Privacy Policy

1. Introduction

This Privacy Policy describes how BuiltByTerra collects, uses, and stores information when you use Greetit. We are committed to handling your data responsibly and transparently.

2. Data We Collect

We collect only the data necessary to operate Greetit:

• Guild (Server) ID, to store your welcome, goodbye, autorole, and role-menu configuration.
• Welcome & goodbye settings, the channel ID and the message text you wrote for each card, plus the accent colour, the background, a hex value or an image URL, and whether the server icon is used as the backdrop, all shared by both. A card is off entirely until its channel is set.
• Autorole configuration, the role IDs assigned on join, and whether each one targets humans or bots.
• Role menu configuration, each menu's title, description, per-member pick limit, the filenames of any images uploaded for it, the channel and message it was posted as, and every role option on it, role ID, the role's name as its label, and display order. Uploaded menu images are stored as normal Discord attachments on the menu message in your own server, not on our servers.
• Member join times, when someone joins, their user ID and the moment they joined are recorded, solely so a goodbye card can say how long they were in the server. The record is deleted the moment they leave, and with the rest of the server's data if Greetit is removed. Nothing else about the member is kept.
• Error diagnostics, if something fails, a short technical record of the error, which may include the server and user id involved, is written to an internal log and automatically deleted after 30 days.
• Operational analytics, the id and name of each server Greetit is in, that server's member count, and the dates Greetit was added to or removed from it, plus hourly totals of how many times each command was used. Command totals are counts only: they record that a command ran forty times in an hour, never who ran it, what they typed, or which server they ran it in.
• Product announcements, when we post an update about Greetit in your server we record which server received it, when, and the id of the message itself, so that the same update is never posted twice and can be moved if you later choose a different channel for it. Replying to one is entirely optional and only possible for someone with the Manage Server permission; if they do, we store what they wrote along with their Discord user id and handle, and the channel it was written from so that we can answer there. Any answer we send is posted publicly in that channel, never what they wrote to us. Choosing which channel updates should go to records that channel id and who chose it; turning announcements off records the server id and who turned them off, and nothing else. Both are reversible from the same buttons at any time.

Greetit requests only the two gateway intents it actually needs, and Message Content is not one of them, message text is not delivered to it at all, and it registers no message handlers whatsoever. The only events it acts on are member joins, leaves, and membership-screening updates. A member's username and avatar are fetched from Discord at the moment a card is drawn and are not stored.

3. How We Use Data

Collected data is used solely to:

• Draw the cards: the configured channel decides where a join or leave card is posted, and the accent and background decide how it looks.
• Assign roles automatically: autorole IDs are granted on join, after membership screening completes.
• Show how long a member stayed: the recorded join time is read once, to write the duration line on their goodbye card, and deleted in the same step.
• Power role menus: stored options map each dropdown choice to the role it grants or removes, and enforce the per-member pick limit.
• Diagnose faults: error records are used only to find and fix bugs, and are never used to build a profile of anyone.
• Tell the servers that installed Greetit about changes to it, and read what they choose to write back.

We do not sell, share, or disclose your data to third parties for marketing or advertising purposes.

4. Data Storage and Security

Data is stored in a PostgreSQL database with encrypted connections (SSL/TLS). We take reasonable technical measures to protect stored data from unauthorized access. However, no system is completely secure, and we cannot guarantee absolute security.

Operational analytics are kept in a database separate from Greetit's feature data. The analytics themselves carry no user identifiers of any kind, no user ids, no message content, and no per-member activity. That same separate database also holds the delivery record for product announcements, anything a server admin chooses to write back to us, and the records of our ambassador program. Those three do include the Discord user id and handle of the person who wrote in, because a message someone sends us has to come from someone; none of them is ever populated without a deliberate action by that person. It is readable only by the developer, through a private dashboard that requires both a randomly generated access token and a time-based one-time code from an authenticator app. That dashboard is excluded from search engines and returns an ordinary "page not found" to anyone who is not signed in. Its database credential can read the analytics and write only the announcement and ambassador records; it cannot reach Greetit's feature data at all. None of this is ever sold, shared, or used for advertising.

5. Data Retention

Your Greetit data, welcome/goodbye settings, autoroles, and role menus, is retained while Greetit remains in your server. A member's recorded join time is the one exception: it is deleted as soon as that member leaves, without waiting for anything else. If Greetit is removed, all of that server's data is automatically and permanently deleted 7 days after removal. Re-adding Greetit within those 7 days cancels the scheduled deletion and restores your configuration. You may also request immediate deletion at any time (see Section 8).

This applies to operational analytics with no exception. When Greetitis removed from a server, that server's analytics record, its id, name, member count, and install and removal dates, is permanently deleted on the same 7-day schedule as everything else, from the analytics database as well as the application's own. Announcement records go with it: which updates that server received, whether it turned announcements off, and anything it wrote back to us. Re-adding Greetit within those 7 days cancels the deletion. Nothing about a server that removed Greetit is retained beyond that window.

6. Third-Party Services

Greetit operates within the Discord platform and is subject to Discord's Privacy Policy. We do not integrate with other third-party data processors beyond the database provider used to store operational data.

7. Children's Privacy

Greetit is not directed at children under the age of 13. We do not knowingly collect personal information from children under 13. If you believe a child under 13 has provided data, please contact us so we can remove it.

8. Your Rights and Data Requests

You may request access to, correction of, or deletion of your data at any time. For server administrators, this includes all data associated with your guild ID.

To submit a data request, join our Discord community and open a support ticket with your Discord server ID or user ID.

9. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated "Last updated" date. Continued use of Greetit after changes constitutes your acceptance of the revised policy.

10. Contact

For questions, concerns, or data requests, join our Discord community.