Privacy Policy · Memory

MemoryBot is now called Memory. This document still uses the name MemoryBot until its next revision; the service it describes is the same.

1. Overview

This Privacy Policy explains how MemoryBot collects, uses, stores, shares, and deletes information when used in a Discord server, and when you sign in to this web dashboard.

MemoryBot is disabled by default. It only processes messages for memory collection in channels where a server administrator has explicitly enabled it with /enable [channel].

2. Information MemoryBot may process

When enabled in a channel, MemoryBot may process:

Message content from enabled Discord channels
Discord user IDs and user mentions
Discord channel IDs and channel mentions
Discord server IDs and names, member counts, and when MemoryBot was added to or removed from a server
Message timestamps and related metadata
Questions submitted through bot commands such as /ask
Messages that appear to ask about previous server context
Recent stored memories used for /catch-me-up. Run without a number of hours, it looks through the channel's recent history for your own last message, to know where to start; that time isn't stored
User opt-out status from /ignore_me
Questions asked through the Memory desktop app, typed or spoken. A spoken question is a recording of at most 25 seconds, made only while you hold the talk key or button

MemoryBot ignores direct messages, messages from bots, channels that haven't been enabled, and users who have opted out with /ignore_me. Bot commands are server-only and aren't available in DMs.

Separately, signing in to this dashboard through Sign in with Discord requests the identify and guilds OAuth scopes, so we can read your Discord username, avatar, and the list of servers you can manage. We don't request access to your messages through this login.

3. Information MemoryBot stores

MemoryBot stores extracted memory summaries and related metadata in a vector database that runs on the operator's own server (hosted on Google Cloud). Stored data may include:

A concise summary of useful server discussion context
Server IDs, channel IDs, and user IDs or mentions, if available and configured
Timestamps or memory age metadata
Embeddings used for memory search
Opt-out records for users who run /ignore_me

MemoryBot does not permanently store full raw message transcripts as memories. On Discord, MemoryBot does not keep messages between checks: once per check interval (twelve hours on Free, four hours on paid plans, or two hours on Pro plans that choose it) it reads the messages posted in each enabled channel since its last check from Discord, at most the last 24 hours, and holds them in working memory, never on disk, only while it extracts summaries from the whole conversation. For these regular checks, the extraction request goes to Google's Gemini Batch API, which processes requests at a lower price within 24 hours, usually much sooner: the conversation then waits at Google until it's processed, and MemoryBot deletes the job from Google as soon as the summaries are saved. While it waits, MemoryBot keeps only the channel, the ID of the last message, the authors' IDs and names, the newest message's time and a word count, never the messages. It only reads messages posted after a channel was enabled (or after its memories were last wiped), and never messages someone posted while they had opted out with /ignore_me. The one exception is a choice the admin makes when turning a channel on: /setup and /enable can also read the channel's last 7 days, and do unless the admin switches it off. Those messages are read once, right away, with the same rules (opted-out members are skipped, nothing is stored but the summaries), and the memories made from them are deleted on the plan's usual schedule, counted from when the messages were posted. A channel turned back on is never read again for the time it was already read. To keep the context of a conversation, it may re-read a short stretch of already-read messages and the message a reply answers; those are only used to understand the new messages. Messages deleted before a check are never read, and edited messages are read as edited. On Slack, raw messages from enabled channels are held in working memory, never on disk, for up to one check interval, and edits and deletions made during that time are applied before extraction. The long-term stored record is the extracted memory summary and metadata, not the full raw transcript.

On the Free plan, MemoryBot stops these checks when nobody in the server has used it for 14 days (no /ask, catch-up, command or channel change). It records only the date of the last use for this. The next use starts the checks again, reading at most the last 24 hours; messages from before that are never read. Memories already kept are unaffected and expire on the usual schedule.

The dashboard itself stores your Discord account ID, username, and avatar, the servers you can manage, and (for servers on a paid plan) subscription status from our billing processor, Whop. For a server's free trial it stores when the trial started and ends, and the Discord ID of the person who started it. This is kept in a session cookie and in the application database, separate from bot memory. The application database is MongoDB Atlas, a hosted database service: it holds server and channel settings, plans and billing status, usage counts, dashboard accounts, sessions, audit logs, opt-outs, encrypted sign-in and Slack tokens, and summaries waiting to be saved (encrypted, for at most 24 hours). It never holds message text. For Discord servers it also holds the server context and channel notes that administrators write with /context or on the dashboard (see section 6).

When a Slack workspace installs Memory, we store the workspace's ID and name, the ID of the person who installed it, and the bot access token Slack issues, sealed so that only the Slack bot can read it. Removing the app from Slack deletes that token right away. Slack memories follow the same rules as Discord ones: only enabled channels, summaries rather than messages, and the same retention and deletion controls. There is no bulk export of a workspace's memories.

The API keys you create on the dashboard are stored as a one-way hash with a short visible prefix, a name, and when they were made, last used and revoked. Searches made with a key are recorded in the server's audit log with the IDs of the memories returned, not the search text. We also count, per channel and day, how many questions found no matching memory; the questions themselves aren't kept. When someone rates one of MemoryBot's answers with 👍 or 👎, we only store the count of 👍 and 👎 for each server. We don't store who voted, the question or the answer; a one-way code, which can't be traced back to the person, only stops someone counting twice on the same answer. Counts cover the last 30 days, and /forget deletes a server's. A deletion request stores your Discord user ID until you answer Memory's message about it, for 7 days at most. A one-way code of the ID, which can't be turned back into it, is kept for 7 days so the same account can't be sent another request that week. After that only the request number, dates and outcome remain.

