid service. It is not legal advice.
On this page
  1. Who we are
  2. Data we collect
  3. How we use your data
  4. Voice audio & AI processing
  5. Third-party processors
  6. Data retention
  7. Your recording responsibilities
  8. Your rights & data deletion
  9. Security
  10. Children
  11. Changes to this policy
  12. Contact

1. Who we are

Decibot ("Decibot", "we", "us", or "our") is a Discord bot and service that records voice channels, transcribes them using AI, and delivers Markdown transcripts. This Privacy Policy explains what information we collect when you add Decibot to a Discord server and use it, how we use that information, and the choices you have.

By adding Decibot to a server or using its commands, you and the members of your server agree to the practices described here.

2. Data we collect

We collect only what we need to provide transcription and manage subscriptions:

  • Discord identifiers — Discord user IDs, usernames/display names, server (guild) IDs, and voice/text channel IDs of participants in an active recording session.
  • Voice audio — the audio of participants captured only while a recording is active (after /start or the Start control). Each speaker's audio is captured separately so the transcript can attribute speech.
  • Transcripts — the text generated from the audio, formatted as a Markdown document and delivered to your chosen Discord channel or DM.
  • Usage data — the duration of each recording and timestamps, used to enforce your plan's monthly minute limits.
  • Account & subscription data — your subscription plan, status, billing period, and a Stripe customer/subscription identifier. Payment card details are handled by Stripe and are never stored on our servers.
  • Preferences — settings you choose, such as transcript delivery (channel vs. direct message).

3. How we use your data

  • To join voice channels and record audio when a host starts a session.
  • To transcribe recorded audio into a Markdown transcript and deliver it.
  • To measure recording minutes and enforce subscription limits.
  • To process subscriptions, billing, and account status through Stripe.
  • To operate, maintain, secure, and improve the service.
  • To respond to support requests and comply with legal obligations.

We do not sell or share your personal data (including for cross-context behavioral advertising), and we do not use your audio or transcripts to train our own models.

Where the GDPR or UK GDPR applies, we rely on the following legal bases: performance of a contract (to provide the service to subscribers and to bill them), legitimate interests (to operate, secure, and improve Decibot and to prevent abuse), and compliance with legal obligations (tax, accounting, and responding to lawful requests). For the recording of participants in a voice channel, the host who starts a session is responsible for establishing an appropriate basis (typically the consent of participants) — see Section 7. For account and subscription data we act as a data controller; for the audio and transcripts generated at a host's direction we act as a processor on that host's behalf.

4. Voice audio & AI processing

Recorded audio is converted to a standard format and sent to OpenAI for transcription using the Whisper model. Under OpenAI's API data privacy terms, audio submitted via the API is not used to train OpenAI models. Your audio is processed by OpenAI subject to their policies. See OpenAI's policies for details on how they handle API data.

Decibot posts a clear, public status message in the text channel when it joins and while it is recording, so participants can see that a session is active.

5. Third-party processors

We rely on the following service providers to operate Decibot. Each processes data only as needed to provide their part of the service:

  • Discord — the platform the bot runs on (voice, messaging, identifiers). Subject to Discord's Privacy Policy.
  • OpenAI — transcription of recorded audio (Whisper). See OpenAI policies.
  • Stripe — subscription billing and payment processing. See Stripe's Privacy Policy.
  • Supabase / PostgreSQL — database hosting for account, subscription, and usage records.
  • Hosting provider — runs the always-on bot process.

6. Data retention

  • Voice audio is transient. Raw and intermediate audio files are created only to produce a transcript and are deleted from our servers immediately after processing completes.
  • Transcripts are generated to be delivered to your Discord channel or DM. Once delivered, the copy that persists lives in your Discord under your control; temporary transcript files on our side are removed after delivery.
  • Usage logs (duration, timestamps) are retained to enforce plan limits and for billing accuracy.
  • Account & subscription records are retained while your subscription is active and for a reasonable period afterward to meet legal, tax, and accounting obligations.

Recording other people may be regulated by law in your jurisdiction. You are responsible for ensuring that everyone in a voice channel is aware of and consents to being recorded before you start a Decibot session, and for complying with all applicable laws and with Discord's Terms. Decibot displays a visible recording notice, but that does not replace your obligation to obtain consent.

8. Your rights & data deletion

You may request access to, correction of, or deletion of the personal data we hold about you. To make a request, email dante@decibot.tech from an address you control, or include enough information for us to identify the relevant Discord account. We will process deletion of account and usage records upon verified request; audio is already deleted automatically after processing. We do not discriminate against you for exercising any of these rights.

8.1 EEA/UK residents (GDPR)

If you are in the European Economic Area or the United Kingdom, you have the right to access your data, to request rectification or erasure, to restrict or object to processing, and to data portability. Where we rely on consent, you may withdraw it at any time. You also have the right to lodge a complaint with your local data protection authority. We transfer data to processors outside the EEA/UK (see Section 5) under appropriate safeguards such as the Standard Contractual Clauses.

8.2 California residents (CCPA/CPRA)

If you are a California resident, you have the right to know what personal information we collect and how we use it (see Sections 2 and 3), the right to access and delete that information, the right to correct inaccurate information, and the right to opt out of the sale or sharing of personal information. We do not sell or share personal information, so there is nothing to opt out of. We will not discriminate against you for exercising any of these rights. To exercise a right, contact us using the details above; you may use an authorized agent to submit a request on your behalf.

9. Security

We use reasonable technical and organizational measures to protect data, including encrypted connections to our processors and restricted API keys. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

10. Children

Decibot is not directed to children. Discord requires users to be at least 13 years old (or older where required by local law). Do not use Decibot if you do not meet the minimum age.

11. Changes to this policy

We may update this Privacy Policy from time to time. We will revise the "Last updated" date above and, where appropriate, provide additional notice. Continued use of Decibot after changes take effect constitutes acceptance of the updated policy.

12. Contact

Questions about this policy or your data? Email us at dante@decibot.tech.

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