Voice Tools policy

Plain-English Summary

Voice Tools is a Discord bot that can join voice channels to provide moderation, transcription, reminders, Smart Alerts, voice memos, server settings, TTS, usage metering, and public transcript reports when those features are enabled by server staff.

• Server staff decide which modules are enabled, which channels are used, which roles can control the bot, where logs are sent, and whether certain features such as transcript reports, Smart Alerts, or custom rules are used.
• Voice transcription sessions can create public dashboard reports that are accessible to anyone with the report link.
• Voice memo audio is downloaded temporarily for transcription and then deleted from the bot's temporary storage after processing.
• Moderation violation records may include a transcript, metadata, and an audio clip for staff review.
• Voice Tools uses third-party providers, including Discord, OpenAI, Google Gemini, Supabase, AWS, and infrastructure needed to operate the service.

Terms of Service

By inviting, configuring, interacting with, or using Voice Tools, you agree to these terms. If you are using Voice Tools in a Discord server, you also remain responsible for following Discord's Terms of Service, Community Guidelines, Developer Terms, and any laws or rules that apply to your use.

Who May Configure Voice Tools

Voice Tools includes commands, component menus, role-based controls, and server configuration settings. Server owners and staff are responsible for granting access only to trusted users. Users who configure the bot represent that they have permission to do so for that server.

Server Responsibility And Notice

• Server staff are responsible for deciding whether Voice Tools is appropriate for their community.
• Server staff are responsible for providing any notices, disclosures, consent flows, or rules required for voice recording, transcription, monitoring, moderation, or automated alerts in their community and jurisdiction.
• Voice Tools may attempt to notify users when they join an active voice channel, but server staff should not rely on that as their only notice mechanism.
• Server staff are responsible for reviewing moderation alerts, transcription reports, Smart Alerts, and automated actions before taking disciplinary or administrative action.

Acceptable Use

• Do not use Voice Tools for unlawful surveillance, harassment, stalking, doxxing, impersonation, intimidation, or targeted abuse.
• Do not use Voice Tools to collect sensitive personal information unless you have a lawful basis and clear permission to do so.
• Do not attempt to bypass permissions, usage limits, security controls, subscription checks, or access controls.
• Do not use generated transcripts, summaries, alerts, or AI outputs as the sole basis for serious decisions without human review.
• Do not use Voice Tools to violate Discord's rules or another service provider's rules.

AI And Automation Limitations

Voice Tools uses automated systems and AI services for features such as transcription, moderation analysis, summaries, Smart Alerts, TTS, reminders, and speech cleanup. These systems can be inaccurate, incomplete, delayed, biased, or unavailable. Audio quality, background noise, accents, overlapping speech, Discord connectivity, and provider outages can affect results.

Paid Features, Usage Limits, And Trials

Voice Tools may offer free, trial, premium, pro, top-up, or other paid access. Subscription status, entitlements, voice processing hours, top-ups, and usage limits may be checked through Discord and stored by Voice Tools. Feature availability and limits may change over time. Purchases made through Discord are also subject to Discord's purchase, refund, and platform policies.

Availability And Changes

Voice Tools is provided as-is and as-available. Features may change, be limited, fail, or be removed during maintenance, provider outages, Discord API changes, infrastructure issues, security incidents, or product updates. We may update these terms and this policy as the service changes.

Privacy Policy

This policy describes how Voice Tools collects, processes, stores, and shares data when providing the bot and dashboard. The exact data processed depends on which features a server enables and how users interact with the bot.

Data Voice Tools May Receive From Discord

• Server information, including server ID, server name, icon, banner, member count, owner information, locale, description when available, and channel metadata.
• User information, including user ID, username, display name, avatar, roles, permissions, and voice state information.
• Channel, thread, webhook, command, interaction, component, modal, and message metadata needed to operate bot features.
• Voice state events, including when users join, leave, or move voice channels where Voice Tools is active or monitoring.
• Voice audio while Voice Tools is actively processing a voice feature, such as transcription, moderation, Smart Alerts, reminder wake phrase detection, or voice memo transcription.

Data Users Or Server Staff May Provide

• Server configuration, including log channels, announcement channels, allowed controller roles, ignored channels, module toggles, moderation rules, Smart Alerts, automated action settings, and voice status settings.
• User profile settings, including preferred name, location, timezone, and reminder delivery preference.
• Reminders, reminder text, due times, and delivery preferences.
• Text submitted to commands, modals, settings menus, TTS, Smart Alerts, reminder requests, and moderation configuration.
• Webhook destinations created or selected for transcript messages, product announcements, logs, or other server-configured outputs.

Data Voice Tools May Create

• Generated transcripts, summaries, session reports, moderation alerts, Smart Alert events, reminder messages, TTS audio, and usage records.
• Moderation violation records, including violation ID, server ID, voice channel ID, user ID, transcript text, severity, matched rule, participant metadata, timestamps, and, when available, an audio clip.
• Audit logs for settings changes, module starts and stops, entitlement events, and administrative events.
• Usage metering records for voice processing hours, including the feature category that consumed usage.

Voice Processing

Voice Tools only processes Discord voice audio for features that require it. Some features process audio continuously while active in a voice channel. Other features process only short clips or uploaded audio.

