From d08920c1fbf6c2eae5e55a66c528d09acf7e184c Mon Sep 17 00:00:00 2001 From: lorenzo132 Date: Wed, 17 Jun 2026 18:27:44 +0200 Subject: [PATCH 1/8] Create terms-of-service.md --- faq/terms-of-service.md | 183 ++++++++++++++++++++++++++++++++++++++++ 1 file changed, 183 insertions(+) create mode 100644 faq/terms-of-service.md diff --git a/faq/terms-of-service.md b/faq/terms-of-service.md new file mode 100644 index 0000000..9cac37b --- /dev/null +++ b/faq/terms-of-service.md @@ -0,0 +1,183 @@ +--- +description: Sample Bot Terms of Service that can be used by instances at their discretion +--- + +# Terms of Service + +{% hint style="info" %} +These Terms of Service only apply to Modmail Instances hosted by administrators who choose to use them. If a bot administrator has provided you these terms, they have agreed to use them for their specific instance. If you have any questions regarding the validity of these terms for any specific Modmail instance, please contact the relevant staff team. +{% endhint %} + +Last Updated: June 17th, 2026 + +These Terms of Service ("Terms") govern your use of Modmail (referred to as "the Bot", "we", or "us"). The Bot is an instance of the open-source [modmail-dev/modmail](https://github.com/modmail-dev/modmail) project and is hosted independently by the administrators of the Discord server. + +By interacting with the Bot, you agree to be bound by these Terms. If you do not agree, please refrain from using the Bot. These Terms are designed to comply with the [Discord Developer Terms of Service](https://support-dev.discord.com/hc/en-us/articles/8562894815383-Discord-Developer-Terms-of-Service) and [Developer Policy](https://support-dev.discord.com/hc/en-us/articles/8563934450327-Discord-Developer-Policy). + +## 1. Description of Service + +Modmail is a Discord bot that functions as a shared inbox between server members and staff. It allows users to send direct messages to the Bot, which are then relayed to the server's moderation or support team as private threads. Staff can respond through these threads, and the replies are sent back to the user via direct message. + +## 2. Eligibility + +You must comply with Discord's [Terms of Service](https://discord.com/terms) to use the Bot. By using the Bot, you confirm that you meet the minimum age requirements set by Discord and that your Discord account is in good standing. + +## 3. Acceptable Use + +When interacting with the Bot, you agree to: + +1. **Use the Bot for its intended purpose:** Communicating with the server's moderation or support staff through the Modmail system. +2. **Follow the server's rules:** Abide by the community guidelines and rules of the Discord server the Bot operates in. +3. **Not abuse the Bot:** Refrain from spamming, sending unsolicited messages, or otherwise attempting to disrupt the Bot's functionality or the staff's ability to respond. +4. **Not attempt to exploit the Bot:** Do not attempt to reverse-engineer, manipulate, or exploit the Bot's functionality, including its commands, APIs, or data storage. + +## 4. Message Content and Conduct + +All messages sent to the Bot are relayed to server staff and may be logged for record-keeping purposes. You are solely responsible for the content of your messages. Messages that violate Discord's Terms of Service, contain illegal content, or are deemed abusive may result in action being taken by the server's staff, up to and including being banned from the server. + +## 5. Data Collection and Privacy + +Your use of the Bot is also governed by our [Privacy Policy](privacy-policy.md), which explains what data we collect, how we store it, and your rights regarding that data. By using the Bot, you consent to the data practices described in the Privacy Policy. + +## 6. Availability and Modifications + +1. **No guarantee of uptime:** The Bot is provided on an "as-is" basis. We do not guarantee that the Bot will be available at all times. The Bot may experience downtime due to maintenance, hosting issues, or other technical factors. +2. **Right to modify:** We reserve the right to modify, update, or discontinue the Bot or any part of its functionality at any time without prior notice. +3. **Right to restrict access:** Server administrators reserve the right to restrict or revoke your access to the Bot at their discretion. + +## 7. Limitation of Liability + +To the fullest extent permitted by law: + +1. The Bot is provided "as-is" and "as available" without warranties of any kind, either express or implied. +2. We are not liable for any damages arising from your use of, or inability to use, the Bot. This includes, but is not limited to, loss of data, service interruptions, or unauthorised access to your messages. +3. The Bot's administrators and the [modmail-dev/modmail](https://github.com/modmail-dev/modmail) project contributors bear no responsibility for the actions of individual server staff or the decisions made based on Modmail thread content. + +## 8. Third-Party Services + +The Bot relies on the following third-party services to function: + +1. **Discord:** The Bot operates on the Discord platform and is subject to Discord's [Terms of Service](https://discord.com/terms) and [Privacy Policy](https://discord.com/privacy). +2. **MongoDB:** Message logs and user data are stored in a MongoDB database, subject to MongoDB's [privacy policy](https://www.mongodb.com/legal/privacy/privacy-policy). + +We are not responsible for the practices, policies, or availability of these third-party services. + +## 9. Termination + +Server administrators may revoke your access to the Bot at any time for any reason. If you wish to stop using the Bot, simply refrain from sending it direct messages. Data already collected will be retained in accordance with our [Privacy Policy](privacy-policy.md) unless you submit a deletion request. + +## 10. Changes to These Terms + +We reserve the right to update these Terms at any time. Continued use of the Bot after changes are made constitutes acceptance of the revised Terms. We encourage you to review these Terms periodically. + +## 11. Contact Information + +If you have any questions or concerns regarding these Terms, please contact: + +1. The Bot directly; or +2. Any member of the server's staff team; or +3. The owner of the Discord server. + +{% hint style="info" %} +**Server Owners** + +If you do not want this one size fits all option, you can use the template below as a starting point. +
