Clio · Privacy policy
Privacy policy
Beta version · Last updated: November 2, 2026
Draft pending legal review. This text describes how Clio works today, but it has not yet been reviewed by a professional. It may change before version 1.
Translation. This English version is provided for convenience. The original is the versión en español, and if the two differ in any way, the Spanish version prevails.
Clio is a Discord bot and a web panel for running communities. This policy explains, with as little technical language as possible, what data Clio processes, why, for how long and what rights you have. The General Data Protection Regulation (GDPR) and Spanish Organic Law 3/2018 on data protection (LOPDGDD) apply.
1. Who the controller is
Clio is developed and maintained by a private individual in Spain:
- Name: Pablo Iglesias Pose
- Contact for privacy matters: [email protected]
There is no data protection officer: given the size and nature of the project, one is not required.
2. Clio and the admins of each server
Clio only does what the admins of each Discord server turn on in the panel. They decide whether joins are logged, whether roles are saved when someone leaves, and which channel the logs go to. That is why we see the split like this:
- Server admins decide which features to use and on whom: they act as controllers of the data of their community's members.
- The developer of Clio processes that data following those decisions, and is also the controller of the web panel data (your session, your Discord profile) and of the infrastructure.
Until that point is settled, you can exercise your rights with either of the two: your server's admin or the email address above. We will coordinate to handle your request.
3. What data Clio processes and why
3.1 On the Discord servers where Clio is present
| Data | Purpose | When | Legal basis |
|---|---|---|---|
| Server configuration: channels, roles and message texts chosen by the admins. | So Clio knows what to do on that server. | Whenever Clio is on the server. | Performance of the service requested by the server (Art. 6(1)(b)). |
| Join log: your Discord ID, the ID of whoever invited you, the invite code used, the type of join (invite, vanity URL, unknown), the creation date of your Discord account and the dates you joined and left. | Knowing who invites whom, spotting newly created accounts and keeping the member count. These are the "Invites" and "Welcome" features. | If the admins turn the feature on. | The community's legitimate interest in moderating itself and knowing how it grows (Art. 6(1)(f)). |
| Persistent roles: the IDs of the roles you had when you left the server. | Giving them back to you if you return. | Only if the admins turn the feature on. | The legitimate interest of the community and your own (Art. 6(1)(f)). |
| Moderation logs: notices of deleted or edited messages, joins, leaves and role changes. | So the moderation team can see what happened. | If the admins turn on "Logs" and pick a channel. | The community's legitimate interest (Art. 6(1)(f)). |
| Tickets: your Discord ID, the ticket channel, your answers to the form, who claimed it and who closed it, the closing reason and the dates. When it is closed, Clio generates the transcript of the conversation and sends it to the transcripts channel chosen by the admins and to you by direct message; the transcript is not stored in Clio’s database. | Handling your request and keeping a record for the server team and for you. | If the server turns tickets on and you open one. | Performance of the service you request when you open the ticket (Art. 6(1)(b)). |
| Giveaways: the ID of whoever creates it, the prize and the requirements, the IDs of the entrants (with the date) and those of the winners. To check the requirements, Clio looks up at that moment your roles, your account creation date, when you joined, whether you boost the server and your valid invites; none of that is stored separately. | Running the giveaway, preventing duplicate entries and announcing the winners. | If the server posts a giveaway and you enter. | Performance of the service you request when you enter (Art. 6(1)(b)). |
| Moderation cases: the ID of the sanctioned member, that of the moderator (or Clio’s, if it was automatic), the type of sanction (warning, timeout, kick, ban or unban), the reason, the date and, if temporary, when it expires. | Keeping the server’s sanction history, applying automatic thresholds and lifting temporary sanctions. | If the moderation team sanctions with Clio or turns on automatic moderation. | Legitimate interest of the community in moderating itself (Art. 6(1)(f)). |
| Characters: community or personal characters (name, avatar URL, how they are invoked and who can use them; for personal ones, your ID). For each message sent as a character, Clio stores the message ID, the channel, the character, who actually wrote it, the date and whether it was deleted. | Speaking as the character and letting the server team know who wrote each message. | If the server turns characters on and you use one. | Performance of the service (Art. 6(1)(b)) and legitimate interest of the community in moderating itself (Art. 6(1)(f)). |
| Webhooks: the ID and token of the webhooks Clio creates in a channel to speak as a character or post an announcement under another name. | Sending and editing those messages. | If the server uses characters or “Post as”. | Performance of the service requested by the server (Art. 6(1)(b)). |
Announcements and embeds: for each scheduled announcement, the ID of whoever created it, the channel, the text, the embed, the mention, the dates, the “Post as” name and avatar and the ID of the last message posted. For embeds posted with /embed, the message ID and its channel. |
Posting announcements on time and being able to edit what was posted afterwards. | If the admins schedule announcements or use /embed. |
Performance of the service requested by the server (Art. 6(1)(b)). |
About message content. Clio does not store what you write in its database. To report a deleted or edited message, Clio keeps a temporary, limited copy of recent messages in memory; it uses that copy to compose the notice and sends it to the channel on the server itself that the admins chose. That notice lives on Discord, under Discord's terms and the control of the server admins, not on Clio's systems. If a message was no longer in that memory, the notice says its content is unknown.
