Privacy Policy

Midnight CRM is a community management platform for Discord servers. A server administrator signs in with their Discord account, connects a server they own or manage, and installs our bot. The bot then reads data from that server so the administrator can manage their community from our dashboard.

This policy explains what we collect from Discord, why, how long we keep it, and how you can have it deleted. It applies to our website, our dashboard, and every Discord bot running the Midnight CRM software.

White-label deployments

Some customers run Midnight CRM under their own branding, using a Discord application they registered themselves. In those servers the bot carries the customer name and avatar rather than ours, but the software, the storage, and this policy are the same. If you are unsure whether a bot in your server runs Midnight CRM, ask that server staff, or contact us and we will tell you.

Who is responsible for your data

The administrators of the Discord server decide what the bot does in their community: which features are enabled, which channels it acts in, and who on their team can see the dashboard. They are the controller of their community data. We process that data on their behalf, and we also act as a controller for our own account and billing records. Requests about a specific server can be directed either to that server staff or to us.

Account data

When you sign in to the dashboard with Discord, we receive your Discord user ID, username, avatar, and the email address on your Discord account, along with the list of servers you belong to so we can show you the ones you can manage.

Server data

For a connected server we store the server ID, name, icon, roles, channels, scheduled events, invites, and moderation actions recorded in the audit log, such as bans, kicks, and timeouts.

Member data

For each member of a connected server we store the Discord user ID, display name or nickname, avatar, the roles they hold, the date they joined, when they were last active, an activity score derived from their participation, and any tags server staff add to their record. When a member leaves we mark the record inactive rather than deleting it, so that historical membership reports stay accurate.

Activity and message data

We record messages sent in the connected server, including the message text, author, channel, timestamp, attachments, and mentions. We also record reactions, poll votes, voice channel joins and leaves, and event RSVPs. Messages sent by other bots are ignored.

Direct messages

We do not read your direct messages with other people. The only direct messages we process are the ones you send to the bot itself when a server has modmail enabled. Those messages are relayed into a private staff thread in the server and stored as a ticket transcript so staff can follow up.

Submitted content

In channels an administrator designates for member submissions, we copy the images, video, and captions posted there into our own storage so staff can review and feature them. Copying them means they keep working in the dashboard after the temporary Discord link expires.

Billing and technical data

Subscription payments are handled by Stripe; we store a customer reference, plan, and status, and never see or store full card numbers. We also keep standard technical records: application error reports, security and API request logs, and website analytics.

Discord requires applications to be approved for certain privileged gateway intents. Midnight CRM uses two of them, and we want to be explicit about why.

Server Members intent

The member directory is the core of the product. This intent lets us build the roster of a connected server and keep it accurate as people join, change nickname, gain or lose roles, and leave. Without it, every roster, segment, role automation, and membership report would be wrong within hours.

Message Content intent

This intent lets the bot read the text of messages in the connected server. We use it for AI-assisted moderation, keyword-triggered automations and auto-responses, replies when a member mentions the bot, modmail relay, curation of member submissions, and keyword trend reporting.

Presence intent

We do not request the Presence intent. Midnight CRM does not collect your online status, custom status, or the games and applications you are running.

• Showing server staff a member directory, member profiles, and audience segments.
• Producing analytics for the server: member growth, retention cohorts, channel activity, and keyword trends.
• Running the automations a server administrator has configured, including role assignment, scheduled posts, welcome messages, and AI-assisted moderation.
• Relaying modmail between members and server staff.
• Collecting member submissions into a queue staff can review and feature.
• Awarding XP, levels, achievements, and role rewards where a server has gamification enabled.
• Operating the service itself: authentication, billing, support, security monitoring, and diagnosing errors.

• We do not sell your data, and we do not share it with advertisers or data brokers.
• We do not use Discord data to train or fine-tune machine learning or AI models, ours or anyone else. Where a server has AI features enabled, message text is sent to our AI provider for that single request only, under terms that prohibit using it for model training.
• We do not read direct messages other than those sent to the bot itself for modmail.
• We do not combine data across servers. Each connected server is isolated, and staff of one server cannot see another server data.

We rely on a small number of providers to run the service. Each processes data only to provide their service to us.

We may also disclose data where we are legally required to, or where it is necessary to investigate abuse or protect the safety of users. If our business is ever transferred to another company, we will give notice before your data becomes subject to a different policy.

Most of what we store is retained for as long as the server remains an active customer, because the features it supports are historical: retention cohorts, growth over time, and a member participation history cannot be produced from a short window.

When you delete a message in Discord, the bot records the deletion against our copy and the message is marked as deleted wherever staff see it. When a server closes its Midnight CRM account, we delete that server data, including all member and message records, within 30 days.

• All data is encrypted at rest with AES-256 and transmitted only over TLS.
• Access is enforced at the database level by row-level security, so a signed-in user can only read data for servers they belong to.
• Bot tokens, API keys, and other secrets are encrypted a second time at the application layer with AES-256-GCM before they are written to the database.
• Access to production systems is limited to staff who need it, and is logged.

No system is perfectly secure, but if a breach affects your data we will notify affected server administrators and, where the law requires it, the relevant authority.

Access and deletion

You can ask us what we hold about you and ask us to delete it. Email us from any address, tell us your Discord username or user ID and the server concerned, and we will action verified requests within 30 days. Deletion removes your member record, your stored messages, and your activity history for that server.

Opting out

You can ask to be excluded from Midnight CRM entirely for a given server. We will delete what we already hold about you and stop storing your messages and activity from that point on. Leaving the server also stops any further collection.

Correction and objection

Depending on where you live you may also have the right to correct your data, object to or restrict how we process it, receive a copy in a portable format, or complain to your local data protection authority. We honour these requests regardless of where you live.

To make any request, contact support@midnightcrm.com

You decide what the bot does in your community, so you carry some responsibility for it. You must tell your members that a community management tool is in use and what it records, comply with the Discord Terms of Service and Developer Policy, only collect what you actually need, restrict dashboard access to staff who need it, and pass on or action any privacy request a member sends you.

Discord requires users to be at least 13, or older where local law sets a higher age. Midnight CRM is not directed at children, and we do not knowingly collect data from anyone below the minimum age for their country. If you believe we hold data about a child, contact us and we will delete it.

We operate from, and store data in, the United States. If you use Midnight CRM from elsewhere, your data is transferred there. Where the law requires a transfer mechanism, we rely on the European Commission standard contractual clauses with our providers.

We will update this page when our practices change, and the date at the top will change with it. If a change materially affects how we handle Discord data, we will notify server administrators by email before it takes effect.

Midnight CRM operates Midnight CRM. For privacy questions, data requests, or anything in this policy, write to us and a person will answer.

Privacy and data requests: support@midnightcrm.com