Privacy Policy
v4.6_19.10.26Effective and last updated: 19 October 2026
This Policy reflects Qreate's current data flows, including Discord modules, direct messages forwarded to a staff channel, verification signals, AI providers, telemetry and support. It does not claim that data stays only in the EEA.
1. Scope and who is responsible
This Policy applies to qreate.gg (formerly qreate.cloud), the Qreate dashboard, Discord bot, verification pages, support, AI Crew, and related services (the “Service”).
Qreate is operated by an individual operator established in the Netherlands. For Qreate account, website-security, product-analytics and support processing, Qreate is the controller. Contact: [email protected].
For data that a Discord server administrator chooses to process through enabled community-management modules, that administrator generally determines the purpose and settings and is the controller; Qreate generally acts as processor. Qreate remains controller for processing it determines for its own security, billing, legal compliance and service improvement. This allocation depends on the actual processing, not its label.
2. Data we process
Account and Discord data: Discord user ID, username/display name, avatar, email if Discord supplies it, preferred language, subscription/access status, and IDs, names, icons, member counts and your permission level for servers you can manage.
Community and feature data: guild, channel, role, message and member IDs; module settings; commands and actions; XP, levels, reputation, rewards, votes and participation; moderation cases, warnings, notes and audit data; tickets, forms, introductions, suggestions, reminders and other content submitted to enabled modules; message content and before/after copies where a content-dependent automation, logging, moderation, DM-log, support or publishing feature requires it. Qreate does not indiscriminately archive every Discord message.
Direct messages you send to the bot: where a guild has enabled DM forwarding, a message you send to Qreate is copied, with your Discord name and ID, into a staff channel of the guilds you share with the bot that have the feature on. Before this happens for the first time, Qreate sends you a notice naming those guilds and a control to refuse; refusing stops the forwarding of your direct messages to every guild and can be reversed by you at any time. If the notice cannot be delivered, nothing is forwarded.
Separately, direct messages you send to the Qreate bot are kept so the Qreate team can read and answer them, together with your Discord name, ID and avatar and the messages the team sends back. Before the first one is kept, the bot tells you so in a one-time notice with a button that stops it; using that button, or the refusal control above, stops both forwarding and keeping and deletes the messages the team had kept. Ordinary inbox messages are kept for 12 months and then deleted. Qreate does not automatically classify all bot DMs for safety. If a team member receives a specific credible safety signal and records that message as a serious safety incident, we preserve the minimum evidence needed to investigate, restrict access and report it to Discord or competent authorities where appropriate. That incident record is held for up to 24 months. Qreate may also send one direct message, signed by a member of its team, to the person who added the bot to a server when nothing has been switched on after a day, to help with setup.
Verification and anti-abuse data: verification token/status/attempts, Discord user and guild IDs, timestamp, user agent, a derived IP hash, browser/device fingerprint, persistent verification cookie identifier, and VPN/proxy/Tor or fraud-risk result. When enabled by a guild, these signals may be compared with prior verified sessions in that guild and shown to its moderators. Where Qreate restricts a user, guild or feature, we also keep the restriction category, affected service, timing, staff rationale, review and notice history. The customer dashboard receives the category, affected service and timing, but not the staff-only rationale or evidence.
AI and support data: AI Crew prompts, responses, conversation history, optional screenshots/files, limited server configuration/context, saved memories, support email, subject and messages. Do not submit secrets or sensitive personal data that are unnecessary for the request.
Uploaded assets: files uploaded to QAssets (currently PNG, JPEG, WebP, GIF and PDF, up to 15 MB), plus the file name, description, MIME type, size, tags, folder, owner user ID and guild ID. QAssets creates a stable public URL under assets.qreate.gg (files uploaded earlier keep their assets.qreate.cloud address) so the file can be displayed in Discord embeds and other integrations. Anyone who obtains that URL may be able to view the file; do not upload confidential or access-restricted material.
Technical and telemetry data: IP address available in request/security logs, user agent, session/security events, page or feature actions, command usage, latency, status/error information and identifiers needed to diagnose abuse and reliability. We do not sell personal data or use it for behavioural advertising.
3. Purposes and legal bases
We process data to authenticate users, provide requested bot/dashboard features and maintain accounts (GDPR Art. 6(1)(b)); follow a guild controller's documented instructions (Art. 28); secure the Service, prevent abuse, measure reliability, support users and improve features (Art. 6(1)(f), after balancing the relevant interests); comply with law and valid legal process (Art. 6(1)(c)); and, where required, act on consent (Art. 6(1)(a)).
Guild administrators must provide their members with appropriate notice and a valid legal basis for the modules they enable. Consent is not automatically the correct basis for every community feature.
Improving automations and Q. To make automations, Q's answers and their reliability better, Qreate staff may review a limited, selected sample of conversations with Q and automation runs. Before anyone reads them we remove or replace identifiers such as usernames, user and server IDs, message links and email addresses (pseudonymisation). Reviewed excerpts stay with Qreate: they are never sold, never used for advertising and never given to any third party to train its models. Legal basis: our legitimate interest in a service that works (GDPR Art. 6(1)(f)). You can object at any time through the contact details in section 13, and your conversations are then left out of any future review.
