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Privacy Policy

Last updated October 17, 2026

This explains what information Sparrow collects when it's added to a Discord server or used through its dashboard, why, and how long it's kept. It covers the Sparrow bot, the dashboard, and this website (together, the "Service").

What we collect

Depending on which features a server uses, Sparrow may store:

  • Discord identifiers: user, server, channel, and role IDs (the numeric IDs Discord itself uses), so Sparrow knows who opened a ticket, who's entered a giveaway, and so on. These aren't linked to your email or real name unless you've made that public on Discord yourself.
  • Ticket and application content: the questions a server configures and the answers submitted to them, plus a copy of a ticket's messages (its transcript) when it closes, unless the server turns transcripts off. A transcript opens on Sparrow's website for the people who were part of the ticket and the server's staff, after they log in with Discord, or for anyone with the link if the server makes its transcripts public. If the server saves transcript images, those images are copied into our storage.
  • Giveaway data: who entered, how many entries they have, and who won.
  • Reviews: star ratings and any written feedback submitted after a ticket, application, or event.
  • Member roles: if a server turns on Persistent Roles, which roles each member has, so they can get them back if they leave and rejoin. After a member leaves, their saved roles are kept for the time the server chooses (30 days by default, up to a year) and then deleted. Turning it off deletes them all. If a server has Join Roles wait before giving roles, the IDs of members still waiting are kept until they get their roles or leave.
  • Leveling: if a server turns on Leveling, each member's XP, level, how many messages, voice minutes, reactions and commands earned XP, when they last earned XP, their activity streak (days in a row and their best), and whether they left or were banned (so leaderboards can hide them). If a member styles their own rank card, the colors they pick and any background image they upload, until they remove it or the server's data is deleted. Daily copies of the server's XP are kept for up to 30 days so it can be restored. If the server's web leaderboard is on, it shows members' Discord names and avatars next to their level and XP, to anyone with the link unless the server limits it to members. A server can turn it off, and can remove XP with /xp or reset it when members leave.
  • Votes on top.gg: when you vote for Sparrow on top.gg, top.gg tells us your Discord user ID, username and avatar, and when you voted. We keep each vote for 30 days. We also keep how many times you've voted, your vote streak and when you last voted, so we can thank you and show your count, and, if you turn on reminders in /vote, when to remind you. These stay until you ask us to delete them. Sparrow's team gets a private notice of each vote with your name. Sparrow DMs you a thank-you after you vote and a reminder when you can vote again; turn either off with the buttons on those DMs or with /vote.
  • Staff activity: if a server has Staff Activity, a record of changes its staff make through Sparrow (like changing a member's XP or giving a temporary role): who made the change, who it was made to, what changed, and the reason given. Kept for 30 days, then deleted.
  • Logs: if a server turns on Logs, Sparrow posts what happens there (like deleted messages, bans and role changes) to that server's own log channel. To show what a deleted or edited message said, Sparrow keeps recent messages in memory only. They aren't saved, and are gone when Sparrow restarts.
  • Premium purchases: payments are handled by Stripe, and Link (by Stripe) is the seller. Your card details go straight to them; we never see them. We keep your Discord user ID, which server has Premium, the plan, when it started, renews or ends, the amount of your last payment, any discount or gift code used, the reason you gave if you cancel, and where you first came from (like a search engine or top.gg, remembered in your own browser until you buy). We keep these records after Premium ends, for accounting and support.
  • Images uploaded through the dashboard: embed images, icons, and similar assets a server's admins choose to upload (stored with Cloudflare R2, our file storage provider).
  • Invite opt-out: if you press Don't send me invites on an invite to apply, we keep your Discord user ID so staff can't send you another one through Sparrow. Turning invites back on removes it.
  • Dashboard login: when you sign in to the dashboard, Discord (via OAuth) shares your Discord user ID, username, avatar, and the servers you're in, so we can show you the right servers and check your permissions. We don't receive your Discord password, and we don't request your email address.
  • Website visits: when you visit Sparrow's website, we count the page, where you came from (like a search engine or top.gg), whether you're on a phone or a computer, and your rough location (country and city, worked out from your IP address on our own server). We don't use cookies for this and we don't keep your IP address: you're counted with a code that changes every day, so we can't tell it's you on another day. While the site is open in a tab, we note which page it's on, to count the people on the site right now, and remove it when you leave. What you type in the docs search is counted too, so we can see which docs are missing. None of this is linked to your Discord account.
  • Basic server logs: standard web server logs (like IP address and timestamps) kept briefly by our hosting provider for security and debugging, not used to profile individual users.

How we use it

Everything above is used only to make the features you use work, such as showing ticket history, running a giveaway's draw, displaying a review or rendering a panel's embed. We don't sell data, and we don't use it for advertising or profiling. We don't read ticket or application content for any purpose beyond providing the Service (support, debugging a reported bug, or responding to a legal request), and we don't share it with other servers.

Where it's stored

Sparrow's data lives in a managed PostgreSQL database and is hosted on standard cloud infrastructure. Uploaded images are stored with Cloudflare R2. We don't operate our own physical servers. We rely on these providers' own security practices in addition to ours.

How long we keep it

Data tied to a feature (a ticket, an application, a giveaway) is kept as long as that server keeps using Sparrow, so history and past activity stay available to that server's staff. If a server's admins delete a specific ticket panel, application panel, giveaway or message, its associated data is deleted along with it. This includes any images it used, once nothing else still references them. If Sparrow is removed from a server, we keep that server's data for a grace period so nothing is lost if it comes back: 30 days, or 60 days for servers with Premium. If Sparrow is added back within that time, everything is exactly as it was. When the period ends, all of that server's data is deleted automatically. This includes its settings, tickets, applications, giveaways, reviews, messages and event records, along with any images it uploaded. If you'd like data deleted sooner, see Your rights and requesting deletion.

Third parties

Sparrow shares data with the following, only as needed to run the Service:

  • Discord: as the platform Sparrow operates on; see Discord's own Privacy Policy.
  • Cloudflare: for image storage (R2) powering uploaded embed images and icons.
  • top.gg: where you vote for Sparrow; see top.gg's own privacy policy for what it keeps.
  • Our hosting and database providers: to run the bot, dashboard, and database.

We don't sell personal information, and we don't share it with anyone else for their own marketing purposes.

Server admins control what's collected

A server's own admins decide what questions a ticket or application panel asks, what a giveaway requires to enter, and what gets logged. If you have questions about how a specific server is using Sparrow, ask that server's own staff first. We don't control or review individual server configurations.

Your rights and requesting deletion

You can ask a server's admins to remove your ticket, application, or giveaway data at any time, and they can do so directly from the dashboard. If you'd like to request deletion of your data directly from us (for example, if a server is no longer active), reach out through our Support page with your Discord user ID and the server(s) involved, and we'll act on it as soon as we reasonably can.

Children's privacy

Sparrow follows Discord's own minimum age requirements and doesn't knowingly collect data from users who don't meet them. If you believe a user under that age is using the Service, please report it through Discord directly, and through our Support page as well.

Changes to this policy

We may update this policy as Sparrow's features change. Material changes will update the date at the top of this page. Continuing to use Sparrow after a change means you accept the updated policy.

Contact

Questions about this policy, or a data deletion request, can be sent through our Support page.