+ +Basic Template + +These Terms of Service ("Terms") govern your use of `[Insert Bot Name]` (referred to as "the Bot", "we", or "us"). The Bot is an instance of the open-source [modmail-dev/modmail](https://github.com/modmail-dev/modmail) project and is hosted independently by the administrators of `[Insert Discord Server Name]`. + +By interacting with the Bot, you agree to be bound by these Terms. If you do not agree, please refrain from using the Bot. These Terms are designed to comply with the [Discord Developer Terms of Service](https://support-dev.discord.com/hc/en-us/articles/8562894815383-Discord-Developer-Terms-of-Service) and [Developer Policy](https://support-dev.discord.com/hc/en-us/articles/8563934450327-Discord-Developer-Policy). + +1. Description of Service + +Modmail is a Discord bot that functions as a shared inbox between server members and staff. It allows users to send direct messages to the Bot, which are then relayed to the server's moderation or support team as private threads. Staff can respond through these threads, and the replies are sent back to the user via direct message. + +2. Eligibility + +You must comply with Discord's [Terms of Service](https://discord.com/terms) to use the Bot. By using the Bot, you confirm that you meet the minimum age requirements set by Discord and that your Discord account is in good standing. + +3. Acceptable Use + +When interacting with the Bot, you agree to: + +1. Use the Bot for its intended purpose: Communicating with the server's moderation or support staff through the Modmail system. +2. Follow the server's rules: Abide by the community guidelines and rules of `[Insert Discord Server Name]`. +3. Not abuse the Bot: Refrain from spamming, sending unsolicited messages, or otherwise attempting to disrupt the Bot's functionality. +4. Not attempt to exploit the Bot: Do not attempt to reverse-engineer, manipulate, or exploit the Bot's functionality, including its commands, APIs, or data storage. + +4. Message Content and Conduct + +All messages sent to the Bot are relayed to server staff and may be logged for record-keeping purposes. You are solely responsible for the content of your messages. Messages that violate Discord's Terms of Service, contain illegal content, or are deemed abusive may result in action being taken by the server's staff, up to and including being banned from the server. + +5. Data Collection and Privacy + +Your use of the Bot is also governed by our Privacy Policy, which explains what data we collect, how we store it, and your rights regarding that data. By using the Bot, you consent to the data practices described in the Privacy Policy. + +6. Availability and Modifications + +1. No guarantee of uptime: The Bot is provided on an "as-is" basis. We do not guarantee that the Bot will be available at all times. +2. Right to modify: We reserve the right to modify, update, or discontinue the Bot or any part of its functionality at any time without prior notice. +3. Right to restrict access: Server administrators reserve the right to restrict or revoke your access to the Bot at their discretion. + +7. Limitation of Liability + +To the fullest extent permitted by law: + +1. The Bot is provided "as-is" and "as available" without warranties of any kind, either express or implied. +2. We are not liable for any damages arising from your use of, or inability to use, the Bot. +3. The Bot's administrators and the [modmail-dev/modmail](https://github.com/modmail-dev/modmail) project contributors bear no responsibility for the actions of individual server staff or the decisions made based on Modmail thread content. + +8. Third-Party Services + +The Bot relies on the following third-party services to function: + +1. Discord: The Bot operates on the Discord platform and is subject to Discord's [Terms of Service](https://discord.com/terms) and [Privacy Policy](https://discord.com/privacy). +2. MongoDB: Message logs and user data are stored in a MongoDB database, subject to MongoDB's [privacy policy](https://www.mongodb.com/legal/privacy/privacy-policy). +3. `[Insert Name of Hosting Company]`: The Bot is hosted by `[Insert Name of Hosting Company]`, subject to their [terms of service](`[Insert URL to Hosting Company ToS Here]`). + +We are not responsible for the practices, policies, or availability of these third-party services. + +9. Termination + +Server administrators may revoke your access to the Bot at any time for any reason. If you wish to stop using the Bot, simply refrain from sending it direct messages. Data already collected will be retained in accordance with our Privacy Policy unless you submit a deletion request. + +10. Changes to These Terms + +We reserve the right to update these Terms at any time. Continued use of the Bot after changes are made constitutes acceptance of the revised Terms. + +11. Contact Information + +If you have any questions or concerns regarding these Terms, please contact: + +1. Discord User(s): `[Insert Discord Username(s) of the Bot Owner/Administrator(s)]` +2. Email: `[Insert Contact Email, if applicable]` +3. Server: `[Insert Invite Link or instructions on how to reach staff]` +
+{% endhint %} + +{% hint style="info" %} +**Server Owners** + +Please note that by using the Terms of Service on our Docs site without modification, you are making legally binding promises to your users and to Discord. These promises include, but are not limited to: +1. Liability Limitations + +> You are claiming that the Bot is provided "as-is" and that you bear no liability for damages. While this is standard, the enforceability of liability limitations varies by jurisdiction. In some regions (particularly within the EU), blanket liability disclaimers may not be enforceable against consumers. You should be aware of the laws applicable to your users. + +2. Availability Commitments + +> By stating that you do not guarantee uptime, you are setting the expectation that the Bot may be unavailable at times. However, if you consistently fail to maintain the Bot or abandon it without notice while still collecting user data, you may be in violation of your obligations under the Discord Developer Terms of Service. + +3. Third-Party Service Accountability + +> The Terms reference Discord and MongoDB as third-party services. If you use additional services (such as a specific hosting provider), you must either use the template to disclose them or accept that you have not fully informed your users about where their data may be processed. + +4. Enforcing Acceptable Use + +> Your Terms prohibit abusive behaviour and Bot exploitation. If you fail to consistently enforce these rules, or if you yourself violate the acceptable use standards (e.g., using the Bot to harass users), you undermine the legitimacy of your own Terms and may face consequences from Discord. + +5. Consistency with Privacy Policy + +> These Terms reference the Privacy Policy. If the two documents contradict each other (e.g., your Terms claim data is deleted immediately but your Privacy Policy states a 14-day window), the inconsistency could create legal exposure. Ensure both documents are aligned. +{% endhint %} From da450d313eeacb7f168a91cb9eca7b82a160febd Mon Sep 17 00:00:00 2001 From: lorenzo132 Date: Wed, 17 Jun 2026 18:36:56 +0200 Subject: [PATCH 2/8] fix markdown --- faq/privacy-policy.md | 62 ++++++++++++++++++++--------------------- faq/terms-of-service.md | 53 +++++++++++++++++------------------ 2 files changed, 57 insertions(+), 58 deletions(-) diff --git a/faq/privacy-policy.md b/faq/privacy-policy.md index 6ae053f..6729192 100644 --- a/faq/privacy-policy.md +++ b/faq/privacy-policy.md @@ -4,9 +4,8 @@ description: Sample Bot Privacy Policy that can be used by instances at their di # Privacy Policy -{% hint style="info" %} -This Privacy Policy only applies to Modmail Instances hosted by administrators who choose to use it. If a bot administrator has provided you this privacy policy, they have agreed to use it for their specific instance. If you have any questions regarding the validity of this privacy policy for any specific Modmail instance, please contact the relevant staff team. -{% endhint %} +> [!NOTE] +> This Privacy Policy only applies to Modmail Instances hosted by administrators who choose to use it. If a bot administrator has provided you this privacy policy, they have agreed to use it for their specific instance. If you have any questions regarding the validity of this privacy policy for any specific Modmail instance, please contact the relevant staff team. Last Updated: June 17th, 2026 @@ -23,14 +22,12 @@ When you send a direct message to the Bot to initiate a support thread or intera 3. **Server Data:** Relevant Guild (Server) IDs and Channel IDs required to route your messages to the correct moderation team. 4. **Action Logs:** Metadata related to the thread, such as when it was opened, closed, or transferred by moderators. - ## 2. How We Store Your Data The [modmail-dev/modmail](https://github.com/modmail-dev/modmail) application does not store data on Discord's infrastructure once a thread is archived ("closed"). Instead, all collected data (including message logs and user identifiers) is exported and stored off-platform in a MongoDB database. This database is managed independently by the individual or team hosting the Bot instance. We implement reasonable security measures to protect your data from unauthorized access. - ## 3. How We Use Your Data The data we collect is strictly used to provide and maintain the functionality of the Bot. Specifically, we use it for: @@ -72,17 +69,18 @@ If you have any questions, concerns, or data deletion requests regarding this Pr [^1]: In almost all cases, this is a member of the authorized server staff. -{% hint style="info" %} -**Server Owners** +--- -If you do not want this one size fits all option, you can use the template below as a starting point. -
+> [!NOTE] +> **Server Owners** — If you do not want this one size fits all option, you can use the template below as a starting point. +
Basic Template This Privacy Policy explains how `[Insert Bot Name]` (referred to as "the Bot", "we", or "us") collects, uses, stores, and protects your data. This Bot is an instance of the open-source [modmail-dev/modmail](https://github.com/modmail-dev/modmail) project and is hosted independently by the administrators of `[Insert Discord Server Name]`. By interacting with the Bot, you consent to the data practices described in this policy. This policy is designed to comply with the [Discord Developer Terms of Service](https://support-dev.discord.com/hc/en-us/articles/8562894815383-Discord-Developer-Terms-of-Service) and [Developer Policy](https://support-dev.discord.com/hc/en-us/articles/8563934450327-Discord-Developer-Policy). + 1. Data We Collect When you send a direct message to the Bot to initiate a support thread or interact with an active thread, we collect and store the following information: @@ -97,6 +95,7 @@ When you send a direct message to the Bot to initiate a support thread or intera The [modmail-dev/modmail](https://github.com/modmail-dev/modmail) application does not store data on Discord's infrastructure once a thread is archived. Instead, all collected data (including message logs and user identifiers) is exported and stored off-platform in a MongoDB database. This database is managed independently by the individual or team hosting this Bot instance. We implement reasonable security measures within the database environment to protect your logs from unauthorized access. + 3. How We Use Your Data The data we collect is strictly used to provide and maintain the functionality of the Bot. Specifically, we use it for: @@ -127,6 +126,7 @@ Under the Discord Developer Policies, you have the right to request the deletion 2. Contacting the server administrators or the contact person(s) listed below. Upon receiving a verifiable request, we will manually purge your identifying information and message content from our database within [Insert Number, e.g., 30] days. + 7. Contact Information If you have any questions, concerns, or data deletion requests regarding this Privacy Policy or the Bot's operation, please contact us at: @@ -134,30 +134,30 @@ If you have any questions, concerns, or data deletion requests regarding this Pr 1. Discord User(s): `[Insert Discord Username(s) of the Bot Owner/Administrator(s)]` 2. Email: `[Insert Contact Email, if applicable]` 3. Server: `[Insert Invite Link or instructions on how to reach staff]` -
-{% endhint %} -{% hint style="info" %} -**Server Owners** - -Please note that by using the Privacy Policy on our Docs site without modification, you are making legally binding promises to your users and to Discord. These promises include, but are not limited to: -1. Strict Data Sharing Limitations +
+> [!IMPORTANT] +> **Server Owners** +> +> Please note that by using the Privacy Policy on our Docs site without modification, you are making legally binding promises to your users and to Discord. These promises include, but are not limited to: +> +> **1. Strict Data Sharing Limitations** +> > You are agreeing that you will not share user data with any third parties unless required by law. This means you cannot share Modmail logs with other Discord servers, community ban lists, global moderation databases, or any external entities. If you do so: you are violating this privacy policy, which could carry civil penalties in some jurisdictions. -2. Infrastructure and Hosting Trust - -> The policy states that only server staff and the database administrator have access to the logs. You must ensure that your hosting provider and your database host are secure and trustworthy. If your hosting provider has weak security and your database leaks, the responsibility falls entirely on you. -(This is primarily a concern for individuals using hosting providers that are not established, see our comments on [unrecommended hosts](../choose-host/unrecommended-hosts.md).) - -3. Binding Deletion Timelines - +> +> **2. Infrastructure and Hosting Trust** +> +> The policy states that only server staff and the database administrator have access to the logs. You must ensure that your hosting provider and your database host are secure and trustworthy. If your hosting provider has weak security and your database leaks, the responsibility falls entirely on you. *(This is primarily a concern for individuals using hosting providers that are not established, see our comments on [unrecommended hosts](../choose-host/unrecommended-hosts.md).)