1. The essentials
We use Discord account and server information to provide downloads, music, moderation, backups, tickets and dashboards. We do not sell personal information or use it for advertising, profiling or AI training. The base service is free. The optional Cross-server Management subscription provides grouped server administration, on-demand settings synchronization and combined statistics. An optional Discord Unlimited Downloads subscription removes download quotas, cooldowns, video-duration and playlist-size caps. Discord handles payments; the bot checks your Discord user ID, SKU and entitlement validity, without collecting payment details. Its original code is closed-source.
2. Operator and scope
This policy covers the ZavrynBot service, its website, dashboards and bot-hosted downloads. Contact the operator at https://zavrynbot.xyz/contact. Discord, Google, hosting providers and the connected download service also process information under their own practices.
3. What we collect and why
Commands provide your Discord ID, username, command options and relevant server, channel, role and permission information. We use these to carry out requests, enforce access and limits, display results and diagnose problems. Downloads also use your submitted media URL and chosen format/quality. Moderation uses target IDs, moderator identities and reasons; pruning reads messages needed for deletion. When tickets are enabled, the bot uses the Server Members and Message Content intents to identify staff and collect available ticket messages when a ticket closes. It does not store a continuous transcript of general server conversations.
4. Who receives information
The download4yt.live API receives the submitted media URL, format and quality; the media request does not include your Discord account identity. Google receives song-title searches or video/playlist IDs for metadata and playlist checks, not Discord IDs. A separate one-day API-token request sends your Discord username to the token issuer as a label. Discord receives bot replies, moderation actions, webhook posts and messages. People who can access the relevant Discord channel can see public replies; designated private replies remain private. Your bot-hosted download files require login with your own Discord account. Server managers can see member download activity and settings; audit viewers also need View Audit Log. Ticket staff can read transcripts, and configured bot developers can view aggregate activity and authenticated-user records across servers.
5. Storage and retention
The main deadlines: downloaded files expire after one hour, ticket transcripts after the server’s chosen 1–90 days (30 days by default), most activity records after 90 days, and optional ELK logs after about 30–31 days. The table below describes data held by the bot. Some settings and counters have no automatic expiry; those are marked explicitly. Expired files and transcripts become inaccessible at their stated deadline. Physical deletion follows the cleanup schedule described below.
| Data | What we keep | Purpose and access | Retention |
|---|---|---|---|
| Developer-granted premium access | For free feature trials, the bot stores your Discord ID and username, the granting developer ID, an optional internal note, and any expiry. These records grant paid features without payment. Permanent grants stay until revoked; expired grants are removed after 90 days by daily maintenance. Grant/revocation events follow the existing ELK activity retention. | ||
| Cross-server management groups | Your Discord ID, group name and linked server IDs are saved until you delete the group or request removal. Subscription checks are not stored. Sync previews, including mapped configuration, stay in server memory for up to ten minutes. Synchronization activity uses the existing dashboard/ELK log retention. Losing a subscription does not erase settings already applied to Discord servers. | ||
| Optional subscription verification | Your Discord ID, SKU and entitlement validity are checked with Discord when enforcing download limits. Entitlements are not saved to the bot database or browser; Discord retains purchase and billing records under its own policies. Failed-check activity uses the existing activity-log retention. | ||
| Playlist request limits | Your Discord ID and the last 20 accepted playlist request timestamps enforce 20 requests per rolling hour across servers. Timestamps older than one hour no longer count and are removed on your next playlist request; the small quota file has no automatic expiry. | ||
| Welcome messages | Server IDs, destination, webhook profile, greeting and embed settings, selected GIF URL and optional uploaded image. | Send customized welcomes to joining members. GIF searches are sent to Giphy or Klipy; previews load from provider image hosts. | Settings and uploaded images have no automatic expiry; replace or remove them in the admin dashboard. Welcome event metadata follows the existing logging retention. |
| Social announcement settings | Server/admin IDs, public source URLs or channel names, destination channels, webhook profile keys, announcement text, recent item IDs and last check/post/error status. | Monitor configured sources and prevent duplicate announcements; server managers can edit or remove sources. API credentials stay in operator configuration. | Until the source is removed; duplicate history is limited to 200 recent items per source. ELK events expire under the existing 30-day policy. Discord announcement messages remain in Discord. |
| Bot-hosted media files | Your requested MP4, MP3 or FLAC, including public YouTube title, description, channel, publication date and source URL. | Deliver your metadata-enriched download; accessible only to your Discord account. | One hour after processing; at most two completed files per user. A new file replaces the oldest. |
| Retained-file manifest and total | Your Discord ID, cumulative successful download count, and live file IDs, titles, formats, sizes and creation/expiry times. | Show your personal download page and enforce storage limits. | File entries expire with their files. The cumulative count and user manifest have no automatic expiry. |
| Download history and dashboard changes | Server/user IDs, usernames, format, quality, outcome, dates and administrator action/target IDs. These database records do not store submitted media URLs or download links. | Apply quotas, show server activity and record changes; authorized server managers and configured developers can view relevant records. | 90 days from creation. |
| Moderation history | Moderator/target/server IDs, action, reason, result, dates, timeout duration and warning DM-delivery status. | Record moderation and display history to authorized server managers. | 90 days from creation. |
| Authenticated-account records | Discord ID and username, first/last login dates and login count. | Identify accounts and show configured developers authentication statistics. | 90 days after your last login. |
| Login sessions | Discord account details and OAuth access token, encrypted in MySQL. | Keep your dashboard login authenticated. | Up to one hour; removed periodically after expiry. |