Local And Third-Party Processing

Depending on server settings and the active feature, Voice Tools may use local speech recognition, OpenAI models, or other providers. Cost saver modes may reduce third-party processing for some idle or moderation flows, but transcription sessions are intended to use OpenAI transcription unless configured otherwise in the product.

Public Transcript Reports

Completed transcription sessions may generate dashboard report links. These links are public to anyone who has the URL. Report IDs are hard to guess, but they are not password-protected. Server staff should only share report links with people who should be able to view that session.

Storage, Retention, And Deletion

Voice Tools stores different data for different lengths of time depending on the feature. Some data is temporary and deleted immediately after use; other data remains until server staff change settings, a report expires, or a deletion request is handled.

Retention By Data Type

• Temporary voice memo audio: stored locally only long enough to transcribe the memo, then deleted from temporary bot storage after processing.
• Temporary processing files: short-lived local audio files may be created while processing voice, TTS, moderation clips, Smart Alert clips, reminder wake phrase clips, or transcription clips, then cleaned up after processing when possible.
• Transcription session reports: default retention is 7 days. This may be changed by configuration. When a report expires, the cleanup job deletes the report record and attempts to delete related transcript audio clips from storage.
• Transcription report audio clips: stored when transcript audio storage is enabled and configured. Clips are deleted when the related report expires and cleanup runs.
• Moderation violation records: may be stored for staff review, including cleaned transcript text, raw transcript text, metadata, timestamps, and stored audio clip references. These records are not the same as short-lived transcription reports and may remain until deleted or otherwise cleaned up.
• Server settings: stored until changed, cleared, the bot is removed, or a deletion request is handled.
• User profiles and reminders: stored until changed, completed, deleted by the user through available controls, or removed through support.
• Usage, subscription, entitlement, and audit records: stored to operate billing-related limits, server administration, abuse prevention, troubleshooting, and product analytics.
• Announcement webhooks and transcript webhooks: stored so Voice Tools can reuse server-selected channels and send configured messages. Invalid or replaced webhooks may be removed or overwritten.

Where Data Is Stored

Voice Tools may store application data in Supabase, audio objects in Supabase-compatible S3 storage, temporary files on the bot host, and cached public dashboard assets. Discord stores the Discord messages, embeds, webhooks, threads, DMs, attachments, and logs sent through Discord according to Discord's own systems and policies.

Backups And Logs

Operational logs may contain error messages, IDs, feature status, and limited metadata used to debug the bot. We try to avoid logging unnecessary sensitive content, but logs may still contain data needed to diagnose failures. Backups, provider logs, and Discord-side messages may persist for different periods outside the primary application database.

Deletion Limits

Deleting data from Voice Tools does not necessarily delete Discord messages already sent to server channels, Discord DMs, staff log channels, copied report links, screenshots, exports, provider logs, or data retained by third-party services. Server staff are responsible for deleting Discord-side messages or logs in their own server when appropriate.

Sharing And Disclosure

Voice Tools shares data only as needed to provide the service, comply with platform requirements, protect the service, or respond to valid legal requests.

• With server staff: moderation alerts, transcripts, reports, Smart Alerts, audit logs, and settings may be visible to configured staff channels, threads, webhooks, or users with permission.
• With affected users: moderation notices, reminders, voice session notices, or staff-configured smart alert DMs may be sent to users.
• With service providers: data may be sent to Discord, OpenAI, Google Gemini, Supabase, AWS, hosting providers, and other infrastructure providers used to operate Voice Tools.
• With developers or operators: global logs, entitlement logs, error logs, and moderation review logs may be sent to private developer channels for troubleshooting, abuse review, safety review, and product operations.
• For legal, safety, or security reasons: data may be disclosed when required by law or when necessary to investigate abuse, security issues, fraud, or threats.

Security

Voice Tools uses access controls, server permissions, role-based controls, private configuration values, and hard-to-guess report IDs to reduce unauthorized access. No online service can guarantee perfect security. Server staff should limit control permissions to trusted users, avoid posting report links publicly unless intended, and remove Voice Tools from servers where they do not want voice processing features available.

User Choices And Requests

If You Are A Server Member

• You can leave a voice channel if you do not agree to active voice processing in that server.
• You can contact that server's staff to ask how they use Voice Tools and request deletion of Discord-side logs they control.
• You can use available Voice Tools controls to manage your profile or reminders where those features are available.
• You can contact Voice Tools support for questions about data stored by Voice Tools itself.

If You Are Server Staff

• You can disable modules, remove configured channels, delete or change webhooks, remove allowed roles, clear custom rules, and stop active sessions.
• You can delete Discord messages, threads, and logs in your server according to your server permissions.
• You can request help removing stored server configuration or report data from Voice Tools systems.

Children And Sensitive Data

Voice Tools is intended for use within Discord communities and is not designed for collecting sensitive personal information or data from children. Do not configure Voice Tools to intentionally collect highly sensitive information, private credentials, financial information, medical information, or other data that is not necessary for the server feature being used.

International Use

Voice recording, transcription, monitoring, consent, and privacy laws vary by location. Server staff are responsible for understanding and following the rules that apply to their community and users.

Contact

For support, privacy questions, deletion requests, or policy questions, use the Voice Tools support server linked above. Include the relevant Discord user ID, server ID, report link, violation ID, or other identifiers needed to find the data.