Terms of Service

GuildOtter is a Discord bot with a web dashboard, operated by Otter Development (“we”). By adding the bot to a server or using the dashboard you accept these terms. Features may change or be withdrawn, and we do not guarantee uninterrupted or error-free service; the status page shows what is running.

The bot, the dashboard and the software behind them belong to us. What you and your server put into the service stays yours; you let us process it to run the service for you.

• Every server can add the bot and use it right away. We may suspend or end the service for a server that breaks these terms, does not pay, or where we see a risk of fraud.
• You must comply with Discord’s Terms of Service and meet Discord’s minimum age to use the service.
• You can remove the bot from your server at any time.

• Server admins are responsible for how the bot is configured on their server, including all custom messages, forms, and knowledge base content.
• Do not use the service for anything illegal, for fraud, spam or harassment, to infringe anyone’s intellectual property, or in a way that violates Discord’s rules.
• Do not attempt to disrupt, overload, or gain unauthorized access to the service.

• The AI assistant is included in every plan and runs on AI provider accounts we operate, within the monthly and daily budget of the server’s plan. When a budget is used up the assistant pauses until it refills; tickets keep working.
• A server admin picks which model answers, switches the assistant off at any time, and decides what it may read: knowledge base entries, and optionally Discord channels and web pages you point it at.
• We record how much the AI is used (token and request counts) and what it did (escalations, auto-closes, blocked prompts, errors) to keep the service reliable and to prevent abuse. Message content is not part of these records.

• Our order process is conducted by our online reseller Paddle.com. Paddle.com is the Merchant of Record for all our orders. Paddle takes the payment, issues the invoice and makes refunds, and Paddle’s buyer terms apply to the purchase.
• Paid plans are subscriptions. They renew at the end of each period at the price shown when you subscribed, until you cancel. Cancel any time before the renewal date and nothing more is charged; the plan stays active until the period ends.
• Prices are shown in euros and include VAT where it applies. We never see your card number.
• Refunds, the 14-day money-back guarantee on a server’s first subscription, tokens and your statutory right of withdrawal are in the Refund Policy, which is part of these terms.

Two different roles apply, depending on whose data it is. What each one covers is in the privacy policy.

• Your own account. For signing in, the servers you manage and a purchase, we are the controller under Art. 4 (7) GDPR and answer for that processing ourselves.
• What happens inside a server. For tickets, form answers, transcripts, ratings, blocks, the audit log and knowledge base content, the server’s operator is the controller and we are the processor under Art. 28 GDPR. We process that data on the operator’s instructions, which are the settings they choose in the dashboard and the requests they send us.
• What we owe as processor. What Art. 28 (3) GDPR requires: confidentiality for everyone with access, the security measures described in the privacy policy, help with data subject requests and with reporting a breach, only the sub-processors listed in the privacy policy and notice before a new one starts, and deletion of the server’s data 48 hours after the bot is removed.

What the law does not let us exclude, we do not exclude. We remain fully liable for intent and gross negligence, for injury to life, body or health, under the German Product Liability Act, and for anything we expressly guaranteed. For slight negligence we are liable only if we break an obligation that makes performing this agreement possible at all and that you may rely on us to keep, and then only for the damage typical for an agreement of this kind and foreseeable when it arises.

We may update these terms as the service evolves. A change that affects your rights or duties is announced in the dashboard at least 14 days before it takes effect, and a paid subscription is also told by mail. If you do not accept it, cancel or remove the bot before that date; continued use afterwards means you accept the updated terms.

German law applies. If you use the service as a consumer, this does not take away the protection of the mandatory rules of the country you live in, and it does not touch your right of withdrawal in the Refund Policy. Under § 36 VSBG: we are neither obliged nor willing to take part in dispute resolution proceedings before a consumer arbitration board.

Questions about these terms: write to [email protected], message endofcircuit on Discord, or use the postal address in the imprint.