3.2 In the web panel
| Data | Purpose | Legal basis |
|---|---|---|
When you log in with Discord (identify and guilds scopes): your Discord ID, your display name, your avatar URL, the access token Discord issues and the list of servers you can manage. |
Knowing who you are and which servers you can configure. The token is used to ask Discord for that list; it gives no access to your messages or your email. | Performance of the service you request when you log in (Art. 6(1)(b)). |
| Technical logs of the web server (IP address, date, page requested). | Security and troubleshooting. | Legitimate interest in keeping the service secure (Art. 6(1)(f)). |
4. Cookies
The panel only uses technical cookies that it needs to work. There are no analytics or advertising cookies, and you are not tracked across websites. Because they are strictly necessary, they do not require your consent.
| Cookie | Purpose | Lasts |
|---|---|---|
clio_sesion | Keeping you logged in to the panel. | 7 days or until you log out. |
clio_estado | Checking that you were the one who started the Discord login (anti-forgery protection). | 10 minutes. |
Both are marked HttpOnly (no script on the page can read them) and Secure when the panel is served over HTTPS.
5. How long data is kept
- Everything stored for a server (configuration, join log, persistent roles, tickets, giveaways and their entrants, moderation cases, characters and their message log, webhooks, announcements, embeds and pending posts): for as long as Clio is on the server. When the admins remove Clio, all data for that server is deleted after 30 days. That window lets you add the bot back without losing the configuration if it was removed by mistake.
- Announcements and giveaways: in addition, if the admins delete one in the panel, it is removed immediately (a giveaway, together with its entrants).
- Persistent roles: in addition, if the admins turn the feature off, the saved roles are no longer used.
- Panel sessions: 7 days from when you log in, or sooner if you log out. Expired sessions are deleted from the database.
- Memory of recent messages: only in the process memory, limited in number; it is lost when the bot restarts and is never written to disk.
- Technical logs of the web server: 30 days.
6. Who has access to the data
Clio runs on a server owned by the controller, located in Spain, inside isolated containers and with a PostgreSQL database. Nobody other than the controller has access to that database. No data is sold or passed on to third parties. These services are involved because they are technically necessary:
| Service | What it does | What it receives |
|---|---|---|
| Discord (Discord Inc., USA) | The platform the bot runs on. Clio receives data from Discord and sends messages to Discord. | Everything that happens on your server already goes through Discord; Clio sends it nothing Discord doesn't already have. Governed by Discord's privacy policy. |
| Tailscale (Tailscale Inc., Canada) | Relays the connection to the web panel ("Funnel" service): it carries your encrypted connection to the home server. | Your IP address and the connection metadata. The content is encrypted end to end between your browser and Clio's server. |
The website's fonts are served from Clio's own server: your browser does not connect to Google or any other font provider.
7. Security
Measures in place: encrypted connection (HTTPS) to the panel, HttpOnly cookies, anti-forgery check at login, isolated containers, database access only from the internal network, and daily backups. The Discord access token is stored encrypted in the database and deleted along with the session.
If a security breach affecting your data occurs, the Spanish Data Protection Agency (AEPD) will be notified within 72 hours and, if the risk is high, so will the people affected, in line with Articles 33 and 34 of the GDPR.
8. Your rights
You can ask at any time for:
- Access: to know what data Clio holds about you.
- Rectification: to correct inaccurate data.
- Erasure: to have your data deleted (for example, your join log on a server).
- Objection: to object to processing based on legitimate interest, such as the join log.
- Restriction: to have your data kept but not used while a complaint is being resolved.
- Portability: to receive your data in a machine-readable format.
Write to [email protected] with your Discord ID (so we know it's you) and which server is involved. We will reply within one month. If you ask us to delete your join log on a server, we will let its admins know that part of their history has been removed.
Keep in mind that Clio can only act on its own data. What has already been posted on Discord (moderation notices in the log channel, a message of yours in a ticket) is controlled by the server admins and by Discord.
If you think we have not handled your request properly, you can file a complaint with the Spanish Data Protection Agency (Agencia Española de Protección de Datos, www.aepd.es, C/ Jorge Juan 6, 28001 Madrid).
9. Minors
Discord requires users to be at least 13 years old, and Clio is not intended for anyone under that age. In Spain, a minor can only consent to the processing of their data on their own from the age of 14 (Art. 7 LOPDGDD). Clio does not base any processing on consent, so that rule doesn't change how it works, but if you are the parent or guardian of a child under 14 and want their data deleted, write to us and we will do it.
10. Automated decisions
Clio does not make automated decisions that have legal or similarly significant effects on you. If the admins set it up, it can assign roles on join or give back the ones you had; that is decided by the server's configuration, not by a profile of you.
11. Changes to this policy
This policy may change during the beta. If a change is significant (new data, new recipients, new purposes), it will be announced in the panel and, where possible, on Clio's support server, at least 15 days in advance. The date at the top shows the latest version.