Safe Staff
Dashboard
Privacy Policy
Last updated: 7 November 2026
Safe Staff is a Discord bot and web dashboard for running staff teams. This policy explains what it stores, why, who can see it, how long it is kept, and how to delete it. Questions or requests: contact us on the support server.
The short version
- Safe Staff never reads what you write in messages. It only notes when a staff member sent one, to count active time.
- There is no advertising, no tracking, no analytics, and your data is never sold.
- You can delete everything stored about you at any time with
/privacyin Discord, or on the dashboard's Your data page.
Who is responsible
Safe Staff is run by an independent developer. For staff data inside a server, the server owner decides what is recorded (which roles count as staff, whether quotas and strikes are used, and so on). Safe Staff stores and processes that data on the server's behalf. You can ask either the server owner or us about it.
What we collect
| Data | Whose | Why |
|---|---|---|
| Discord user ID, username and avatar | Staff members and dashboard users | To know who is who, and to show names on profiles and the dashboard. |
| Staff rank, the date you joined staff, and your departments | Staff members | For staff profiles, sorting by rank and department features. |
| Active time: when you joined and left voice channels, and the time (not the content) of messages you sent | Staff members | To count weekly active hours, quotas and inactivity alerts. Servers can turn voice tracking off or exclude channels. |
| Leave requests: dates and the reason you give | Staff members | So approvers can approve or deny leave. |
| Tasks, and the answers you give when completing them | Staff members | Task management and approval. |
| Application answers | People who apply to a staff team | So the server's staff can review the application. |
| Notes, strikes and history entries written about staff members | Staff members | Staff records kept by the server's leadership. |
| Audit log of actions (who changed what) | People who use the bot's management features | So a server can see who changed settings, staff, tasks or leave. |
| Reviews, suggestions and bug reports you send, with your username and server name | Anyone who uses /review or the dashboard's feedback form | To read and answer them. |
| Votes on top.gg: your user ID and the time | People who vote | To say thank you and send the reminder you ask for. |
| The servers you own or manage, when you log in to the dashboard | Dashboard users | To offer adding the bot to them. Deleted when you log out or the login expires. |
| Error reports: which command failed, the server name and ID, and your username and ID | Anyone who hits an error | To find and fix bugs. Sent privately to the developer. |
Safe Staff does not use Discord's Message Content intent, so it cannot read message text. It does not collect your email address, IP address logs, location, or payment details.
Legal basis
Where laws like the GDPR or UK GDPR apply, we process this data because it is needed to provide the service that the server's owner set up (legitimate interests), and, for things you send us yourself (reviews, applications, votes), because you chose to send them. You can object at any time by contacting us or using /privacy.
Who can see it
- The server's staff team. What each person sees depends on the bot permissions the server gives them. For example, notes need the Manage staff permission, and seeing other people's strikes needs Give strikes.
- The developer, for support, reviews and error reports.
- Service providers who run the bot for us: Discord (the platform itself), Render (hosting) and Supabase (database). top.gg receives votes when you vote there. They only process data to provide their service.
We never sell or rent data, and we don't share it for advertising.
How long we keep it
| Data | Kept for |
|---|---|
| Active-time records | 120 days |
| Audit log | 180 days |
| Applications that have been accepted or denied | 180 days after the decision |
| Quota results and votes | 1 year |
| Dashboard logins | Until you log out, or 7 days |
| Everything else for a server (staff, leave, tasks, notes, strikes) | While the bot is in the server. Deleted 3 days after the bot is removed (the owner is warned by DM first). |
Your rights and deleting your data
You can ask to see, correct or delete your data, or object to how it's used.
- Delete your data yourself: run
/privacyin Discord (also works in a DM with the bot), or open Your data on the dashboard. It deletes everything stored about you in every server, straight away. Records other people still need, like a task you created, are kept but no longer linked to you. - Server owners can delete all of a server's data on the dashboard (Server settings → Delete server data). This also removes the bot.
- Anything else, such as a copy of your data: contact us on the support server. We answer within 30 days.
If you are still on a server's staff after deleting your data, the bot starts recording again from zero, because the server uses it to run its staff team. To stop that, ask the server to remove you from staff. If you once unsubscribed from update messages, we keep that so you stay unsubscribed.
You can also complain to your local data protection authority.
Security
The site only runs over HTTPS. Login cookies are stored as a one-way hash, so even the database doesn't hold the real value. Each feature checks Discord permissions on the server before showing or changing anything.
Children
Safe Staff is for people who are old enough to use Discord under Discord's rules (13 or older, or the minimum age in your country).
Where data is stored
Our service providers may store data outside your country, including in the United States. Where required, they use standard safeguards such as the EU Standard Contractual Clauses.
Changes
If this policy changes, we update the date at the top. For important changes we also post in the support server.