* +> +> **3. Binding Deletion Timelines** +> > If you state that you will delete data upon request within 14 days, you must have a reliable, manual process to find and purge a user's data from your MongoDB cluster within that exact timeframe. Failure to honor data deletion requests is a direct violation of the Discord Developer Terms of Service and can result in action taken against your account. If you fail to honor this you also: are violating this privacy policy, which could carry civil penalties in some jurisdictions. - -4. Managing Staff Access - +> +> **4. Managing Staff Access** +> > Because your policy guarantees that only authorized staff have access to user data, you must rigorously manage permissions. When a moderator steps down or is removed from your team, you must immediately revoke their access to the Modmail bot commands, the database, and the log viewer. If you fail to do so: you are violating this privacy policy, which could carry civil penalties in some jurisdictions. - -5. Regional Privacy Laws - -> Depending on where you and your users reside, you may be subject to strict data protection laws like the GDPR in Europe or the CCPA in California. These laws impose significant obligations regarding data handling, consent, and user rights, even for hobbyist or volunteer run Discord servers. -{% endhint %} \ No newline at end of file +> +> **5. Regional Privacy Laws** +> +> Depending on where you and your users reside, you may be subject to strict data protection laws like the GDPR in Europe or the CCPA in California. These laws impose significant obligations regarding data handling, consent, and user rights, even for hobbyist or volunteer-run Discord servers. \ No newline at end of file diff --git a/faq/terms-of-service.md b/faq/terms-of-service.md index 9cac37b..1ed69be 100644 --- a/faq/terms-of-service.md +++ b/faq/terms-of-service.md @@ -4,9 +4,8 @@ description: Sample Bot Terms of Service that can be used by instances at their # Terms of Service -{% hint style="info" %} -These Terms of Service only apply to Modmail Instances hosted by administrators who choose to use them. If a bot administrator has provided you these terms, they have agreed to use them for their specific instance. If you have any questions regarding the validity of these terms for any specific Modmail instance, please contact the relevant staff team. -{% endhint %} +> [!NOTE] +> These Terms of Service only apply to Modmail Instances hosted by administrators who choose to use them. If a bot administrator has provided you these terms, they have agreed to use them for their specific instance. If you have any questions regarding the validity of these terms for any specific Modmail instance, please contact the relevant staff team. Last Updated: June 17th, 2026 @@ -78,12 +77,12 @@ If you have any questions or concerns regarding these Terms, please contact: 2. Any member of the server's staff team; or 3. The owner of the Discord server. -{% hint style="info" %} -**Server Owners** +--- -If you do not want this one size fits all option, you can use the template below as a starting point. -
+> [!NOTE] +> **Server Owners** — If you do not want this one size fits all option, you can use the template below as a starting point. +
Basic Template These Terms of Service ("Terms") govern your use of `[Insert Bot Name]` (referred to as "the Bot", "we", or "us"). The Bot is an instance of the open-source [modmail-dev/modmail](https://github.com/modmail-dev/modmail) project and is hosted independently by the administrators of `[Insert Discord Server Name]`. @@ -154,30 +153,30 @@ If you have any questions or concerns regarding these Terms, please contact: 1. Discord User(s): `[Insert Discord Username(s) of the Bot Owner/Administrator(s)]` 2. Email: `[Insert Contact Email, if applicable]` 3. Server: `[Insert Invite Link or instructions on how to reach staff]` -
-{% endhint %} -{% hint style="info" %} -**Server Owners** - -Please note that by using the Terms of Service on our Docs site without modification, you are making legally binding promises to your users and to Discord. These promises include, but are not limited to: -1. Liability Limitations +
+> [!IMPORTANT] +> **Server Owners** +> +> Please note that by using the Terms of Service on our Docs site without modification, you are making legally binding promises to your users and to Discord. These promises include, but are not limited to: +> +> **1. Liability Limitations** +> > You are claiming that the Bot is provided "as-is" and that you bear no liability for damages. While this is standard, the enforceability of liability limitations varies by jurisdiction. In some regions (particularly within the EU), blanket liability disclaimers may not be enforceable against consumers. You should be aware of the laws applicable to your users. - -2. Availability Commitments - +> +> **2. Availability Commitments** +> > By stating that you do not guarantee uptime, you are setting the expectation that the Bot may be unavailable at times. However, if you consistently fail to maintain the Bot or abandon it without notice while still collecting user data, you may be in violation of your obligations under the Discord Developer Terms of Service. - -3. Third-Party Service Accountability - +> +> **3. Third-Party Service Accountability** +> > The Terms reference Discord and MongoDB as third-party services. If you use additional services (such as a specific hosting provider), you must either use the template to disclose them or accept that you have not fully informed your users about where their data may be processed. - -4. Enforcing Acceptable Use - +> +> **4. Enforcing Acceptable Use** +> > Your Terms prohibit abusive behaviour and Bot exploitation. If you fail to consistently enforce these rules, or if you yourself violate the acceptable use standards (e.g., using the Bot to harass users), you undermine the legitimacy of your own Terms and may face consequences from Discord. - -5. Consistency with Privacy Policy - +> +> **5. Consistency with Privacy Policy** +> > These Terms reference the Privacy Policy. If the two documents contradict each other (e.g., your Terms claim data is deleted immediately but your Privacy Policy states a 14-day window), the inconsistency could create legal exposure. Ensure both documents are aligned. -{% endhint %} From 95f57987c1dc731ce2416cf6f453357b13ec817f Mon Sep 17 00:00:00 2001 From: lorenzo132 Date: Sat, 20 Jun 2026 00:38:31 +0200 Subject: [PATCH 3/8] Resolve requests. --- faq/terms-of-service.md | 