LEGAL
Privacy Policy
This Privacy Policy explains what information SubmitFlow collects when you use the SubmitFlow Discord bot (the “Bot”) and this website, how we use it and the choices you have. SubmitFlow is operated by Botorium (“we”, “us”).
1. Information we collect
Server information
When the Bot is added to a Discord server, we store the server ID, name and member count, the server owner’s user ID and username, the user ID and username of the person who added the Bot, and the configuration you choose (for example panels, support role, log channel, language and branding settings).
Requests
When a member opens a request through a panel, we store their Discord user ID, the topic, details and reference they enter, the ID of the Thread created for it, its status, the user ID of the staff member who claims it, the close reason, and timestamps.
Transcripts (Premium)
On Premium servers, when a request is closed the Bot reads the messages in that request’s Thread and exports them to an HTML transcript. A transcript contains message content, author names and avatars, and links to attachments hosted by Discord. The Bot only reads messages in request Threads it created; this is why it uses Discord’s Message Content intent.
Payments
Payments are processed by Stripe. We never see or store your full card details. For each checkout we keep the Stripe session and customer IDs, the plan, amount, currency and payment status, and the server ID, server name, Discord user ID and username of the person who started the checkout.
Brand Bot
If you connect your own bot application to use your own name and avatar, we store its application ID, public key, name and avatar, and its bot token. The token is encrypted at rest and is deleted when you unbind the Brand Bot.
This website
This website does not use cookies, analytics or third-party trackers, and loads no third-party scripts or fonts. Your language choice is saved in your browser’s local storage and never sent to us. Our hosting provider, Cloudflare, processes standard request data such as IP addresses to deliver and protect the site.
2. How we use information
- To run the Bot: create panels and Threads, route and close requests, and export transcripts.
- To manage Premium: activate plans, trials and programs, process payments and refunds, and send expiry reminders to server owners or log channels.
- To keep the service secure and reliable, investigate abuse and fix problems.
- To answer your questions when you contact support.
We do not sell your information and do not use it for advertising.
3. Who we share it with
We share information only with service providers that help us run SubmitFlow, and only as needed:
- Discord — the platform the Bot runs on.
- Stripe — payment processing.
- Cloudflare — website hosting and private storage for transcripts.
- Hosting and infrastructure providers that run our servers and databases.
- Engagerly — only if a server links its Engagerly plan, we exchange that server’s ID and plan status.
We may also disclose information if required by law or to protect the rights and safety of our users and service.
4. Who can see transcripts
Transcripts are stored in private storage, not on a public website. Only server administrators and members of the configured support role can request a viewing link. Each link is signed and expires after one hour.
5. How long we keep information
We keep server configuration, requests and transcripts while the Bot is used in that server, so that staff can continue to work with them. Payment records are kept as long as needed for accounting, tax and fraud prevention. If you remove the Bot, it stops collecting new information from your server. You can ask us to delete your server’s data at any time.
6. Your choices and rights
Depending on where you live, you may have the right to access, correct, delete or export your personal information, or to object to how we use it. Server administrators can remove panels and the Bot at any time. To make a request, contact us through our support server; we may need to verify that you own the relevant Discord account or server.
7. Security
We protect information with access controls, encryption of sensitive secrets, signed and expiring transcript links, and private storage. No system is perfectly secure, but we work to keep your information safe.
8. Children
SubmitFlow is meant for people who meet Discord’s minimum age requirement. We do not knowingly collect information from children below that age.
9. Changes
We may update this policy from time to time. We will change the “Last updated” date above and, for significant changes, announce them in our support server.
10. Contact
Questions or requests about privacy? Reach us in the SubmitFlow support server.