Privacy Policy

Last Updated: October 2026

1. Introduction

This Privacy Policy explains what information Staffly collects through StafflyBot, StafflyBot.com and the Staffly staff portal, how that information is used, and the choices available to you. By using our services, you agree to the practices described here.

2. Information We Collect

Depending on how you use our services, we may collect:

Discord account information provided during login (such as your Discord user ID, username and avatar)
Server activity data StafflyBot is configured to track for staff members: counts of messages, time spent in voice channels, role assignments, online status and the time of last activity. We count messages. We do not store what they say
Daily totals of tracked messages and voice time for each staff member, which power the staff profile pages, and the result of each quota period (whether quota was met, and the numbers)
Flags raised by spam, voice AFK and inactivity detection, and any review status a server's admins give them
Information members submit through StafflyBot, such as leave of absence declarations, staff applications and the answers to application questions
Records of promotions and demotions made with StafflyBot, including who made them, the ranks involved, any reason given, and any extra roles given with the promotion
Records of Staffly support access, described in Section 6
If you use Premium or an add-on suite: billing details described in Section 14, the bot token you give us for custom bot hosting, logos and banners you upload, and the records you enter into the suites (recognition awards, HR employee records and private notes, recruitment openings, candidates, ratings and interview notes, incident cases and their timelines, and Community page content)
Basic technical information (such as timestamps and request logs) used to operate and secure the website

3. How We Use Information

We use collected information to operate StafflyBot's features (such as quota tracking, staff profiles, flags, applications and promotions), to control who can open a server's dashboard, to authenticate you when you log in, to respond to applications and support requests, and to maintain the security and reliability of our services.

4. Information Sharing

We do not sell your information. Information tracked within a Discord server is visible to that server's owner and the admins the owner has authorized through the Staffly dashboard, as configured by that server. Staffly support staff can see a server's dashboard only in the circumstances described in Section 6.

We may share limited information with service providers who help us operate the website, as described in Section 13. Community pages are the exception to the rule above: what a server owner chooses to publish on a Community page is public. HR records, recruitment records and incident cases are private to the people with access to that server's dashboard, and incident cases can be restricted to named people. Staffly support sessions cannot open the suites.

5. Your Choices

Server owners can control which roles, channels and activity StafflyBot tracks through the dashboard's Settings, and which features are turned on. You can also stop using StafflyBot at any time by removing it from your server, or by revoking StafflyBot.com's access from your Discord account settings.

6. Staffly Support Access

Server owners who want help from the Staffly team can get a support code from the Access tab of their dashboard. The code works one time and changes every 5 minutes. When a Staffly staff member enters a valid code, they can open that server's dashboard for 2 hours. By default they can only view it. The owner can allow editing, and can end a support session at any time.

Staffly keeps a record of each support session: which Staffly staff member opened which server, and when. The server owner can see these sessions in their dashboard. Staffly staff only use this access to help with the request the owner made.

Staffly support staff have this access only because the server owner gave them a code. Please do not share a support code with anyone you do not trust.

7. Staffly Staff Portal

Staffly runs a private staff portal for the Staffly team, protected by Discord login and limited to people who hold a staff role in the Staffly server. The portal holds Staffly's internal documents, a log of servers that Staffly representatives bring to Staffly (including the server name and ID, an invite link, a member count and notes), and reports made about Staffly staff members through Staffly's own support tickets.

When a server is logged, the portal checks with Discord whether StafflyBot is in that server. Servers that StafflyBot is not in are denied automatically, and the log of that decision is kept.

A report about a Staffly staff member is stored without the ability to edit or delete it from the portal, and is visible only to Staffly directors, the leadership board and the owner. This portal is about Staffly's own team and does not collect information about the members of other servers.

8. Data Retention and Deletion

Daily activity totals for each staff member are kept for about 60 days. The live record for a staff member is removed when they leave the server or no longer hold a tracked role. Flags, leave records, applications, promotion records and quota results are kept in a server's data, up to a limited number of recent entries for each, so older entries are removed as new ones are added. Support session records are kept for a limited time after the session ends.