12 ++++++------ 1 file changed, 6 insertions(+), 6 deletions(-) diff --git a/faq/terms-of-service.md b/faq/terms-of-service.md index 1ed69be..a4c8a12 100644 --- a/faq/terms-of-service.md +++ b/faq/terms-of-service.md @@ -15,17 +15,17 @@ By interacting with the Bot, you agree to be bound by these Terms. If you do not ## 1. Description of Service -Modmail is a Discord bot that functions as a shared inbox between server members and staff. It allows users to send direct messages to the Bot, which are then relayed to the server's moderation or support team as private threads. Staff can respond through these threads, and the replies are sent back to the user via direct message. +Modmail is a Discord bot that functions as a shared inbox between server members and staff. It allows users to send direct messages to the Bot, which are then relayed to the server's staff as private threads. Staff can respond through these threads, and the replies are sent back to the user via direct message. ## 2. Eligibility -You must comply with Discord's [Terms of Service](https://discord.com/terms) to use the Bot. By using the Bot, you confirm that you meet the minimum age requirements set by Discord and that your Discord account is in good standing. +You must comply with Discord's [Terms of Service](https://discord.com/terms) to use the Bot. By using the Bot, you confirm that you meet the minimum age requirements set by Discord and that your Discord account is in good standing. You must also be a member of the Discord server where the Bot operates to use its services. The Bot will be unavailable to you if you are not a member of the server, or if you have been blocked from using the Bot by the server's staff. ## 3. Acceptable Use When interacting with the Bot, you agree to: -1. **Use the Bot for its intended purpose:** Communicating with the server's moderation or support staff through the Modmail system. +1. **Use the Bot for its intended purpose:** Communicating with the server's staff through the Modmail system. 2. **Follow the server's rules:** Abide by the community guidelines and rules of the Discord server the Bot operates in. 3. **Not abuse the Bot:** Refrain from spamming, sending unsolicited messages, or otherwise attempting to disrupt the Bot's functionality or the staff's ability to respond. 4. **Not attempt to exploit the Bot:** Do not attempt to reverse-engineer, manipulate, or exploit the Bot's functionality, including its commands, APIs, or data storage. @@ -91,17 +91,17 @@ By interacting with the Bot, you agree to be bound by these Terms. If you do not 1. Description of Service -Modmail is a Discord bot that functions as a shared inbox between server members and staff. It allows users to send direct messages to the Bot, which are then relayed to the server's moderation or support team as private threads. Staff can respond through these threads, and the replies are sent back to the user via direct message. +Modmail is a Discord bot that functions as a shared inbox between server members and staff. It allows users to send direct messages to the Bot, which are then relayed to the server's staff as private threads. Staff can respond through these threads, and the replies are sent back to the user via direct message. 2. Eligibility -You must comply with Discord's [Terms of Service](https://discord.com/terms) to use the Bot. By using the Bot, you confirm that you meet the minimum age requirements set by Discord and that your Discord account is in good standing. +You must comply with Discord's [Terms of Service](https://discord.com/terms) to use the Bot. By using the Bot, you confirm that you meet the minimum age requirements set by Discord and that your Discord account is in good standing. You must also be a member of `[Insert Discord Server Name]` to use its services. The Bot will be unavailable to you if you are not a member of the server, or if you have been blocked from using the Bot by the server's staff. 3. Acceptable Use When interacting with the Bot, you agree to: -1. Use the Bot for its intended purpose: Communicating with the server's moderation or support staff through the Modmail system. +1. Use the Bot for its intended purpose: Communicating with the server's staff through the Modmail system. 2. Follow the server's rules: Abide by the community guidelines and rules of `[Insert Discord Server Name]`. 3. Not abuse the Bot: Refrain from spamming, sending unsolicited messages, or otherwise attempting to disrupt the Bot's functionality. 4. Not attempt to exploit the Bot: Do not attempt to reverse-engineer, manipulate, or exploit the Bot's functionality, including its commands, APIs, or data storage. From 2dfa46639ebc1febc3dd043b42caa452551065b7 Mon Sep 17 00:00:00 2001 From: Stephen <48072084+StephenDaDev@users.noreply.github.com> Date: Tue, 7 Jul 2026 10:41:39 -0400 Subject: [PATCH 4/8] Fix weird suspected AI artifacts from primary author Signed-off-by: Stephen <48072084+StephenDaDev@users.noreply.github.com> --- faq/privacy-policy.md | 62 +++++++++++++++++++++---------------------- 1 file changed, 31 insertions(+), 31 deletions(-) diff --git a/faq/privacy-policy.md b/faq/privacy-policy.md index c0cf357..1186520 100644 --- a/faq/privacy-policy.md +++ b/faq/privacy-policy.md @@ -4,10 +4,11 @@ description: Sample Bot Privacy Policy that can be used by instances at their di # Privacy Policy -> [!NOTE] -> This Privacy Policy only applies to Modmail Instances hosted by administrators who choose to use it. If a bot administrator has provided you this privacy policy, they have agreed to use it for their specific instance. If you have any questions regarding the validity of this privacy policy for any specific Modmail instance, please contact the relevant staff team. +{% hint style="info" %} +This Privacy Policy only applies to Modmail Instances hosted by administrators who choose to use it. If a bot administrator has provided you this privacy policy, they have agreed to use it for their specific instance. If you have any questions regarding the validity of this privacy policy for any specific Modmail instance, please contact the relevant staff team. +{% endhint %} -Last Updated: June 17th, 2026 +Last Updated: July 6th, 2026 This Privacy Policy explains how Modmail (referred to as "the Bot", "we", or "us") collects, uses, stores, and protects your data. The Bot is an instance of the open-source [modmail-dev/modmail](https://github.com/modmail-dev/modmail) project and is hosted independently by the administrators of the Discord server. @@ -77,10 +78,8 @@ Initial Publication of the Privacy Policy. *A permanent GitHub commit link will {% hint style="info" %} **Server Owners** - -> [!NOTE] -> **Server Owners** — If you do not want this one size fits all option, you can use the template below as a starting point. - +**Server Owners** — If you do not want this one size fits all option, you can use the template below as a starting point. +{% endhint %}
