DISCORD BOT PRIVACY NOTICE

Effective Date: July 20, 2026

Version: 2026.07.20

This Discord Bot Privacy Notice (the “Notice”) explains how MyVisa Immigration, Inc., a Delaware corporation doing business as Track My Visa (“Track My Visa,” “we,” “us,” or “our”) collects, uses, shares, retains, and protects information when you interact with the Track My Visa Bot (the “Bot,” Discord application ID 1485646155206492283) in Discord servers we operate.

This Notice is specific to the Bot and stands on its own. It governs the information the Bot handles within Discord. Our main Privacy Policy separately covers our website, applications, and the Track My Visa product, and this Notice does not change that policy. This Notice does not cover the Discord platform itself, which is governed by Discord’s Privacy Policy. By using a Discord server where the Bot is present, you acknowledge the practices described here.

1. Who the Bot Is For

The Bot supports private community servers for people going through specific U.S. immigration processes (for example I-129F / K-1, I-130 IR/CP and AOS, N-400, and I-129). It handles member onboarding, community timeline and approvals trackers, recurring informational posts, paid-member (“Pro”) role assignment, moderation, and other server automations.

The Bot, like Discord, is intended only for users who are at least 13 years old, or the minimum age required by the laws of their country if higher. We do not knowingly collect information from anyone under that age.

2. Information the Bot Collects

The Bot collects only what it needs to function.

Discord account and membership data. When you join, leave, update your profile, or boost a server, the Bot receives your Discord user ID, username, and the relevant event and timestamp. This is used to post welcome and departure messages, maintain member and boost counters, and trigger role processing.

Message content. In a small number of purpose-built channels (for example the timelines, delayed-cases, and approvals channels), the Bot reads the content of messages members post and uses it to validate that posts follow the required format and to remove and explain non-conforming ones, to build and update community “roll-call” and timeline embeds, and to keep approvals trackers current.

For moderation and safety, the Bot also processes message content more broadly across the servers it operates — for example, to detect removed messages and re-post them to a moderator-only channel for review (see Section 5). Outside the limited records described below, this content is processed in memory and not stored as a general practice.

Information you choose to include in those posts — such as filing dates, service center, or case milestones — is read and may be displayed in a derived form, for example an aggregated roll-call embed visible to other members of that channel. Please post mindfully (see Section 7).

Account-linking and subscription status. If you link your Discord account to your Track My Visa account, the Bot checks your subscription status (for example, whether it is active) to grant or remove the “Pro” role. For this purpose it associates your Discord username with your Track My Visa account identifier and your subscription state.

Discord moderation records (community safety records). When a moderator takes a moderation action, the Bot stores a narrow safety record. That record consists of the Discord server ID, the affected Discord user ID, the action type (for example warning, mute, kick, or ban), a reason or category, a timestamp, and the acting moderator’s Discord ID. These records do not contain message content, your email, your immigration case data, or your Track My Visa account identifier. They are keyed only to Discord identifiers and are kept logically separate from your Track My Visa account data.

Moderator-candidate records (community-operations records). In servers where we recruit volunteer moderators, a moderator can flag a community member as a possible moderator and later record whether that member was invited and accepted or declined. When they do, the Bot stores a narrow record consisting of the Discord server ID, the candidate member’s Discord user ID, the acting moderator’s Discord user ID and username, a short free-text reason the moderator writes, a link (the channel and message IDs) to the related Discord message, the outcome (for example, recommended, accepted, or declined), and a timestamp. These records do not contain message content, your email, your immigration case data, or your Track My Visa account identifier. Like the moderation records above, they are keyed only to Discord identifiers and are kept logically separate from your Track My Visa account data.

The Bot also maintains a moderator-only audit log of removed messages. When stored within Discord, that log may include the message’s content, so moderators can review content such as spam, scams, or harassment in communities of vulnerable users. This audit log lives within Discord and is controlled by Discord and the server’s moderators under Discord’s own policies.

Message reactions. The Bot receives message-reaction events (for example an emoji added to or removed from a message) through Discord’s Message Reactions intent, which it uses to power interactive and moderation features. This reaction data is processed in memory only and is not stored.

What the Bot does not collect. The Bot does not collect your Discord password or login credentials. It does not collect your presence or online status or activity, because we do not use Discord’s Guild Presences intent.

3. How We Use Information

We use the information above only to provide and operate the Bot’s functionality, including to:

• welcome new members, post departure notices, and keep member and boost counters accurate;
• enforce the required posting format in the timelines channel and tell members how to correct rejected posts;
• build and maintain community timeline, roll-call, and approvals trackers;
• post recurring informational and case-data updates;
• grant or remove the Pro role based on your subscription status;
• moderate the communities and maintain a moderator-only audit record of removed content and actions;
• identify and invite volunteer community moderators and record whether candidates were recommended, accepted, or declined; and
• diagnose and fix technical problems with the Bot.

