Privacy Policy

1. Introduction

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

2. Data We Collect

We collect only the data necessary to operate Voiceit:

• Guild (Server) ID, to store the join-to-create hubs you configure.
• Hub configuration, for each hub: the trigger channel ID, the category ID, the default user limit, and the IDs of the two panel channels Voiceit creates for room controls and join requests.
• Active room records, the channel ID and the owner's user ID for each live temporary room, plus its privacy state (public, invite-only, or hidden) and room number, so ownership and cleanup survive restarts. These rows are deleted the instant the room empties.
• Room access lists, the user IDs a room owner has invited into their room, and the user IDs they have promoted to voice mod. Both are tied to that one room and are deleted with it.
• Timestamps, when a hub or a temporary room was created, when a room's owner left (so it can be claimed five minutes later), and when a room was last renamed or had its status changed, to enforce cooldowns.
• 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 Voiceit is in, that server's member count, and the dates Voiceit 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 Voiceit 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.

Voiceit requests only the three 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. It acts only on voice channel join and leave events and on the buttons members press in the room-controls and request-to-join panels. Voiceit never accesses or records audio. Room ownership is tracked purely by Voiceit, members are never granted Discord channel-management permissions on their rooms.

3. How We Use Data

Collected data is used solely to:

• Create temporary voice channels: when you join a hub, its settings decide the new room's category, name, and user limit.
• Track room ownership: the owner's user ID is stored only while the room exists, so the control panel knows who is allowed to change the room.
• Enforce room access: invite and voice-mod lists decide who may enter an invite-only room and who may operate its controls.
• Clean up empty rooms: temporary-room records let Voiceit find and delete rooms left behind after a restart.
• 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 Voiceit 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 Voiceit'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 Voiceit's feature data at all. None of this is ever sold, shared, or used for advertising.

5. Data Retention

Your Voiceit data, hub configuration and any live temporary-room records, is retained while Voiceit remains in your server. Temporary-room records are deleted automatically the instant a room empties. If Voiceit is removed, all of that server's data is automatically and permanently deleted 7 days after removal. Re-adding Voiceit within those 7 days cancels the scheduled deletion and restores your hubs. You may also request immediate deletion at any time (see Section 8).

This applies to operational analytics with no exception. When Voiceitis 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 Voiceit within those 7 days cancels the deletion. Nothing about a server that removed Voiceit is retained beyond that window.

6. Third-Party Services

Voiceit 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

Voiceit 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 Voiceit after changes constitutes your acceptance of the revised policy.

10. Contact

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