Basic Template @@ -144,27 +143,28 @@ If you have any questions, concerns, or data deletion requests regarding this Pr
-> [!IMPORTANT] -> **Server Owners** -> -> Please note that by using the Privacy Policy on our Docs site without modification, you are making legally binding promises to your users and to Discord. These promises include, but are not limited to: -> -> **1. Strict Data Sharing Limitations** -> -> You are agreeing that you will not share user data with any third parties unless required by law. This means you cannot share Modmail logs with other Discord servers, community ban lists, global moderation databases, or any external entities. If you do so: you are violating this privacy policy, which could carry civil penalties in some jurisdictions. -> -> **2. Infrastructure and Hosting Trust** -> -> The policy states that only server staff and the database administrator have access to the logs. You must ensure that your hosting provider and your database host are secure and trustworthy. If your hosting provider has weak security and your database leaks, the responsibility falls entirely on you. *(This is primarily a concern for individuals using hosting providers that are not established, see our comments on [unrecommended hosts](../choose-host/unrecommended-hosts.md).)* -> -> **3. Binding Deletion Timelines** -> -> If you state that you will delete data upon request within 14 days, you must have a reliable, manual process to find and purge a user's data from your MongoDB cluster within that exact timeframe. Failure to honor data deletion requests is a direct violation of the Discord Developer Terms of Service and can result in action taken against your account. If you fail to honor this you also: are violating this privacy policy, which could carry civil penalties in some jurisdictions. -> -> **4. Managing Staff Access** -> -> Because your policy guarantees that only authorized staff have access to user data, you must rigorously manage permissions. When a moderator steps down or is removed from your team, you must immediately revoke their access to the Modmail bot commands, the database, and the log viewer. If you fail to do so: you are violating this privacy policy, which could carry civil penalties in some jurisdictions. -> -> **5. Regional Privacy Laws** -> -> Depending on where you and your users reside, you may be subject to strict data protection laws like the GDPR in Europe or the CCPA in California. These laws impose significant obligations regarding data handling, consent, and user rights, even for hobbyist or volunteer-run Discord servers. \ No newline at end of file +{% hint style="warning" %} +**Server Owners** + +Please note that by using the Privacy Policy on our Docs site without modification, you are making legally binding promises to your users and to Discord. These promises include, but are not limited to: + +**1. Strict Data Sharing Limitations** + +You are agreeing that you will not share user data with any third parties unless required by law. This means you cannot share Modmail logs with other Discord servers, community ban lists, global moderation databases, or any external entities. If you do so: you are violating this privacy policy, which could carry civil penalties in some jurisdictions. + +**2. Infrastructure and Hosting Trust** + +The policy states that only server staff and the database administrator have access to the logs. You must ensure that your hosting provider and your database host are secure and trustworthy. If your hosting provider has weak security and your database leaks, the responsibility falls entirely on you. *(This is primarily a concern for individuals using hosting providers that are not established, see our comments on [unrecommended hosts](../choose-host/unrecommended-hosts.md).)* + +**3. Binding Deletion Timelines** + +If you state that you will delete data upon request within 14 days, you must have a reliable, manual process to find and purge a user's data from your MongoDB cluster within that exact timeframe. Failure to honor data deletion requests is a direct violation of the Discord Developer Terms of Service and can result in action taken against your account. If you fail to honor this you also: are violating this privacy policy, which could carry civil penalties in some jurisdictions. + +**4. Managing Staff Access** + +Because your policy guarantees that only authorized staff have access to user data, you must rigorously manage permissions. When a moderator steps down or is removed from your team, you must immediately revoke their access to the Modmail bot commands, the database, and the log viewer. If you fail to do so: you are violating this privacy policy, which could carry civil penalties in some jurisdictions. + +**5. Regional Privacy Laws** + +Depending on where you and your users reside, you may be subject to strict data protection laws like the GDPR in Europe or the CCPA in California. These laws impose significant obligations regarding data handling, consent, and user rights, even for hobbyist or volunteer-run Discord servers. +{% endhint %} From a92aa043575122f80a5c7230c1ea688f658d011a Mon Sep 17 00:00:00 2001 From: Stephen <48072084+StephenDaDev@users.noreply.github.com> Date: Tue, 7 Jul 2026 10:44:29 -0400 Subject: [PATCH 5/8] same issue in tos file Signed-off-by: Stephen <48072084+StephenDaDev@users.noreply.github.com> --- faq/terms-of-service.md | 57 ++++++++++++++++++++++------------------- 1 file changed, 30 insertions(+), 27 deletions(-) diff --git a/faq/terms-of-service.md b/faq/terms-of-service.md index a4c8a12..045f1e9 100644 --- a/faq/terms-of-service.md +++ b/faq/terms-of-service.md @@ -4,8 +4,9 @@ description: Sample Bot Terms of Service that can be used by instances at their # Terms of Service -> [!NOTE] -> These Terms of Service only apply to Modmail Instances hosted by administrators who choose to use them. If a bot administrator has provided you these terms, they have agreed to use them for their specific instance. If you have any questions regarding the validity of these terms for any specific Modmail instance, please contact the relevant staff team. +{% hint style="info" %} +These Terms of Service only apply to Modmail Instances hosted by administrators who choose to use them. If a bot administrator has provided you these terms, they have agreed to use them for their specific instance. If you have any questions regarding the validity of these terms for any specific Modmail instance, please contact the relevant staff team. +{% endhint %} Last Updated: June 17th, 2026 @@ -79,7 +80,7 @@ If you have any questions or concerns regarding these Terms, please contact: --- -> [!NOTE] +{% hint style="info" %} > **Server Owners** — If you do not want this one size fits all option, you can use the template below as a starting point.