We do not use information collected through the Bot for advertising or marketing, to profile you or your relationships, or for any purpose unrelated to operating these communities.

4. What We Will Never Do With Your Data

We will not:

• sell, rent, lease, license, or trade your information, or share it with data brokers, ad networks, or other monetization services, or share it for cross-context behavioral advertising;
• use the content of your messages to train machine-learning or artificial-intelligence models;
• contact you outside of Discord using information obtained through the Bot, without your explicit permission;
• send you unsolicited direct messages unrelated to the Bot’s function; or
• attempt to re-identify, de-anonymize, or reverse-engineer data from the form in which we obtain it.

5. How Information Is Stored and Retained

The Bot processes message content primarily in memory to perform its functions and does not keep a general store of members’ raw message content. The records it does keep fall into two places: items posted within Discord (such as moderation-action logs and re-posted removed messages); and a small set of records in our database. We retain safety and moderation records, and records of who has been considered for a volunteer moderator role, only as long as needed — up to 5 years — and keep other records for shorter, purpose-specific periods, as set out below.

Discord moderation records exist for community safety and abuse prevention rather than ordinary account use. We keep them to prevent spam, scams targeting vulnerable users, impersonation, harassment, and ban evasion — where a user leaves and rejoins, or creates a new account, to escape enforcement. We retain them no longer than needed for those purposes, and in any case no more than 5 years. They do not contain message content. Logs and messages held within Discord are controlled by Discord and the server’s moderators under Discord’s own policies.

Moderator-candidate records support recruiting and managing volunteer moderators — recording who has been recommended for a moderator role and whether an invitation was accepted or declined, so candidates are not repeatedly re-recommended and invitation decisions are not lost. These records are removed from our database when the member leaves the server or after 5 years, whichever occurs first. Related log entries posted within Discord are controlled by Discord and the server’s moderators under Discord’s own policies.

Diagnostic logs. To operate the Bot and diagnose technical problems, our systems generate short-lived operational logs that may incidentally include Discord identifiers such as user IDs. These logs are retained for a limited period (about 30 days) and then automatically deleted.

6. Who We Share Information With

We do not sell your data or disclose it for others’ marketing. We share information only with service providers that perform functions on our behalf, and only as needed. For the Bot, these include:

• Discord — the platform on which the Bot operates; all interactions occur through Discord’s APIs and are subject to Discord’s terms and privacy policy.

7. Sensitive Information — Please Post Mindfully

These communities relate to immigration processes, and discussions may touch on personal circumstances. Please share only what you are comfortable making visible to other members of a channel, and avoid posting sensitive personal information — such as full identification numbers, financial details, or health information — that the community features do not require.

Information you post in a channel is visible to others in that channel and may be incorporated into community trackers. We design the Bot to minimize the data it retains, but we cannot control what other members see or copy from public channels.

8. Your Choices and the Track My Visa Account

You can:

• Stop sharing data with the Bot by leaving the server.
• Unlink your Discord account from your Track My Visa account, after which the Pro role will be removed on the next update.

The Bot’s data on Discord is separate from your Track My Visa account. This Notice governs the information the Bot handles within Discord. Your Track My Visa account and product data are managed separately through your account and our Privacy Policy.

When you delete your Track My Visa account, we remove your Discord ID and the related account linkage from your Track My Visa account. That action concerns your Track My Visa account only. It does not affect information held within the Discord server — such as your messages, community tracker entries, or the moderation records described in Sections 2 and 5 — which remains on Discord and is governed by this Notice and by Discord’s own policies. We keep moderation records for community safety and abuse prevention as described in Section 5, so that leaving and rejoining, or creating a new account, cannot be used to evade enforcement.

Moderator-candidate records are different. They exist to help us recruit and manage volunteer moderators, not to prevent abuse, and we do not need to retain them to guard against enforcement evasion. When you leave the server, we remove the moderator-candidate records relating to you from our database; any related log entries posted within Discord are controlled by Discord and the server’s moderators under Discord’s own policies.

To make a privacy request about information the Bot handles, contact us at support@trackmyvisa.com.

9. Security and Data-Breach Notification

We use reasonable administrative, technical, and organizational safeguards designed to protect information. These include storing the Discord Bot credentials in a managed secrets service, restricting moderation and audit data to authorized moderators, and limiting what the Bot retains. No system is completely secure.

If we become aware of a data breach that affects information covered by this Notice, we will notify affected users through Discord and, to the extent known, describe the nature of the incident, the types of information involved, the steps we are taking, and any actions you can take to protect yourself.

10. Changes to This Notice

We may update this Notice from time to time. When we do, we will post the updated Notice and, where appropriate, provide notice in the relevant servers along with a plain-language summary of material changes. Your continued use of the Bot after an update takes effect means you accept the revised Notice.

11. Contact Us

If you have questions about this Notice or your data, or want to make a request or report an issue involving the Bot, contact us at support@trackmyvisa.com.