Privacy Policy

For the dispatchd Discord bot · last updated [effective date]

dispatchd is an open-source Discord bot that automates a single team's daily standup ritual. This policy explains what data the instance operated by the person who added this bot to your Discord server (the “operator”) collects, why, and how it is handled. If you run your own copy of dispatchd, you are the operator and this policy is a template you should adapt.

Who is responsible

dispatchd is self-hosted. The operator chose to run this instance, owns the server it runs on, and is the party responsible for the data it holds — including how it is secured, backed up, retained, and deleted, for responding to your requests about it, and for any notification required in the event of a breach.

The dispatchd project and its authors publish the software (under the Apache-2.0 licence) but do not operate this or any other instance, have no access to any deployment's data, and are not a party to your use of the bot.

What data is collected

dispatchd only ever receives data through Discord slash commands and the roster the operator configures. Specifically:

• Team roster. The Discord user IDs, display names, and roles of the team members the operator lists in the bot's configuration.
• Standup submissions. The text you enter when you run /todo, /progress, and related commands: task descriptions, optional notes, optional scope-of-work reference tags, progress write-ups, blocker descriptions, and the status you pick (Done / In Progress / Blocked).
• Timestamps of those submissions, and the date each one is attributed to.
• Server configuration. The Discord server (guild) ID and channel ID the operator points the bot at.

dispatchd does not use Discord's Message Content Intent. It never reads ordinary channel messages, direct messages, attachments, voice, or presence — only the explicit input you submit through its own commands.

How the data is used

The data is used solely to operate the standup workflow:

• Posting each submission into the day's standup thread so the team can see it.
• Sending scheduled reminders and follow-up nudges.
• Producing the team lead's periodic recap of what the team worked on.

dispatchd does not sell, rent, or share your data with any third party. It runs no advertising and no third-party analytics or tracking.

Where the data is stored, and how it is secured

All data is stored in a single SQLite database file on the server the operator runs the bot on. There is no external database and no cloud service beyond the operator's own host and Discord itself.

Securing that host is the operator's responsibility: restricting who can reach the machine and the database file, keeping backups, and deciding on measures such as full-disk encryption. dispatchd supports encrypting the Discord bot token at rest (via systemd-creds); whether that and any further protections are in place is the operator's decision.

Data retention

• Standup entries (todos and progress reports) are retained indefinitely, because the periodic recap depends on the full history.
• Reminder and follow-up bookkeeping is automatically deleted after 90 days.

Your choices

• Being removed from the team roster stops any further data collection about you, but does not automatically erase past entries.
• To request a copy of the data held about you, or its deletion, contact the operator (below). The operator can remove your rows from the database on request.

Children

dispatchd is not directed at children. In line with Discord's Terms of Service, you must be at least 13 years old (or the minimum age of digital consent in your country) to use Discord and therefore this bot.

Changes to this policy

If this policy changes, the updated version will be posted at this URL with a new “last updated” date.

Contact

Questions or requests: [operator contact email].