4. Automated checks
A web human check, IP-risk checks and matching of a derived IP signal, browser cookie or device fingerprint can flag or block a verification attempt according to the guild's settings. These signals can be imperfect, for example on shared networks or devices. Qreate does not use them to make decisions producing legal or similarly significant effects. A member can ask the relevant guild moderators for manual review and may contact Qreate about processing performed by Qreate.
The AI assistant can also act on a server when a guild administrator has enabled it to. By default it prepares changes and a person approves each one; the server owner can raise that level so the assistant carries out some actions directly. The assistant can make mistakes, including acting on a misunderstood instruction, so the level is set by the server owner and the resulting actions are attributed to the person whose account they were made under. Qreate keeps a record of what the assistant applied, which that guild's administrators can review. The assistant is not used to make decisions producing legal or similarly significant effects about individuals.
AI moderation, when a guild administrator enables it, sends a message's text and images to an AI processing provider to check them against the categories that server chose, and either removes the message or asks the server's moderators to decide. When a moderator removes a flagged image, Qreate keeps a short derived identifier so that server can catch the same picture again. The server's administrators can see and remove these rules in the dashboard. A derived identifier, category and recorded reasons may be reviewed before it joins a shared protection list. The image itself is not kept for that decision.
6. The Workshop
Where a server publishes a scenario to the Workshop, the package, its description, its setup guidance, its pictures and its version history are prepared for other servers to read, and Qreate staff read the submission in order to decide it. A published listing, its previews, its version history, its recommendations and the creator-facing information attached to it are visible to other people, and a creator handle chosen for that purpose is public by design.
A recommendation is attributed to a server, not made anonymous: the destination server that ran the scenario is what makes a recommendation eligible. A report is handled the other way round, and more restrictively: the reporter's identity is kept from the author and from other servers, is visible only to staff deciding the report, and is disclosed further only where that is necessary or legally required. Moderation notes and decisions are internal records and are not published.
Keeping a listing for later is private to the person who kept it. It is not shown to the author, does not count towards any ranking and is not disclosed.
Pictures waiting for a decision have no public address at all. An author's uploaded picture is re-encoded before storage, which removes camera and location metadata, and any area the author paints over is removed from the image rather than hidden, so the covered part cannot be recovered afterwards by anyone, Qreate included.
6a. Connected AI clients (MCP) and bot-list votes
Connected AI clients. You can connect Qreate to an AI client that supports the Model Context Protocol, such as ChatGPT, Claude or Cursor. You start the connection yourself, sign in on qreate.gg, see which client is asking and which servers it would reach, and approve one or more permissions: read, plan and apply. You can disconnect at any time, in the AI client or in your Qreate account, and its tokens stop working.
What the AI client receives from Qreate: the names and ids of your Discord servers, their channels (names, ids, types and topics) and roles (names and ids), Qreate module settings, the server's Qreate plan and what it includes, stored plans and the changes they would make, run history and any questions waiting for your answer, message drafts (including image and icon addresses you added to them), the template catalogue, your usage allowance, and for a message you approved and published, its Discord message id and link. Some of this is content written by members of your server, such as channel names, topics and panel text. A client you choose to connect, such as ChatGPT provided by OpenAI or Claude provided by Anthropic, processes that data under its own terms and privacy policy as an independent controller. Qreate does not send it member messages, payment data, passwords, health data or government identifiers, and does not collect any of those.
What the AI client can do: read, prepare a plan, apply a plan you approved, post a message you approved, and put settings back. It cannot delete channels, roles, messages or records, ban, kick or time out members, or change Qreate's own permissions. Preparing a plan never changes anything. Planning through a connected client uses your account's usage allowance and credits in the same way as chat in the dashboard.
What Qreate stores because of a connection: the registered client (its name and allowed return addresses), sign-in codes and tokens (stored only as one-way hashes), the plans and drafts you prepare, and a record of each change made through the connection (who, which server, which action, the result and the plan it came from, not the message text or the full request).
Bot-list votes. When you vote for Qreate on Top.gg, Top.gg tells us your Discord id and name, when you voted and whether the vote counted double. We use this to credit the account named on the vote link or your own account, to give and later remove the voter role in the Qreate Discord server, and to send you one thank-you message and one message when the role is removed. The legal basis is our legitimate interest in running the vote rewards you chose to take part in (Art. 6(1)(f) GDPR), or the contract where you have a Qreate account. These messages contain no advertising, and you can ask us to stop them.
7. International transfers
Qreate uses third-party infrastructure providers to securely host and operate its services. Our primary production infrastructure is hosted within the European Union. Some providers are established or operate outside the EEA, and their processing may involve an international transfer.
Where GDPR requires it, we rely on an adequacy decision or appropriate safeguards such as the European Commission's Standard Contractual Clauses, together with supplementary measures where appropriate. If no lawful transfer mechanism and adequate protection can be established for a provider, that processing must be disabled. Provider privacy terms also apply to their independent processing.