@@ -155,28 +156,30 @@ If you have any questions or concerns regarding these Terms, please contact: 3. Server: `[Insert Invite Link or instructions on how to reach staff]`
+{% endhint %} -> [!IMPORTANT] -> **Server Owners** -> -> Please note that by using the Terms of Service on our Docs site without modification, you are making legally binding promises to your users and to Discord. These promises include, but are not limited to: -> -> **1. Liability Limitations** -> -> You are claiming that the Bot is provided "as-is" and that you bear no liability for damages. While this is standard, the enforceability of liability limitations varies by jurisdiction. In some regions (particularly within the EU), blanket liability disclaimers may not be enforceable against consumers. You should be aware of the laws applicable to your users. -> -> **2. Availability Commitments** -> -> By stating that you do not guarantee uptime, you are setting the expectation that the Bot may be unavailable at times. However, if you consistently fail to maintain the Bot or abandon it without notice while still collecting user data, you may be in violation of your obligations under the Discord Developer Terms of Service. -> -> **3. Third-Party Service Accountability** -> -> The Terms reference Discord and MongoDB as third-party services. If you use additional services (such as a specific hosting provider), you must either use the template to disclose them or accept that you have not fully informed your users about where their data may be processed. -> -> **4. Enforcing Acceptable Use** -> -> Your Terms prohibit abusive behaviour and Bot exploitation. If you fail to consistently enforce these rules, or if you yourself violate the acceptable use standards (e.g., using the Bot to harass users), you undermine the legitimacy of your own Terms and may face consequences from Discord. -> -> **5. Consistency with Privacy Policy** -> -> These Terms reference the Privacy Policy. If the two documents contradict each other (e.g., your Terms claim data is deleted immediately but your Privacy Policy states a 14-day window), the inconsistency could create legal exposure. Ensure both documents are aligned. +{% hint style="warning" %} +**Server Owners** + +Please note that by using the Terms of Service on our Docs site without modification, you are making legally binding promises to your users and to Discord. These promises include, but are not limited to: + +**1. Liability Limitations** + +You are claiming that the Bot is provided "as-is" and that you bear no liability for damages. While this is standard, the enforceability of liability limitations varies by jurisdiction. In some regions (particularly within the EU), blanket liability disclaimers may not be enforceable against consumers. You should be aware of the laws applicable to your users. + +**2. Availability Commitments** + +By stating that you do not guarantee uptime, you are setting the expectation that the Bot may be unavailable at times. However, if you consistently fail to maintain the Bot or abandon it without notice while still collecting user data, you may be in violation of your obligations under the Discord Developer Terms of Service. + +**3. Third-Party Service Accountability** + +The Terms reference Discord and MongoDB as third-party services. If you use additional services (such as a specific hosting provider), you must either use the template to disclose them or accept that you have not fully informed your users about where their data may be processed. + +**4. Enforcing Acceptable Use** + +Your Terms prohibit abusive behaviour and Bot exploitation. If you fail to consistently enforce these rules, or if you yourself violate the acceptable use standards (e.g., using the Bot to harass users), you undermine the legitimacy of your own Terms and may face consequences from Discord. + +**5. Consistency with Privacy Policy** + +These Terms reference the Privacy Policy. If the two documents contradict each other (e.g., your Terms claim data is deleted immediately but your Privacy Policy states a 14-day window), the inconsistency could create legal exposure. Ensure both documents are aligned. +{% endhint %} From a6ba2c6854100f3c2da633671510fd26260e7a26 Mon Sep 17 00:00:00 2001 From: Stephen <48072084+StephenDaDev@users.noreply.github.com> Date: Tue, 7 Jul 2026 11:05:34 -0400 Subject: [PATCH 6/8] fix issues --- SUMMARY.md | 4 +-- .../README.md | 0 faq/intents-review.md | 31 +++++++++++++++++-- faq/privacy-policy.md | 7 +++-- 4 files changed, 36 insertions(+), 6 deletions(-) rename frequently-asked-questions.md => faq/README.md (100%) diff --git a/SUMMARY.md b/SUMMARY.md index 137698b..05505bb 100644 --- a/SUMMARY.md +++ b/SUMMARY.md @@ -28,9 +28,9 @@ * [Configuration](usage-guide/configuration.md) * [Permissions](usage-guide/permissions.md) * [Thread Menu](usage-guide/threadmenu.md) -* [Frequently Asked Questions](frequently-asked-questions.md) - * [Intents Review Process](faq/intents-review.md) +* [Frequently Asked Questions](faq/README.md) * [Instance Privacy Policy](faq/privacy-policy.md) + * [Instance Terms of Service](faq/terms-of-service.md) * [Config References]() * [Configuration Variables](config-references/config-vars.md) * [Color Names](config-references/color-names.md) diff --git a/frequently-asked-questions.md b/faq/README.md similarity index 100% rename from frequently-asked-questions.md rename to faq/README.md diff --git a/faq/intents-review.md b/faq/intents-review.md index 678bccd..d97d159 100644 --- a/faq/intents-review.md +++ b/faq/intents-review.md @@ -29,7 +29,7 @@ Modmail requires the **Message Content Intent** to read user messages and create > *Q: What does your application do? Please be as detailed as possible...