Privacy Policy

How ModularBots handles personal data, and your rights under the GDPR.

Last updated: October 16, 2026

1. Who is responsible

The controller for personal data processed through ModularBots is [Legal name], [Legal form], [Street and number], [Postal code and city], [Country]. Email: [email protected]. More details are in our Legal Notice.

This policy explains what data we process when you visit our website, use your ModularBots account, or interact with a bot that runs on ModularBots. The Service is hosted by [Hosting provider] in [Hosting location].

2. Data we process

Account data: your email address, name and profile image, sign-in sessions, plan and settings. To create an account you must sign in with Discord or an email address; without this we cannot provide the Service.
Discord profile: if you sign in with Discord, we receive your Discord user ID, username, avatar and email address (scopes "identify" and "email").
Bot data: the bot tokens you provide and bot details we read from Discord, such as name, avatar, application ID and the servers the bot has joined.
Discord server content: when your flows run, your bot receives and processes events from the servers it has joined, such as messages, reactions, member joins and leaves, roles, user IDs, usernames and voice state, and stores whatever your flows write to databases, the dictionary or logs, and images members upload that your flows save.
Flows and execution logs: flow configurations, version history, run history, node outputs, errors, and the event that started each run.
AI data: prompts, chat history with the flow assistant and database assistant, attached images, and AI output.
Your content: uploaded images and files, Image Studio templates, databases, dictionary entries, knowledge base documents and their search embeddings, marketplace listings, API trigger tokens, and RestoreCord connection details.
Billing data: your plan, subscription status and Stripe customer and subscription IDs. Link (Stripe) sells paid plans to you as merchant of record and processes your payment details, billing address and tax information as an independent controller under its own privacy policy; we never receive or store your full card details.
Diagnostics: usage events, device and browser information, masked session recordings, console output, error traces and performance data (see Product diagnostics).
Connection data: IP address, requested URL, browser user agent and timestamps.
Communication: emails you send us and sign-in emails we send to you.

3. Purposes and legal bases

Purpose	Legal basis (GDPR)
Creating your account, signing you in, running your bots and flows, AI features, storage, marketplace and support	Art. 6(1)(b), performance of our contract with you
Payments, invoices, subscription management and tax calculation	Art. 6(1)(b); Art. 6(1)(c) for tax and accounting records
Product diagnostics, error investigation, performance monitoring and improving the Service	Art. 6(1)(f), our legitimate interest in a reliable and secure service
Security, rate limiting, abuse prevention and enforcing our Terms	Art. 6(1)(f), our legitimate interest in protecting the Service and its users
Reviewing marketplace submissions	Art. 6(1)(b) for publishers; Art. 6(1)(f), our interest in a safe marketplace
Handling legal requests and keeping records required by law	Art. 6(1)(c), legal obligations
Optional features you choose to enable, such as attaching a flow snapshot to feedback	Art. 6(1)(a), your consent, which you can withdraw at any time

4. Data of Discord server members

When a ModularBots customer's bot processes data about members of a Discord server, such as their messages, user IDs or roles, the customer who operates the bot decides why and how that data is processed. For that data the customer is the controller, and we act as their processor under Art. 28 GDPR. We process it only to run the customer's flows and to provide and secure the Service.

If you are a member of a Discord server and have questions about a bot, contact the bot's operator or the server's owner. If you contact us, we will pass your request to the operator where we can identify them. Customers can request a data processing agreement from [email protected].

5. Recipients and service providers

We share personal data only with the following service providers, and only as needed for the purposes above. Where they process data on our behalf, they are bound by data processing agreements.

Provider	Purpose	Location
[Hosting provider]	Servers that run our application, database, file storage and self-hosted PostHog diagnostics	[Hosting location]
Cloudflare, Inc.	Network proxy, caching of public images, protection against attacks	USA and worldwide network
Discord Inc.	Sign-in with Discord and every action your bot takes in Discord	USA
OpenRouter, Inc.	AI gateway that forwards AI requests to model providers	USA
OpenAI (via OpenRouter)	Flow assistant, AI flow nodes, database assistant and marketplace review	USA
Anthropic (via OpenRouter)	Planning and reviewing Image Studio designs	USA
Recraft (via OpenRouter)	Generating images	USA
Model hosts selected by OpenRouter	Knowledge base embeddings (Qwen model) and text classification	USA and other countries
OpenAI	Analysing scrubbed error reports to prepare code fixes	USA
Stripe, including Link	Merchant of record for paid plans: payments, invoices, tax, refunds, payment support and the customer portal. Independent controller for purchase data (privacy policy)	Ireland and USA
Resend	Sending sign-in emails	USA
Google	Delivering web fonts to your browser (Google Fonts); YouTube as a source for audio you choose to play	USA
Pexels or Openverse	Stock photo search in Image Studio (search terms only)	Germany or USA
RestoreCord	Member backup and verification, only if you connect it	As stated by RestoreCord

Data your flows send to other services, for example through HTTP request nodes, API triggers or Discord itself, goes to recipients you choose. We may also disclose data to authorities or courts where the law requires it.

