Back to Home

Privacy Policy for HephBot Translate

Last Updated: May 29th, 2025

Welcome to HephBot Translate ("we," "us," "our," or "the Bot"). We are committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Discord bot, HephBot Translate, and our related website (hbtranslate.solutions, collectively referred to as the "Service"). Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access or use the Service.

We reserve the right to make changes to this Privacy Policy at any time and for any reason. We will alert you about any changes by updating the "Last Updated" date of this Privacy Policy. You are encouraged to periodically review this Privacy Policy to stay informed of updates.

1. Information We Collect

We may collect information about you in a variety of ways. The information we may collect via the Service includes:

A. Information Provided by Discord:

When you interact with our Bot on Discord or log in to our Website using Discord OAuth, we may access information that Discord provides to us, including but not limited to:

  • User Information: Your Discord User ID, username, discriminator, avatar, and email address (if you grant the email scope).
  • Guild Information: Server (Guild) ID, server name, server icon, and your permissions within a server when you use administrative features of the Bot or Dashboard.

B. Information You Provide to Us Voluntarily:

  • Configuration Data: When you or a server administrator configures the Bot (e.g., setting preferred languages, auto-translate channels, conversation bridges, ignored channels, preferred translation engines), we store these settings linked to your User ID or Guild ID.
  • API Keys (Bring Your Own Key - BYOK Tiers): If you subscribe to a BYOK premium tier and provide your API keys for third-party services (like Groq or OpenAI), we store these keys. These keys are stored in an encrypted format.
  • Contact Information: If you contact us for support, we may collect your name, email address, Discord ID, and the contents of your communication.

C. Data Processed by the Bot:

  • Message Content for Translation: When you use the Bot to translate messages (either manually, through auto-translation, or via conversation bridging), the text content of those messages is sent to the selected translation engine (our self-hosted engine or a third-party LLM like Groq or OpenAI if you are using a premium tier).
    • Temporary Caching: To support features like syncing message edits/deletions and reaction forwarding across translated messages, original message content and its translations are temporarily cached. This cache has a default Time-To-Live (TTL) of approximately 10-30 minutes for non-premium users/servers and up to 7 days for premium users/servers to support extended edit windows. We do not store full message content permanently beyond this temporary caching period required for operational functionality.
  • Usage Data (Aggregated & Anonymous where possible):
    • Command Statistics: We collect aggregated statistics on command usage (e.g., which commands are used most frequently) to improve the Bot. This data includes command name, usage count, and timestamps of first/last use.
    • Feature Usage Statistics: For resource-intensive features like auto-translation and conversation bridging, we collect aggregated usage statistics per guild (e.g., number of auto-translations performed, number of conversation messages bridged). This helps us understand service load and identify popular features.
    • Global Bot Statistics: We collect aggregated statistics like total server count and approximate user count for overall service monitoring.

D. Website Usage Data (NextAuth.js & Cookies):

Our website (hbtranslate.solutions) uses next-auth for Discord authentication. next-auth uses cookies to manage your session when you log in to the dashboard. These are essential for site functionality. We do not currently use third-party analytics or tracking cookies beyond what is necessary for session management.

2. How We Use Your Information

Having accurate information permits us to provide you with a smooth, efficient, and customized experience. Specifically, we may use information collected about you via the Service to:

  • Operate and maintain the Bot and Website.
  • Provide translation services as requested.
  • Save and apply your personal and server-specific configurations.
  • Manage your premium subscriptions, trials, and BYOK API key settings.
  • Respond to your comments, questions, and provide user support.
  • Monitor and analyze usage and trends to improve your experience with the Service.
  • Prevent fraudulent transactions, monitor against theft, and protect against criminal activity.
  • Notify you of updates to the Service.
  • Compile anonymous statistical data and analysis for use internally or with third parties (only in aggregated, non-personally identifiable form).

3. Disclosure of Your Information

We do not sell, trade, rent, or otherwise transfer your personally identifiable information to outside parties unless we provide users with advance notice. This does not include:

  • Third-Party Translation Services: When you use a translation feature, the text content is sent to the selected translation engine. If you use a premium BYOK tier, your provided API key will be used to authenticate with that third-party service (e.g., Groq, OpenAI). Their use of your data is governed by their respective privacy policies. For our "Managed Key" premium tiers, we use our own API keys with these services.
  • Service Providers: We may share your information with third-party vendors, service providers, contractors, or agents who perform services for us or on our behalf and require access to such information to do that work (e.g., database hosting, server hosting). These providers are obligated to protect your data.
  • By Law or to Protect Rights: If release is appropriate to comply with the law, enforce our site policies, or protect ours or others' rights, property, or safety.

4. Data Security

We use administrative, technical, and physical security measures to help protect your personal information. User-provided API keys for BYOK tiers are stored in an encrypted format in our database. While we have taken reasonable steps to secure the personal information you provide to us, please be aware that despite our efforts, no security measures are perfect or impenetrable, and no method of data transmission can be guaranteed against any interception or other type of misuse.

5. Data Retention

We will retain your personal information and configuration data only for as long as is necessary for the purposes set out in this Privacy Policy, or as long as your account with HephBot Translate is active, or as needed to provide you services. Message content processed for translation is cached temporarily as described in Section 1.C. Aggregated usage statistics (which are largely anonymous or tied only to guild/command IDs) may be kept for longer periods for analytical purposes.

6. Your Data Rights

Depending on your location, you may have certain rights regarding your personal information, such as the right to access, correct, or delete your personal data. You can manage most of your user settings and guild settings (if you are an admin) directly through the Bot's commands or the website dashboard. If you wish to exercise other rights or delete your account data, please contact us using the contact information provided below.

7. Children's Privacy

Our Service is not intended for use by children under the age of 13 (or the relevant age of digital consent in your country). We do not knowingly collect personal information from children under 13. If we become aware that a child under 13 has provided us with personal information, we will take steps to delete such information. Discord's Terms of Service also require users to be at least 13 years old.

8. Contact Us

If you have questions or comments about this Privacy Policy, please contact us at: [email protected] or join our Support Server.