* -{% code title="Application Description" overflow="wrap" %} +{% code title="Question 1" overflow="wrap" %} ``` Modmail is a shared inbox bot for server moderation. When a user sends a Direct Message to the bot, it automatically creates a dedicated text channel (a "thread") within a designated staff category in our Discord server. Server staff can read the user's messages in this channel and reply using bot commands. The bot then relays these staff replies back to the user via Direct Message. This allows for organized, private, and collaborative support between users and the moderation team. @@ -48,7 +48,7 @@ It is imperative that before adopting any privacy policy you review it personall {% endhint %} > *Q: Do you have a public Privacy Policy telling your users about their data usage?* -{% code title="Application Description" overflow="wrap" %} +{% code title="Question 2" overflow="wrap" %} ``` Select: Yes @@ -56,6 +56,33 @@ Select: Yes {% endcode %} +{% hint style="info" %} +You'll need to add a link to your bots Privacy Policy to its Bio field via the [Discord Developer Portal](https://discord.com/developers/applications). *The **Description** field on the **General Information** is the text displayed in your bots Bio field.* +{% endhint %} + +> *Q: Where is your Privacy Policy available?* +{% code title="Question 3" overflow="wrap" %} + +``` +The bot has a link to the Privacy Policy in its Bio. As the interaction with the bot occurs via DMs, it is likely that users will see the bot's profile with the Privacy Policy link. +``` + +{% endcode %} + +{% hint style="warning" %} +Only use the Privacy Policy link below if you have chosen to file our published generic privacy policy for bots. If you choose to implement your own, or use the template we provide at the bottom of that page, then you must link that policy instead. +{% endhint %} + + +> *Q: Please share a link to your Privacy Policy.* +{% code title="Question 4" overflow="wrap" %} + +``` +https://docs.modmail.dev/frequently-asked-questions/privacy-policy +``` + +{% endcode %} + ### Server Members Intent > *Q: Why do you need the Server Members intent?* diff --git a/faq/privacy-policy.md b/faq/privacy-policy.md index 1186520..057dfad 100644 --- a/faq/privacy-policy.md +++ b/faq/privacy-policy.md @@ -8,7 +8,7 @@ description: Sample Bot Privacy Policy that can be used by instances at their di This Privacy Policy only applies to Modmail Instances hosted by administrators who choose to use it. If a bot administrator has provided you this privacy policy, they have agreed to use it for their specific instance. If you have any questions regarding the validity of this privacy policy for any specific Modmail instance, please contact the relevant staff team. {% endhint %} -Last Updated: July 6th, 2026 +Last Updated: July 7th, 2026 This Privacy Policy explains how Modmail (referred to as "the Bot", "we", or "us") collects, uses, stores, and protects your data. The Bot is an instance of the open-source [modmail-dev/modmail](https://github.com/modmail-dev/modmail) project and is hosted independently by the administrators of the Discord server. @@ -71,8 +71,11 @@ If you have any questions, concerns, or data deletion requests regarding this Pr [^1]: In almost all cases, this is a member of the authorized server staff. {% updates format="full" %} +{% update date="2026-07-07" tags="beta" %} +Fix typo in last update date. +{% endupdate %} {% update date="2026-07-05" tags="beta" %} -Initial Publication of the Privacy Policy. *A permanent GitHub commit link will be added here when changes are made to track changes overtime.* +Initial Publication of the Privacy Policy. [Permalink](https://github.com/modmail-dev/modmail-docs/blob/7afe2153184617ac5802cdef9496732235b3cae1/faq/privacy-policy.md) {% endupdate %} {% endupdates %} From 97c8c58f4d7a6cc5590042c63c5bb5e0a5a1503e Mon Sep 17 00:00:00 2001 From: Stephen <48072084+StephenDaDev@users.noreply.github.com> Date: Tue, 7 Jul 2026 11:08:02 -0400 Subject: [PATCH 7/8] further odd artifacts --- faq/privacy-policy.md | 1 - faq/terms-of-service.md | 2 +- 2 files changed, 1 insertion(+), 2 deletions(-) diff --git a/faq/privacy-policy.md b/faq/privacy-policy.md index 057dfad..36f1d71 100644 --- a/faq/privacy-policy.md +++ b/faq/privacy-policy.md @@ -80,7 +80,6 @@ Initial Publication of the Privacy Policy. [Permalink](https://github.com/modmai {% endupdates %} {% hint style="info" %} -**Server Owners** **Server Owners** — If you do not want this one size fits all option, you can use the template below as a starting point. {% endhint %}
diff --git a/faq/terms-of-service.md b/faq/terms-of-service.md index 045f1e9..e4a06d7 100644 --- a/faq/terms-of-service.md +++ b/faq/terms-of-service.md @@ -81,7 +81,7 @@ If you have any questions or concerns regarding these Terms, please contact: --- {% hint style="info" %} -> **Server Owners** — If you do not want this one size fits all option, you can use the template below as a starting point. +**Server Owners** — If you do not want this one size fits all option, you can use the template below as a starting point.
Basic Template From 962778a9f5d4d86f7de164669e98970db50b741a Mon Sep 17 00:00:00 2001 From: Stephen <48072084+StephenDaDev@users.noreply.github.com> Date: Tue, 7 Jul 2026 19:35:50 -0400 Subject: [PATCH 8/8] Fix critical mistake Signed-off-by: Stephen <48072084+StephenDaDev@users.noreply.github.com> --- SUMMARY.md | 3 ++- 1 file changed, 2 insertions(+), 1 deletion(-) diff --git a/SUMMARY.md b/SUMMARY.md index 05505bb..2fcb5c7 100644 --- a/SUMMARY.md +++ b/SUMMARY.md @@ -29,6 +29,7 @@ * [Permissions](usage-guide/permissions.md) * [Thread Menu](usage-guide/threadmenu.md) * [Frequently Asked Questions](faq/README.md) + * [Intents Review Process](faq/intents-review.md) * [Instance Privacy Policy](faq/privacy-policy.md) * [Instance Terms of Service](faq/terms-of-service.md) * [Config References]() @@ -36,4 +37,4 @@ * [Color Names](config-references/color-names.md) * [Archived Documentation](old-docs/README.md) * [Configure Modmail and Logviewer](old-docs/configure-modmail-and-logviewer.md) - * [Frequently Asked Questions](old-docs/frequently-asked-questions-old.md) \ No newline at end of file + * [Frequently Asked Questions](old-docs/frequently-asked-questions-old.md)