Gatekeeper Privacy Policy

Gatekeeper Privacy Policy

Last updated: 2 June 2026

This Privacy Policy explains how Gatekeeper (“the Bot”, “we”, “our”) handles information when it is added to and used in Discord servers.

IMPORTANT: Before publishing this page, replace the placeholders:

• YOUR_SUPPORT_EMAIL_HERE
• YOUR_BOT_INVITE_OR_SUPPORT_SERVER_HERE
• YOUR_OWNER_OR_TEAM_NAME_HERE

1. What Gatekeeper does

Gatekeeper is a Discord registration, vetting, voice interview, and access-control bot. Server administrators use it to review people before giving them access to the rest of a Discord server.

2. Information we collect

Gatekeeper may collect and store the following information:

- Discord user ID
- Discord username or display name
- Discord server/guild ID
- Discord channel IDs selected by server administrators
- Discord role IDs selected by server administrators
- Registration answers submitted by users, including:
- Discord username
- Community name
- Leader of organisation
- Community type, such as Modded or Vanilla
- Description of server/community
- Best voice-chat times
- Application status, such as submitted, interview booked, accepted, or denied
- Interview booking information, including date/time, duration, notes, and Discord scheduled event ID
- Admin action records, such as which admin accepted, denied, or booked an interview

Gatekeeper does not intentionally collect payment details, passwords, private messages, or sensitive personal information.

3. How we use information

Gatekeeper uses the information above to:

- Run server registration forms

• Send applications to server admin review channels
• Let server admins review applicants
• Book voice interviews using Discord scheduled events
• Apply or remove Discord roles after an accept or deny decision
• Keep a record of application status for the server

4. Where information is stored

Gatekeeper stores server configuration and application information on the hosting service used to run the bot, currently Railway or another deployment provider chosen by the bot owner.

5. Who can see the information

Application information may be visible to:

- The bot owner/operator

• Server administrators or staff with the configured Registration Admin role
• Hosting providers used to run the bot
• Discord, as part of normal Discord API and platform operation

6. Sharing information

We do not sell user data.

We may share or process data only as needed to:

- Operate Gatekeeper

• Provide Discord bot functionality
• Comply with legal obligations
• Protect the bot, server communities, or users from abuse

7. Data retention

Gatekeeper keeps registration and server configuration data while the bot is installed and used in a server.

A server owner/admin may request deletion of their server’s stored configuration or application data.

A user may request deletion of their application data by contacting the server admins or the bot operator.

8. User choices and deletion requests

To request deletion of data, contact:

YOUR_SUPPORT_EMAIL_HERE

Please include:

- Your Discord user ID

• The Discord server name or server ID
• What data you want deleted

9. Children

Gatekeeper is intended for use on Discord and follows Discord’s own minimum age requirements. Server owners are responsible for ensuring their server rules and onboarding process comply with applicable laws and Discord policies.

10. Security

We take reasonable steps to protect stored data, including using private bot tokens and hosting environment variables. However, no online service can be guaranteed to be completely secure.

11. Changes to this Privacy Policy

We may update this Privacy Policy when Gatekeeper changes. The updated version will be posted at this URL with a new “Last updated” date.

12. Contact

For privacy questions, contact:

YOUR_SUPPORT_EMAIL_HERE

Bot/support link:

YOUR_BOT_INVITE_OR_SUPPORT_SERVER_HERE