| Server settings and quota coordination | Server/member/role IDs; download rules, command settings/actions, custom commands, webhook names/avatars and enabled states, log-channel preferences and updating administrator IDs. Quota locks contain server/user IDs. | Apply server rules and configured features. Relevant managers control these settings. | Settings remain until removed by a server administrator or operator. Quota coordination records have no automatic expiry. |
| Server backup snapshots | Server settings, role/channel names and permissions, including member/role IDs in permission overwrites. No message contents, uploaded media or member role assignments. | Recover server structure; server managers can inspect backups, and the current owner can apply recovery. Recorded owners can retain access to their backups after the source server is gone and import them into another server they own. | Until replaced under the configured retention count or deleted. At most 100 snapshots per server; no fixed time limit. Edited/imported copies have separate recovery history. |
| Backup/recovery job history | Server, operator, backup and job IDs, timings, outcomes and recovery resource IDs. | Track backup and recovery work. | 90 days, except jobs still marked running. |
| Server templates | Owner account ID, template name, designed server settings, roles, channels, permission overrides and revision history number. No messages or member role assignments. | Design reusable layouts and import them into servers the user currently owns. | Until the owner deletes them; up to 100 templates per account. |
| Ticket transcripts | Available requester/staff messages, author names/IDs, timestamps, embed text and attachment names/URLs. Attachment files and deleted messages are not copied. | Review support conversations; Current authorized staff can view, download or delete HTML transcripts. Requesters and recorded message authors can view/download their own transcripts after Discord login, including after leaving the server. | 30 days after closure by default; server managers can choose 1–90 days. Earlier staff deletion is possible. Changes affect future closures and currently unexpired transcripts, measured from closure. Expired or deleted contents cannot be restored. |
| Ticket records and settings | Server/requester IDs and usernames, ticket number, thread ID, open/close/expiry details, recorded message-author IDs, panel/channel IDs, support role IDs, retention preference and optional webhook profile key. | Manage ticket access, numbering and history. | No automatic expiry. Transcript contents expire separately after the configured 1–90 days. |
| Music queue, cache and waveform | Song/playlist URLs, metadata, requester details, temporary MP3s, derived waveform data and queued-download error messages. | Play and manage music. Signed-in server members can view queue/requester information; playback changes require the active voice channel. | In-memory queue and waveforms last for the active session. MP3s are removed after playback, skip, removal, stop, failure or an empty channel. Failed requests can remain queued for retry. Crash-leftover files older than 24 hours are removed when music starts again. Recent playback-error notices are displayed for up to one hour; their bounded in-memory records can remain until eviction or restart. |
| Optional ELK event logs | Server/channel/user IDs and names, actions, timing, download/moderation outcomes, song title/artist and cache controls, backup metadata, token-request metadata and redacted API error bodies. No OAuth credentials, media/download URLs, webhook tokens, general webhook text, transcript bodies or backup snapshot contents. | Operate and troubleshoot the service, show statistics and alert the operator to API 504 failures. | Approximately 30–31 days after daily index rollover. |
| One-day API tokens and webhook credentials | The API issuer returns a private token. Discord webhook credentials are fetched when needed. | Authorize API requests or configured webhook posting. | API tokens expire after 24 hours and are not stored in MySQL, sessions, browser storage, ELK or staff logs. Webhook tokens are not stored in MySQL or exposed in the dashboard. |
| Theme preference | Only your chosen theme name, in a first-party cookie. | Remember the site appearance. | One year, or until you clear the cookie. |
When cleanup happens
Expired retained files are checked on access and cleaned every minute while the bot runs. Transcripts cannot be opened at their configured deadline; transcript contents and most 90-day records are physically cleared by daily maintenance. Cleanup can be delayed during downtime. “No automatic expiry” means the current system does not apply a deletion timer; contact the operator to request removal.
Data held elsewhere
Discord keeps bot messages, warning DMs, webhook posts, optional staff-channel logs and archived ticket threads under Discord’s and the server’s own practices. Removing a bot record does not remove those messages or copies of transcripts that staff downloaded. Discord audit logs are read live and are not copied into MySQL. The download service and hosting providers may retain files or process logs separately; no fixed retention period is promised for those records. Process logs may contain command URLs or API error details. Contact the operator for deployment-specific retention. Operator 504 alerts may also be sent to a configured Discord webhook.
6. Cookies and login
Public information pages do not use analytics or advertising cookies. An essential HttpOnly session cookie supports Discord login. A separate theme cookie stores only your selected appearance for one year. Login requests Discord identify and guilds access, not your email or password. You can log out and revoke authorization in Discord settings.
7. Your choices and requests
You can stop using the bot, remove it from your server, delete your retained files, or ask authorized staff to delete a ticket transcript. For access, correction, deletion, restriction or objection requests, contact https://zavrynbot.xyz/contact and say it is a bot privacy request. Include your Discord ID and relevant server/date if useful, but never send passwords or tokens. We may verify your identity before responding. Applicable law determines your rights and deadlines; legally required records may be retained. You may complain to your local data protection authority where applicable.
8. Security, providers and legal basis
Dashboard sessions are encrypted in MySQL; login cookies are HttpOnly, and configured service connections use HTTPS. No system can guarantee complete security. Web requests expose IP addresses and browser headers to hosting infrastructure, which may keep logs. Discord, Google and hosting/download providers may process information outside your country; contact the operator for deployment locations and applicable transfer safeguards. Where a legal basis is required, providing requested functions relies on service delivery, operational security and troubleshooting rely on legitimate interests, and legal obligations may require other processing.
9. Age and changes
You must meet Discord’s minimum age requirement in your country. Contact the operator if information from an ineligible child has been processed. Policy changes appear here with an updated date.
Questions? Contact the operator · Read the Terms of Service