Privacy Policy

This document is a translation of the Japanese original, provided for reference. In case of any discrepancy, the Japanese version shall prevail.

ℹ️ This service is currently provided as a beta version. Its specifications may change without prior notice. This Policy will be revised in response to the release of a formal version or changes in the business structure.

Effective date: July 25, 2026

Octopus Translator ("we," "us," or "our") sets forth this Privacy Policy regarding the handling of users' personal information in connection with "OctopusTranslator" (the "Service"), our translation service for Discord.

1. Operator Information

2. Information Collected

The Service collects the following information.

2.1 Information Relating to Discord Accounts

When logging in to the administrative dashboard, the following information is obtained through Discord's OAuth 2.0 authentication. The scope of access obtained on Discord is limited to identify (identity verification) and guilds (list of servers the user belongs to).

• Discord user ID
• Discord username
• List of Discord servers (guilds) the user belongs to

2.2 Server Configuration Information

• Discord server ID and server name
• Channel ID, channel name, and language settings per channel
• Discord user ID and username of users registered as administrators
• Mapping settings between invite links and roles

2.3 Content Posted by Users

• The subject and body posted to the request/bug report form (request box), and the Discord user ID and username of the poster

2.4 Usage Statistics

• Translation character counts and translation counts per server (monthly and cumulative)

Note: Only numerical values are stored as statistics. The content of translated messages is not included.

2.5 Access Logs and Cookies

• IP address, browser type, access date and time, and referrer
• Cookies used to maintain login sessions

3. Handling of Discord Messages

Because translation is the Service's core function, its handling is explained separately below.

3.1 Message Content Is Not Stored

For automatic translation, reaction translation, and command translation alike, the content of messages subject to translation and the resulting translated text are never stored in a database. They are processed temporarily in memory for the purpose of translation and are discarded once processing is complete.

A cache may be retained in the server's memory for a limited period to avoid re-translating identical content, but this cache is not persisted and is cleared when the server restarts.

3.2 Identifiers Are Removed Before Transmission

The body of a Discord message may contain user IDs, role IDs, and channel IDs in the form of mentions (e.g., <@123456789012345678>).

Before sending message content to the translation engine, the Service automatically replaces these with placeholders and restores them after translation. Accordingly, Discord IDs of any kind are never transmitted to the translation engine.

Similarly, URLs, code blocks, custom emoji, and timestamps are also excluded from what is transmitted.

3.3 Message Content Is Not Recorded in Logs

Server operation logs record only the success or failure of translation, character counts, and language codes; message bodies are not recorded.

3.4 Regarding Image Translation

When the feature for translating text within images is used, the image data itself is sent to an external service (see Section 5) for text recognition. Because images may capture names, addresses, or other information, please refrain from translating images containing sensitive information.

4. Purposes of Use

The information collected is used for the following purposes.

1. Providing, maintaining, and improving the Service
2. Responding to inquiries and requests from users
3. Understanding usage conditions and calculating billing based on usage volume
4. Preventing unauthorized use and ensuring the security of the Service
5. Investigating the causes of incidents when failures occur

We will not use the information beyond the scope of the purposes described above.

5. Provision to External Services

The Service uses the following external services to provide its functions. For the most current list, please refer to the List of Subprocessors.

5.1 Provision to Third Parties Located Overseas

Each of the above recipients is located outside Japan (primarily in the United States). Provision of information to these recipients falls under "provision to a third party in a foreign country" as defined in Article 28 of the Act on the Protection of Personal Information.

By using the Service, users are deemed to have consented to such provision. The handling of information by each recipient is governed by that recipient's own published privacy provisions.

5.2 Handling by Azure AI Translator

Microsoft has stated that, with respect to Azure AI Translator, text submitted is not stored in persistent storage and is not used to train machine learning models (the "No Trace" policy). This policy applies by default to all use, whether free or paid.

5.3 Regarding Google Calendar Integration

The calendar integration feature has stopped being offered to new servers. It remains available only to servers that were already using it before the discontinuation.

For servers using this feature, event information — including the Discord user ID of the poster — is saved to Google LLC's Google Calendar.

6. Provision to Third Parties

Except for provision to the external services described in Section 5, we will not provide personal information to third parties except in the following cases.

1. Where the individual has given consent
2. Where required by law
3. Where necessary to protect a person's life, body, or property, and it is difficult to obtain the individual's consent
4. Where cooperation is necessary for a national institution or similar body to perform duties prescribed by law

We will never sell personal information to third parties for advertising purposes under any circumstances.

7. Retention Period

If the Bot is removed from a server, the configuration information relating to that server will be deleted after a certain period of time has elapsed. If you wish for immediate deletion, please contact us through the contact point above.

8. Rights of Users

Users may make the following requests regarding their own personal information held by us.

• Notification of the purpose of use
• Disclosure
• Correction, addition, or deletion of content
• Suspension of use or erasure
• Suspension of provision to third parties

To make a request, please contact us at octopus.translator2@gmail.com. We may ask you to confirm your Discord user ID for identity verification purposes.

Except where otherwise provided by law, we will respond within approximately two weeks of the request.

9. Security Control Measures

We have implemented the following measures to prevent the leakage, loss, or damage of personal information.

• Encryption of communications (HTTPS)
• Encrypted storage of authentication credentials (AES-256-GCM)
• Access control for the administrative dashboard (authorization via Discord's "Manage Server" permission)
• CSRF protections, rate limiting, and application of security headers
• Minimization of access privileges

10. Use by Minors

The Service is provided on Discord. Discord's Terms of Service do not permit use by persons under the age of 13, and the Service follows the same policy.

11. Changes to This Policy

We may revise this Policy in response to changes in applicable law or changes to the content of the Service. When making a material change, we will announce it in advance on the Service's official website or official Discord server.

12. Contact

For inquiries regarding this Policy, please contact us at:

octopus.translator2@gmail.com

Revision History