When you link the Memory desktop app to your account, we store the computer's name as Windows reports it, when it was linked and last used, and a one-way hash of the app's access token. The token itself stays on your computer, in Windows Credential Manager. Unused link codes expire after 10 minutes and are deleted after a day. A linked computer stops working after 90 days, when you unlink it on the Account page, or when you sign out everywhere. Questions asked in the app are recorded in the server's audit log the same way as questions asked on the web. Voice recordings aren't stored: each one is sent once to be turned into text and then discarded.

4. Use of AI services

MemoryBot may send relevant content to Google Gemini for AI processing, including batched message content from enabled channels (for regular checks, through Gemini's Batch API, as described in section 3), questions submitted through /ask or by mentioning MemoryBot or replying to its answers, messages checked for memory-question detection, and stored memory summaries used to generate answers or catch-up digests. On Discord, the server context administrators write is sent with memory extraction, answers and summaries, and a channel's note only with that channel's messages and questions. Spoken questions from the desktop app are sent to Gemini once, only to turn them into text before they're answered like a typed question; Memory doesn't keep the recording. When the app reads an answer aloud, it uses the voices installed on Windows on your computer, so nothing more is sent for that. "Write it for me" sends the server's name, the names and topics of enabled channels the administrator can see, and recent memories from those channels, to draft a context.

Gemini may be used to extract useful memories from channel discussions, generate embeddings for memory search, detect whether a message is asking about server memory, answer memory-related questions, and generate recent-topic summaries. The exact behavior may depend on the bot operator's configuration. MemoryBot uses Google's paid Gemini API, under terms that say Google doesn't use this content to improve its products.

5. How information is used

MemoryBot uses information to remember useful server context, answer questions about previous discussions, summarize recent stored topics, detect when someone may be asking about past server context, respect user opt-out choices, and operate, maintain, and improve bot functionality. Dashboard account data is used to show you the servers you can manage and, where applicable, your plan and billing status.

MemoryBot does not sell personal information.

6. Server administrator controls

Server administrators can control where MemoryBot operates:

/enable [channel] - enables memory collection in a channel
/disable [channel] - disables memory collection in a channel
/forget confirm:True - deletes all stored memories for the server, clears cached answers, and cancels pending memory batches
The server's owner on the dashboard can request the same deletion from the server's Settings page (Danger zone); MemoryBot carries it out within about a minute with the same steps as /forget confirm:True and records it in the server's audit log
/schedule-summary and /remove-schedule - schedule or remove recurring summaries posted to a channel, on plans that support it
/context (Discord, Manage Server) and the dashboard's Settings page - write, change or remove a short description of the server and notes for single channels. MemoryBot uses it to judge what is worth remembering and to understand questions, and /ask may answer from the server description when no memory covers a question. It is kept until an administrator removes it; the dashboard's audit log records that it changed, not its text

If a channel isn't enabled, MemoryBot doesn't collect memory from that channel. On Slack, workspace admins use /mb-enable and /mb-disable, and only the workspace owner can run /mb-forget confirm, which deletes all of the workspace's memories in the same way. MemoryBot never reads direct messages on either platform.

7. User controls

Users can opt out of memory collection in a server by running /ignore_me, which stops MemoryBot from collecting that user's messages. Running /unignore_me allows MemoryBot to collect that user's messages again in enabled channels. On Slack, the same controls are /mb-ignore-me and /mb-unignore-me.

8. Data retention

How long MemoryBot keeps stored memories depends on the server's plan:

Free - 90 days
Lite - 1 year
Starter - 1 year
Pro - 2 years

MemoryBot runs a cleanup task every 24 hours while online to remove memories past their plan's retention window. Upgrading or downgrading a server's plan changes its retention window going forward; a free trial counts as the trial plan while it lasts. Dashboard sessions expire automatically after 30 days, regardless of plan.

9. Data deletion

The server owner can delete all stored memories for their server by running /forget confirm:True. The server's owner on the dashboard can also wipe them from the server's Settings page. Users who don't want future messages remembered can run /ignore_me. To have your Discord user ID and name removed from memories that are already stored, send a deletion request. Memory messages that Discord account to confirm, and nothing changes unless the account itself presses Accept. Then memories you wrote alone are deleted, and you are removed from the author list of shared ones. The summary text of a shared memory stays as it is, and may still mention you; the server owner can remove those with /forget. These requests are for Discord accounts; on Slack, run /mb-ignore-me and ask the workspace owner, who can delete the workspace's memories with /mb-forget confirm.

11. Security

MemoryBot stores memories in a database on a server controlled by the bot operator, and application data in a hosted MongoDB Atlas database that only the operator's services can reach. The bot operator is responsible for protecting the bot hosting environment, database files and database credentials, Discord bot tokens, Gemini API keys, and configuration files and secrets. Dashboard sessions use HTTP-only, same-site cookies. MemoryBot is designed to reduce long-term storage of raw conversation data by storing extracted summaries instead of full message transcripts.

12. Children's privacy

MemoryBot is intended for use in Discord servers. Server owners and administrators are responsible for deciding whether MemoryBot is appropriate for their community and for enabling it only in suitable channels.

13. Changes to this policy

This Privacy Policy may be updated when MemoryBot changes. The latest version is posted on this page.

14. Contact

For questions about this Privacy Policy or requests related to stored data, contact the operator of the MemoryBot instance installed in your Discord server. For the official MemoryBot instance, reach us through our Discord support server.

Your data, summarized, not hoarded.