> For the complete documentation index, see [llms.txt](https://docs.apollonetworks.online/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.apollonetworks.online/support-privacy.md). # Privacy Policy - Apollo Networks Support Bot **Last Updated:** 13 August 2026 This Privacy Policy explains how the Apollo Networks Support Bot (referred to as "the Bot", "we", or "us") collects, uses, stores, and protects your data. The Bot is an instance of the open-source [modmail-dev/modmail](https://github.com/modmail-dev/modmail) project, operated on behalf of the Apollo Networks Discord server. The Bot instance itself is hosted by the Modmail development team, and its database is hosted on MongoDB Atlas. By interacting with the Bot, you consent to the data practices described in this policy. This policy is designed to comply with the [Discord Developer Terms of Service](https://support-dev.discord.com/hc/en-us/articles/8562894815383-Discord-Developer-Terms-of-Service) and [Developer Policy](https://support-dev.discord.com/hc/en-us/articles/8563934450327-Discord-Developer-Policy). *** ### 1. Data We Collect When you send a direct message to the Bot to open a support thread, or interact with an active thread, the following information is collected and stored: 1. **User Data:** Your Discord User ID, username, and avatar. 2. **Message Content:** The text content, links to attachments, and timestamps of any messages sent to or from the Bot. This includes staff replies and any internal staff notes attached to your thread. 3. **Server Data:** Relevant Guild (Server) IDs and Channel IDs required to route your messages to the correct staff team. 4. **Action Logs:** Metadata related to the thread, such as when it was opened, closed, or transferred, and which staff members handled it. > **Please note:** all message content sent through the Bot is recorded and saved. Do not send sensitive personal information (such as passwords, payment details, or government identifiers) through the Bot. Apollo Networks staff will never ask for your password or payment information via the Bot. *** ### 2. How We Store Your Data The Bot does not permanently store data on Discord's infrastructure once a thread is archived ("closed"). Instead, all collected data — including message logs and user identifiers — is exported and stored off-platform in a MongoDB database hosted on **MongoDB Atlas**. The Bot instance is hosted and maintained by the **Modmail development team**, while the database and its contents are administered by the Apollo Networks management team. Reasonable security measures are implemented within the hosting and database environments to protect your logs from unauthorised access, including restricting access to authorised personnel only. *** ### 3. How We Use Your Data The data we collect is used strictly to provide and maintain the functionality of the Bot and our support services. Specifically: 1. **Facilitating Communication:** Relaying messages between you and the Apollo Networks staff team. 2. **Record Keeping:** Maintaining an accurate history of support requests, reports, and appeals so that staff have consistent context across interactions (including ban appeals and enforcement history). 3. **Community Safety & Integrity:** Investigating rule violations, disputes, and abuse of the Bot or our support systems. 4. **Service Improvement:** Allowing server administrators to review past interactions to improve community guidelines, staff conduct, and support quality. We do not use your support messages for advertising, and we do not sell, monetize, or trade your personal information. *** ### 4. Data Sharing and Disclosure Access to your data is highly restricted. It is only accessible to: 1. **Authorised Server Staff:** Moderators and administrators of Apollo Networks who have the necessary permissions to view support threads and logs. Staff access is revoked when a member leaves the team. 2. **The Database Administrator(s):** The Apollo Networks management member(s) responsible for administering the database. * Database Administrator(s): thunderwolfxs (owner of Apollo Networks) 3. **The Modmail Hosting Team:** As the Bot instance is hosted by the Modmail development team, select members of that team may be able to access data through the underlying infrastructure and the Bot's database connection, for the purpose of keeping the Bot online and maintained. 4. **MongoDB Atlas Employees:** Select employees of the MongoDB Atlas team may have the ability to access the data. Their usage is restricted and governed by their [privacy policy](https://www.mongodb.com/legal/privacy/privacy-policy). We will not share your data with any other third parties — including other Discord servers, community ban lists, or global moderation databases — unless explicitly required to do so by law or to comply with Discord Trust & Safety requests. *** ### 5. Data Retention Chat logs and associated user identifiers are retained indefinitely within our database, to ensure staff have a consistent historical record of all moderation and support interactions, including for the purposes of ban appeals and enforcement history. *** ### 6. Your Rights and Data Deletion Under the Discord Developer Policies — and, where applicable, Australian privacy law (*Privacy Act 1988* (Cth)) — you have the right to request the deletion of your personal data. If you wish to have your support logs and associated identifying information permanently removed from our off-platform database, you may exercise this right by: 1. Sending a message directly to the Bot requesting data deletion; or 2. Contacting the server administrators or the contact person(s) listed below. Upon receiving a verifiable request, we will purge your identifying information and message content from our database within 14 days. Records that are the subject of an active investigation, unresolved dispute, or a legal obligation to retain may be preserved until that matter is resolved, after which the deletion request will be actioned. *** ### 7. Contact Information If you have any questions, concerns, or data deletion requests regarding this Privacy Policy or the Bot's operation, please contact: 1. **The Bot directly**, by opening a support thread; or 2. **Discord User(s):** thunderwolfxs; or 3. **Email:**