Ad Astra Bot — Privacy Policy
This policy explains how Ad Astra Bot processes Discord data. The Ad Astra project is operated by an individual based in France, acting as controller for this community bot.
Data the bot processes
In its enabled channels and report threads, the bot may process Discord identifiers, message content, message links, thread titles, timestamps, and GitHub issue references created from public reports. It does not read direct messages. The public assistant can be invoked by direct mention or /ask anywhere in the Ad Astra server, and processes only that explicit question. Private AI triage reads only the dedicated bug-report, suggestion, compatibility and private beta-report forums. When a member uploads a .sav file in #your-runs, the bot reads the archive locally to extract limited game metadata such as version, date, checksum, enabled-mod metadata and Ad Astra age markers.
Why the data is used
Data is used to answer a direct mention, maintain Discord-to-GitHub report links, mirror issue status, and prepare private staff triage summaries. The legal basis is the operator’s legitimate interest in running support, tracking reproducible defects and improving the mod, balanced against data minimisation, restricted channels and the ability to avoid mentioning the bot.
AI processing
When the public assistant or private triage is enabled, the relevant message and limited surrounding context are sent to the OpenAI API to generate an answer or a staff summary. The application requests stateless Responses API processing with store: false. A raw save file is never sent to OpenAI. Only after the member presses the optional Ask for advice button may the bot send a minimised summary of its detected game metadata to OpenAI. When needed for a current Stellaris question, the public assistant may use a restricted web search limited to the Stellaris Wiki, official Paradox sources and Steam. For private triage, Discord account identifiers are replaced with neutral participant labels before the request. Do not submit sensitive information to the bot.
Storage and sharing
The bot stores the minimum operational data needed to link Discord report threads and GitHub issues. Public bug reports and suggestions may be copied to GitHub when synchronised; private beta reports are not synchronised to public GitHub. Data is also processed by Discord, GitHub, OpenAI when AI features are used, and the bot hosting provider. These providers may process data outside the European Economic Area under their applicable contractual and transfer safeguards.
Retention and your choices
The bot does not retain public-assistant questions locally. It retains only pseudonymous daily AI-usage counters, which are replaced at the next Paris-calendar day. A raw .sav attachment is downloaded only for the immediate local inspection and is not retained; a compact parsed report without the raw save is held in memory for at most 20 minutes so its buttons work. Beta test-card assignments retain only a Discord member identifier, card ID and declared result for up to 120 days. The private operations monitor retains a rotating recovery snapshot of ticket-link and test-card metadata, never message bodies or save files, for up to 14 days by default. Private-triage deduplication identifiers are deleted after 30 days and bot-authored private triage summaries after 90 days. Local Discord/GitHub link records are deleted 12 months after the linked issue is closed; webhook delivery identifiers are deleted after 30 days. Discord and GitHub may retain the original post under their own settings. You can avoid AI processing by not mentioning the bot, by not pressing the save-advice button, and by not posting in enabled report channels.
Your rights
You may request access, correction, erasure, restriction or objection where applicable. You may also complain to the French supervisory authority, the CNIL. The bot does not make decisions producing legal or similarly significant effects. Send a request to the Ad Astra server staff through the official Discord server and include a link to the relevant message, thread or GitHub issue so it can be located without collecting unnecessary information.
Security
Access to the bot’s configuration is restricted to the server administrator. No system can guarantee absolute security, so please avoid sharing confidential data in Discord.
Politique de confidentialité — résumé français
Le bot traite les messages des salons et fils autorisés, les identifiants Discord et les liens vers les issues GitHub pour répondre, synchroniser les rapports publics et préparer des synthèses privées pour le staff. L’assistant public peut etre invoque par mention ou /ask dans tout le serveur ; il ne traite que la question explicitement envoyee, jamais les messages prives ni la discussion voisine. Dans #your-runs, une sauvegarde .sav volontairement deposee est lue localement pour extraire seulement des metadonnees de jeu; elle n'est pas conservee et son resume reste vingt minutes en memoire pour les boutons. Le fichier brut n'est jamais envoye a OpenAI : seul un resume minimal peut etre envoye apres clic explicite sur le bouton de conseil. L'etat d'une carte de test beta conserve seulement l'identifiant du testeur, la carte et le resultat declare pendant au plus 120 jours. Le moniteur privé d’exploitation conserve une sauvegarde rotative des seules métadonnées de liens et de cartes de test, jamais le corps des messages ni les sauvegardes, au plus 14 jours par défaut. Le triage IA est limité aux forums dédiés et pseudonymise les participants avant l’envoi à OpenAI. L’assistant public peut effectuer une recherche web limitée au wiki Stellaris, aux sources Paradox et à Steam lorsqu’une information actuelle l’exige. Les requêtes de l’assistant public ne sont pas stockées localement ; seuls des compteurs d’usage pseudonymisés sont remplacés chaque jour. Les identifiants de triage sont purgés après 30 jours, les synthèses privées après 90 jours et les liaisons locales après 12 mois suivant la fermeture de l’issue. N’envoyez aucune donnée sensible. Pour exercer vos droits, contactez the Ad Astra server staff through the official Discord server avec le lien du message concerné ; vous pouvez aussi saisir la CNIL.