This policy describes how the hosted Synapse Discord bot handles information. Synapse is operated by Landon. It connects a public community server (a Spoke) to a private staff server (a Hub), or runs both roles in one Standalone server.
1. How Synapse Accesses Discord
Synapse operates mainly through slash commands, modals, and message components. It also uses Discord’s Message Content intent only for channel IDs stored as open tickets, so it can mirror text, images, and other files between the member thread and the Hub triage thread, and so it can build a transcript when a ticket is closed or deleted. It does not read or store the text of ordinary chat outside those ticket channels. In Hub and Spoke servers, message events may increment daily counts on hired staff profiles (who posted and in which server), without saving the text of non-ticket messages.
2. Information We Store
Operational data is stored in PostgreSQL. Discord snowflakes are stored as text, not as JavaScript numbers. Records can include:
- Server IDs, whether a server is a Hub, Spoke, or Standalone, the Hub link code, the triage channel ID, primary staff and leave role settings, ticket panel channels, ticket auto-close and alert role settings, and a subscription tier field reserved for later billing.
- Hub-to-Spoke links, and pending Spoke link requests (requesting server, Hub, requesting user ID, and request time).
- Per-kind log routes (staff, progression, leave, discipline, tickets, transcripts) with target channel and enabled flag.
- Staff ranks: name, Discord role, Hub ID, permission level, and flags such as leave approval and issue strikes.
- Staff profiles and one rank assignment per person, duty status, leave requests, and strike records (including removed strikes kept as history).
- Tickets: opener, reason, status, thread IDs, claim info, private staff notes, message-copy maps for mirroring, and daily staff message counts used on profiles.
Open ticket conversations may be mirrored live and saved as a text transcript when a ticket is closed or deleted while open. We do not store voice audio or a full member list. Link codes are secrets for joining a Hub. Treat a leaked code as compromised and rotate it with the setup command.
3. How We Use Information
We use this data to route Spoke traffic to the correct Hub, to run
staff and leave workflows, to mirror and close tickets, to post module
logs, and to show staff profiles. When a hired staff member or Hub
administrator runs /ticket summary, Synapse builds a
transcript from the member’s ticket thread and sends that text to
Google’s Gemini API for a private staff-only summary. The person
chooses Lite, Flash, Advanced, or Deep Thinking for that request; it
is not a Hub-wide setting. Summary request counts are kept in process
memory for a rolling 24 hours and are not a stored copy of the
transcript.
4. Data Retention
Configuration, links, staff ranks, profiles, leave, strikes, and tickets stay while the server uses Synapse, and are cleaned up when the bot leaves a guild or when staff are fired / tickets are removed under existing flows. Staff message-day counts are pruned after about 90 days. When paid tiers are enforced later, ticket and operational log retention may follow the Hub’s tier:
| Tier | Log retention |
|---|---|
| Starter | 7 days |
| Growth | 30 days |
| Network | 90 days |
| Enterprise | While the subscription is active (permanent for that term) |
| Bespoke | As agreed for that instance |
Until then, the first public release does not enforce those log windows as product limits. Pending link requests that are approved or denied are removed from the request table when the review finishes. Database backups, if taken for the host, follow the host’s backup cycle and are not a second public copy of your server.
5. Third Parties
- Discord, because the bot must call Discord’s API to post triage messages, assign roles, mirror ticket messages, and answer commands.
- Stripe, when paid plans are offered. Payment will be handled off Discord through a Stripe payment link. We do not store full card numbers.
- Top.gg, when voting rewards open. Vote counts will be used only to apply the published vote reward.
-
Google Gemini, when someone runs
/ticket summary. The ticket transcript for that request is sent to Google for summarization and is not used for advertising.
We do not sell personal information. We do not use the data for advertising.
6. Storage and Security
The PostgreSQL database runs on infrastructure operated for the hosted bot (including a managed Neon database for the official instance). Access is limited to operating Synapse. Cross-server actions check the stored Hub-and-Spoke link before they run.
7. Your Choices and Rights
Server administrators can rotate a link code, change log routes and ticket settings, remove a staff rank mapping, fire a staff profile, or remove the bot. To ask for a lookup or deletion of the rows tied to your user ID or server ID, contact Discord user zerge5757 or open a request in the Synapse Support server. We may need to keep a record where Discord, payment disputes, or abuse investigations require it.
Synapse is not directed at children under 13. Discord’s age rules still apply. Do not submit another person’s private information in a command unless your staff workflow requires that ID and you have a right to process it.
8. Changes to This Policy
We may update this policy by posting a new version here and changing the effective date. The current version is the one on this page. Use of the bot is also covered by the Terms of Service.
9. Contact
Privacy questions and data requests may be directed to Discord user zerge5757 or raised in the Synapse Support server. These are the only official contact channels.