Privacy Policy

Effective October 24, 2026. For anything about your data, write to contact@civility.tools.

This page says what Civility ("we", "us") collects, why, who can see it, how long it is kept, and what you can ask us to do. The Data handling page lists every kind of data in detail.

Who this is about

Mods and owners who sign in to the dashboard.
Members of servers that use Civility, including people who never visit civility.tools. Civility sees what happens in those servers to run their workflows.
Visitors to civility.tools. The website sets no cookies, runs no analytics and loads nothing from other companies.

What Civility collects

When you sign in to the dashboard, Discord tells us your Discord id, username and avatar link, and which servers you're in. We store your id, username and avatar link, the cursor colour if you pick one, and the date you last used Civility, so we can tell when a record is no longer needed. We don't receive or ask for your email.

To show you only the servers you mod, your Discord sign-in token is kept in an encrypted cookie in your browser. It's never stored in our database.

In servers that use Civility, the bot sees messages and member changes as they happen. It stores:

Names, so the dashboard can show people instead of numbers: the username, server display name, join date and avatar of members who post, join, report or are reported. Also the names of channels.
When a workflow runs: the event that started it, the steps it took and their results. If the event is a message, its words are kept only if the run opens a case. Otherwise they're removed after 24 hours.
Recent-message fingerprints, only on servers whose workflows check members' recent messages (for example, to spot the same message posted in many channels): the message id, channel, author, time and a keyed fingerprint of the text, which can't be turned back into the words. They're deleted after 24 hours.
Join records, only on servers whose workflows wait for joins to slow down: the member's id and when they joined. They're deleted after 24 hours.
Answers to questions in direct messages: if a server's workflow asks a member something by direct message, Civility keeps which button the member pressed and when.
Cases: the member the case is about, and a copy of the message or report that started it, with its author and channel. That way the case still makes sense after the message is deleted. Also the case's notes, decisions and warnings.
Posts in your server's forum: if the server sets up a mod queue, Civility posts each case there, with the member the case is about, what Civility did, and a copy of the message cut to 1,000 characters. A run that has no case gets a post only when its workflow writes to the mod queue or asks mods something there. That post has what Civility did and the message copy, and no member. These posts live in Discord, in the server's own forum. Deleting Civility's data doesn't delete them. Mods can delete them in Discord.
What mods write: notes, replies, decisions and workflow names, whether they're made in the dashboard or from the case's post in Discord, with who made them.
Who has access: which roles can do what on the dashboard, and the members who hold those roles, as of Civility's last check.

Not collected: your email, your IP address, online status, the direct messages you send (Civility keeps only presses on its own buttons), the files in attachments (only their links and names), or payment details.

Why

To run each server's workflows, and to show its mods what happened.
To check that Civility's own actions really happened in Discord.
To let the right people, and only them, into the dashboard.
To find and fix problems with Civility.

We don't sell data. We don't use it for advertising, and we don't use it to train AI models.

Who can see it

In the dashboard, a server's data is shown only to people the server's owner has given access to, through their Discord roles. Losing the role in Discord removes the access. One server's mods can't see another server's data.
Our providers, only to run Civility:
- Discord, where Civility runs.
- Railway, which hosts Civility in the United States, with the database and its backups, both encrypted at rest. It also keeps the bot's log lines (ids, codes, error kinds and code locations, never message text) for up to 7 days.
- Sentry, which receives bot error reports with ids and code locations only, never message text or names, and a signal once a minute that the bot is running, which carries no data about anyone.
The law. We'd share data only if the law requires it, and we'd tell the server's owner unless we're not allowed to.

How long

While Civility is on a server, its cases and history are kept, so the server's mods can look back.
After Civility is removed from a server, everything Civility stores for that server is deleted after 30 days. Adding Civility back within those 30 days keeps everything.
Recent-message fingerprints are deleted after 24 hours.
Join records are deleted after 24 hours.
Backups: the whole database is backed up daily (kept 6 days) and weekly (kept 27 days). Deleted data stays in backups until they expire, at most 27 days later.
Your dashboard sign-in record (id, username, avatar link, cursor colour, date last used) is kept so notes and decisions show who made them. We delete it if you ask. A daily clean-up also deletes it once 90 days have passed without you signing in, using the dashboard or answering a question in Discord. A record with an unresolved case assigned to it, on a server Civility is still in, is kept until the case is resolved. Notes and decisions you made stay in the server's history, shown as "Deleted user".

What you can ask for

You can ask us to show you, correct or delete data about you. Write to contact@civility.tools from anywhere, and tell us your Discord username.

If you're a server's member, much of what Civility keeps about you is part of that server's moderation record, which the server's mods decide about. We'll tell you what we hold. We'll delete it where the law requires it, and tell the server's owner.
If you're a server's owner, removing Civility deletes your server's data after 30 days. Write to us if you need it sooner.

Depending on where you live, you may also have the right to complain to a data protection authority.

Children

Civility follows Discord's minimum age. It isn't meant for anyone below it.

Changes

We'll update this page when what Civility does changes. The date at the top shows the latest version.