KAYAN Bots

Privacy Policy

Effective: 25 October 2026

This policy covers the Discord bots operated by KAYAN Network (“KAYAN”, “we”) for the KAYAN community servers:

The bots only work inside the KAYAN Discord servers. We do not sell data and we do not use it for advertising or to train AI models.

1. Data we use

• Discord account data: user ID, username, display name, avatar, account creation date, server join date, server nickname and roles.
• What you send to a bot: slash commands, whitelist application answers, ticket forms and the messages written inside a ticket.
• Moderation and security: new messages are checked when they are sent for banned words, unwanted links and spam. A message is only stored when it breaks a rule, or when it is edited or deleted (the old text is kept in a private staff log). Member joins, leaves, role, nickname, timeout and ban changes are logged.
• Staff members only: activity numbers (for example how many tickets or actions), timestamps and staff warnings.
• Game account link: the link between your Discord ID and your KAYAN game account (game ID, level, rank, ban status), used to give roles. The verification website stores your Discord ID, the terms version you accepted, the time, and a one-way hash of your IP address (to stop abuse).
• Game server logs: server status and in-game events from the server admin tool (player names and game IDs).

2. Why we use it

• To run the features you use (verification, tickets, applications, roles, server status).
• To keep the community safe: moderation, anti-spam, anti-cheat and ban appeals.
• To supervise the staff team fairly.

3. Who can see it

Only the KAYAN staff members who need it for their role (for example the support team sees tickets, the shop team sees store tickets only). Data is kept in private staff channels and on servers run by KAYAN. We share data only with Discord itself (the bots run on Discord) and our hosting provider, or when the law requires it.

4. How long we keep it

• Ticket transcripts and moderation logs: up to 12 months.
• Whitelist applications: up to 6 months after the decision.
• Verification records and the game account link: while your account is verified, then deleted on request.
• Staff activity: while you are staff and up to 6 months after.
• Data needed for an active ban or an open appeal may be kept until it is resolved.

5. Your choices and rights

• You can ask for a copy of your data or for its deletion by opening a ticket in the KAYAN Discord server (choose “Support”). We answer within 30 days.
• Leaving the KAYAN servers stops all new collection. Message checks do not keep anything unless a rule is broken.
• Some records (for example an active ban) can be kept for security, as explained above.

6. Security

Access is limited by role, secrets and tokens are never shared, the website uses HTTPS and IP addresses are only stored as a one-way hash.

7. Age

You must meet Discord’s minimum age to use Discord and these bots.

8. Changes

We may update this policy. The date at the top always shows the latest version, and big changes are announced in the KAYAN Discord server.

9. Contact

Open a ticket in the KAYAN Discord server (choose “Support”).