Some information may need to be retained when required for legal, security, fraud-prevention or legitimate operational purposes. If you remove StafflyBot from your server, that server's data is deleted, including suite records, uploaded images and any stored bot token. If a paid plan ends but the bot stays, suite records are kept so they are there if you return, until you ask us to delete them or we remove data that has been locked for a long time. Incident timelines cannot be edited by users, so a deletion request should come from the server owner and go through our support channels. Payment records are kept by Stripe and by us as long as tax, accounting and legal rules require.

If you want to request deletion of your data, contact the Staffly team through our official support channels.

9. Server Owner Responsibility

If you are a Discord server owner or administrator using Staffly, you are responsible for ensuring that your use of Staffly complies with applicable laws, Discord's policies, and your own server's privacy requirements.

Server administrators should tell their staff about the information Staffly tracks, including staff profiles and activity history, and about any support access they give to Staffly.

10. Security

We take reasonable measures to protect information processed by Staffly against unauthorized access, alteration, disclosure, or destruction. Examples include limiting who can open a dashboard, using codes that expire, and keeping a record of support access.

However, no online service can guarantee complete security.

You are responsible for protecting your own Discord account and keeping your account credentials secure.

11. Cookies and Similar Technologies

StafflyBot.com and the Staffly staff portal use cookies when necessary for login sessions and security. We may also use basic technical information to help maintain the reliability and security of the website.

12. Children's Privacy

Staffly is not intended to collect personal information from children in violation of applicable laws.

If you believe that we have collected information from a child in a manner that violates applicable privacy laws, please contact us so that we can review and address the issue.

13. Third-Party Services

Staffly relies on Discord, Stripe for payments, and third-party infrastructure to operate the website and bot. These providers may process limited information on our behalf when necessary to provide their services.

Staffly will take reasonable steps to use providers that maintain appropriate security practices.

14. Payments and Stripe

Payments are processed by Stripe. When you pay, Stripe collects your payment details, billing address, and the information it needs to calculate and collect sales tax or VAT. Stripe may act as the seller of record. Staffly does not see or store your full card number. Staffly receives and keeps the minimum needed to run your plan: your Stripe customer and subscription identifiers, the plan, its status and renewal date, and the server it is for. Stripe handles this information under its own privacy policy.

15. Bot Tokens, Uploads and Public Pages

A bot token given for custom bot hosting is stored encrypted, is used only to run your bot, is never shown back to anyone, and is deleted when you remove it. Logos and banners you upload are public, because Discord has to load them. Community pages show only the text and links the server chose to publish. They do not show Discord user IDs.

15A. Messages From Staffly and Applications

Staffly staff in certain roles can send a direct message to a server's owner through the Staffly bot, for example about a suspension or a problem with the server. The message says who sent it. We keep a copy of each message, who sent it, and whether it was delivered, with the server's record. Applications to join the Staffly team (stafflybot.com/applications) collect your Discord ID and username, your email address and your answers to the questions asked. They are seen only by the Staffly owner, and are kept until the owner removes them. If you are accepted, the Staffly team also records your onboarding progress (which training documents you opened and read, how much of each training video you watched, and when) so that your role can be given or removed on time. Free Premium trials record which server and which Discord account used one, so that each gets only one.

16. Your Rights

Depending on where you live, you may have the right to ask what we hold about you, to have it corrected or deleted, or to object to how it is used. Contact the Staffly team through our official support channels. For records that a server keeps about its own people (HR, recruitment, incidents), the server owner decides what is kept and why, and you may need to ask them as well.

17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

When changes are made, we will update the Last Updated date at the top of this page.

Your continued use of Staffly after changes are posted means you acknowledge the updated Privacy Policy.

18. Contact

If you have questions, concerns, or requests regarding this Privacy Policy, contact the Staffly team through our official support channels.

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