6. International transfers

Some providers above process data outside the European Economic Area, mainly in the USA. We transfer data there only when the GDPR's conditions are met: where the recipient is certified under the EU-U.S. Data Privacy Framework, on the basis of the Commission's adequacy decision, and otherwise on the basis of the European Commission's Standard Contractual Clauses, with additional safeguards where needed. You can request a copy of the relevant safeguards from [email protected].

7. Product diagnostics

We use self-hosted PostHog to understand product usage and investigate failures. Diagnostics can include page visits, device and performance information, masked session recordings, browser and server console output, request and resource timing metadata, error traces, flow configuration snapshots, execution logs, and AI inputs and outputs. These diagnostics are also forwarded to PostHog Logs. We associate signed-in activity with an internal account identifier.

Form inputs and marked sensitive text are masked in recordings, request headers and bodies are not recorded, and credential fields are scrubbed from structured diagnostic data. Authorized administrators and automated repair tools can inspect diagnostic evidence to reproduce and fix issues; the repair tools send scrubbed error evidence to an AI model to prepare code fixes. Local diagnostic evidence is retained for 90 days, cases under active repair for up to one year, and new session recordings for up to one year.

8. How long we keep data

We keep personal data only as long as we need it for the purposes above. When you delete an item, it is removed from the Service. When your account is deleted, we delete your account and content, except for a minimal record linking the deleted account to its billing history, and data we must keep by law.

Data	Retention
Account, bots, flows, templates, databases, knowledge bases	Until you delete them or your account is deleted
Dictionary entries	Until they expire or you delete them
Flow version history	The latest 50 versions per flow
Flow execution logs and triggering events	7 days on Free, 30 days on Plus, 90 days on Pro
Flow assistant chat messages	The latest 100 messages per flow, deleted with the flow
Cached rendered images	7 days
Images saved by Save Attachment nodes	Until the flow that saved them or your account is deleted
Per-request AI usage records	35 days; daily usage totals 400 days
Diagnostic evidence	90 days; cases under active repair up to 365 days
Session recordings	Up to one year
Sign-in email records	1 week, or 4 weeks if not delivered
Sign-in sessions	7 days, renewed while you use the Service
Invoices and payment records	As long as tax and commercial law requires, usually up to 10 years
Support emails	As long as needed to handle your request and any follow-up

9. Cookies and local storage

We use the following cookies and browser storage:

Sign-in cookies (better-auth.session_token, valid for 7 days, and a short-lived session cache): keep you signed in. Strictly necessary.
mb_viewport (1 year): remembers your device's display type so pages render with the right layout. Strictly necessary.
Local storage for preferences: your language, editor panel sizes, tutorial progress, dismissed notices, recently used colours, and your database assistant chat history, which stays in your browser.
PostHog cookie and local storage: a random identifier that links page views, events and session recordings from your browser so we can investigate problems (see Product diagnostics).

We do not use advertising cookies or share data with advertising networks. Our pages load fonts from Google Fonts, which means your browser connects to Google's servers and Google receives your IP address. You can delete cookies and local storage in your browser settings at any time; deleting sign-in cookies signs you out.

10. Automated decisions

Marketplace submissions are reviewed by an AI model, which approves or rejects each new version; unclear cases go to a person on our team. A rejection only affects whether your flow is listed, and you see the reasons and can resubmit. If you disagree with a decision, email [email protected] and a person will review it. We do not make decisions based solely on automated processing that have legal or similarly significant effects on you.

11. Your rights

Under the GDPR you have the right to:

access the personal data we hold about you and get a copy of it (Art. 15)
have inaccurate data corrected (Art. 16)
have your data deleted (Art. 17)
restrict how we process your data (Art. 18)
receive your data in a structured, machine-readable format (Art. 20)
object at any time, on grounds relating to your particular situation, to processing based on our legitimate interests (Art. 21)
withdraw any consent you have given, with effect for the future (Art. 7(3))

To exercise these rights, including deleting your account, email [email protected] from the address linked to your account. We may ask you to confirm your identity and will respond within one month.

12. Right to complain

You have the right to lodge a complaint with a data protection supervisory authority, in particular in the EU country where you live or work or where an alleged infringement took place. The authority responsible for us is [Data protection supervisory authority, address and website].

13. Security

We protect data with technical and organisational measures, including encrypted HTTPS connections, access controls that limit data to authorised staff, and scrubbing of credentials from diagnostic data. RestoreCord access tokens are encrypted in our database. Bot tokens and API trigger tokens are stored in our access-controlled database but are not separately encrypted, so reset your bot token in the Discord Developer Portal if you think it has been exposed. No online service can guarantee complete security.