8. Retention
We keep data only for the purpose for which it was collected, subject to the current operational rules below:
• Browser authentication is held in a signed, encrypted session cookie until expiry, sign-out or cookie deletion; Discord access tokens are used during sign-in and are not stored in the application database.
• Pending verification links expire after 7 days. The database currently retains expired and completed verification records and anti-abuse signals until the guild's verification data is deleted or a valid erasure request is completed; expiry of a link is not deletion.
• AI Crew memories: task and milestone entries expire 30 days after creation or refresh, while stated facts and preferences about a server are kept until deleted. Expired memories are excluded from prompts; physical cleanup may occur later. Every memory held for a server can be reviewed, edited or deleted at any time from the "What Q remembers" panel in the assistant, where recording can also be switched off per scope (server profile, personal); switching it off stops new memories being stored and stops existing ones being read. AI conversation history currently remains until the user deletes the conversation or the account data is erased.
• Deleted-channel recovery snapshots are usable for 30 minutes. Other short-lived reminders, lobbies and scheduled jobs are retained until completion, expiry or operational cleanup.
• A QAsset and its metadata remain in managed storage until an authorised guild user permanently purges it or the guild/account data is erased. “Archive” is a soft delete and does not remove the object or disable its public URL. Permanent purge deletes the object and its record; previously cached copies, Discord previews or copies made by third parties may persist outside Qreate's control.
• Account, guild configuration, moderation, feature history, telemetry, support and user-generated records currently remain while the account/guild or relevant feature is active and thereafter until deletion/anonymisation is completed following a valid request or operational cleanup. Removing the bot does not delete a server's configuration immediately, because communities remove it during a rebuild: that configuration is kept for 24 months so an authorised administrator can pick up where they left off, can be deleted sooner on request, and is then deleted or anonymised.
• Security and infrastructure logs are retained for the provider-configured operational period; we aim to keep ordinary application logs no longer than 30 days unless needed to investigate an incident.
• Connected AI clients: sign-in codes and access tokens are short-lived; a refresh token lasts up to 90 days, is replaced each time it is used, and stops working at once when you disconnect. Their hashed records, the registered client and the change records are kept while the connection or your account exists and are deleted with the account. Plans and drafts follow the rule for feature history above.
• Top.gg votes are kept for 24 months so that monthly limits and voter roles can be applied, then deleted.
• Ordinary direct messages you send to the Qreate bot, and the team's replies, are kept for 12 months and then deleted, or earlier when you use the stop button in the bot's notice. A team member may retain the minimum evidence from a specific message recorded as a serious safety incident for up to 24 months, to investigate, restrict misuse and make a report where appropriate.
• Active service-restriction decisions and their review history remain while the restriction is in force. Closed decisions follow the moderation, dispute and legal-record rules above; a related serious-safety evidence record remains subject to its separate 24-month limit.
• Records required for tax, accounting, disputes, fraud prevention or legal obligations are kept for the applicable statutory limitation/retention period.
Backups may retain residual copies until they rotate and are not restored except for disaster recovery. We will publish more specific automated schedules before representing them as guaranteed. Deletion can be delayed where preservation is legally required or technically necessary for a limited backup cycle.
9. Your privacy rights
Depending on the processing and your location, you may request access (including the specific recipients of your data, see section 5), correction, erasure, restriction, portability, or object to legitimate-interest processing; withdraw consent without affecting earlier processing; and complain to a supervisory authority. These rights are not absolute.
Signed in, the fastest route is Privacy and data in the dashboard (qreate.gg/dashboard/privacy), which takes a copy of your account data, the deletion of one server's configuration where you administer that server, and the deletion of your account, and shows the state and due date of anything already running. Otherwise email [email protected] with “Data Subject Request”, the relevant Discord user ID and guild ID, and enough information to verify the request without requesting unnecessary identity documents. We normally respond within one month; GDPR permits an extension of up to two additional months for complex or numerous requests, with notice within the first month.
For guild-controlled module data, contact the guild administrator first. Qreate will assist the controller as required. You may complain to the Autoriteit Persoonsgegevens (autoriteitpersoonsgegevens.nl) or your local EEA supervisory authority.
11. Children
The Service is not directed to children under 13, or below Discord's applicable minimum age or the minimum age required by local law where that is higher. Guild administrators must consider the age and vulnerability of their members before enabling tracking or moderation features. If we learn that data was collected from a child unlawfully, we will take appropriate steps to delete it.
12. Security and incidents
We use measures such as TLS in transit, restricted database access, tenant-scoped authorisation, secret management and access controls. No system is completely secure. Where Qreate is controller, we will notify the competent authority within 72 hours after becoming aware of a reportable personal-data breach, where feasible, and notify affected people without undue delay where the breach is likely to create a high risk. Where Qreate is processor, we notify the relevant guild controller without undue delay.
13. Changes and contact
We may update this Policy as the Service, providers or law changes. The current version and effective date appear on this page. We will use reasonable notice for material changes where appropriate. A privacy policy describes processing; continued use is not treated as consent where GDPR requires a separate affirmative choice.
Privacy requests and questions: [email protected]
Support: https://discord.gg/qreate
Controller establishment: Netherlands
Qreate is not affiliated with Discord Inc.