The Gate Keeper
Privacy Policy
How Artifact handles entry-process information.
This policy explains how Artifact handles information shared with The Gate Keeper during Artifact’s Discord entry questionnaire and staff-review process.
A focused entry tool.
The Gate Keeper is used only in Artifact. Its purpose is to guide a new member through Artifact’s entry questionnaire and give authorized staff a consistent way to review an application before granting full community access.
The Bot does not operate as a general-purpose service for outside communities, advertising, behavioral profiling, or unrelated data collection.
What this policy covers.
This policy applies when you join Artifact, receive an entry role, communicate with The Gate Keeper through Discord direct messages, complete its questionnaire, or have your application reviewed by Artifact staff.
Discord separately operates its own platform and processes data under its own Privacy Policy. This page covers Artifact’s handling of information through The Gate Keeper workflow.
Information used in the entry process.
The Gate Keeper only handles information relevant to reviewing a request to join Artifact.
Discord account context
- Discord username, display name, and user ID
- Discord account-creation date
- Profile avatar made available through Discord
- Current Artifact entry or membership role status
- Publicly visible Discord profile context that staff may independently review
Information you provide
- Your questionnaire answers
- Messages sent to The Gate Keeper during the entry process
- Clarification you voluntarily provide when Artifact staff need additional context
- Information you choose to include in a support or privacy request
Review and decision information
- Whether an application is incomplete, pending, approved, declined, or escalated
- Relevant entry-role and member-role changes
- Staff review and decision activity
- Bot-generated join, approval, denial, removal, or ban notices
- Information needed to investigate misuse or enforce Artifact rules
What The Gate Keeper does not collect
- Government-issued identification
- Payment, banking, or credit-card details
- Passwords, login codes, or Discord credentials
- IP addresses or precise location information
- Profile-banner data retrieved or stored separately by the Bot
- Medical, legal, or similarly sensitive information unrelated to entry into Artifact
How information is used.
Artifact uses entry-process information to operate a structured, staff-reviewed onboarding process. This helps staff understand why someone wants to join and make a more informed decision before granting full access.
- Deliver Artifact’s entry questionnaire through Discord direct messages.
- Receive and present completed answers for authorized staff review.
- Review relevant account context alongside the questionnaire.
- Approve, decline, delay, escalate, remove, or ban an applicant where appropriate.
- Apply or remove Artifact roles connected to entry and membership access.
- Maintain safety, prevent ban evasion, investigate misuse, and enforce Artifact rules.
- Troubleshoot or maintain The Gate Keeper’s entry workflow.
Where information is kept.
The Gate Keeper does not maintain a separate local database, local text-file archive, or local backup folder containing questionnaire answers.
While you are actively answering questions, the Bot processes those messages in order to guide the questionnaire. After submission, the relevant application information may be posted into Artifact’s private staff-review channel on Discord for review and decision-making.
- Discord direct messages: used to send questions and receive your answers.
- Private Artifact staff-review channels: may contain your submitted questionnaire and relevant account context.
- Private Artifact staff-log channels: may contain bot-generated notices about joins, approvals, denials, removals, bans, or other entry-related outcomes.
- Temporary Bot memory: the Bot may temporarily hold an in-progress questionnaire while you are completing it. This temporary state is not intended as a permanent record.
Please do not send unnecessary sensitive information.
Artifact’s entry questionnaire is intended to be straightforward. Do not send passwords, government identification, banking information, home addresses, authentication codes, legal documents, medical records, or other sensitive information that is unnecessary for joining Artifact.
Artifact may remove, restrict, or decline to retain information that appears unsafe, unnecessary, prohibited, or unrelated to the entry process.
Who can access entry information.
Access to application information is intended to be limited to Artifact staff who need it for onboarding, moderation, safety, support, or technical administration.
- Authorized Artifact staff: for entry review, moderation, safety, and operational needs.
- Discord: because The Gate Keeper operates through Discord, messages and interactions are processed through Discord’s platform.
- Technical support personnel: only where access is reasonably necessary to maintain, secure, or troubleshoot The Gate Keeper.
- Safety or legal purposes: where reasonably necessary to respond to abuse, protect people or systems, meet legal obligations, or make platform reports.
Artifact does not sell questionnaire information, use it for advertising, or permit staff to access applications for personal curiosity, public callouts, harassment, or unrelated purposes.
Retention and deletion.
Artifact does not keep a separate local archive or backup copy of questionnaire responses. Entry information that remains available to Artifact is generally limited to the applicable private Discord review and staff-log messages created as part of the entry process.
Artifact keeps those private staff-channel records only while reasonably needed for entry review, moderation, safety, dispute handling, prevention of ban evasion, or other legitimate Artifact operational needs.
You may request deletion or correction of Gate Keeper information under Artifact’s control by contacting [email protected]. After confirming that the request comes from the relevant Discord account, Artifact will take reasonable steps to delete or redact applicable Bot-controlled entry information, unless Artifact is required by applicable law to retain it.
A deletion request does not automatically remove information held independently by Discord or content outside Artifact’s possession or control. Requests about Discord-platform data should also be directed through Discord’s own privacy and account controls.
How to make a privacy request.
To request access, correction, or deletion of information related to The Gate Keeper, email [email protected].
Include your current Discord username, Discord user ID if available, the approximate date of your application, and a brief description of your request. Do not send a password, authentication code, or government identification.
Artifact may ask you to confirm control of the applicable Discord account before acting on a request. This protects applicants from unauthorized deletion, disclosure, or modification requests.
Security.
Artifact uses Discord channel permissions, limited staff access, role-based review controls, and reasonable operational safeguards intended to protect entry-process information from unauthorized access or misuse.
No online service can guarantee absolute security. Please limit your answers to what is relevant to Artifact’s entry process and contact Artifact promptly if you believe your information has been mishandled.
Minors and age-related access.
The Gate Keeper is used through Discord and is subject to Discord’s applicable age requirements and platform rules. The Bot is not a government-ID verification service or formal legal age-verification service.
Artifact may apply separate youth-safety, adult-content, and restricted-access policies within the community. Those policies may limit areas or activities available to a member independently of this Privacy Policy.
Changes to this policy.
Artifact may update this policy when The Gate Keeper, Artifact’s entry workflow, Discord requirements, or applicable privacy obligations change.
When this policy changes, Artifact will revise the effective date at the top of this page. Material updates may also be shared through Artifact’s Discord server where appropriate.
Contact Artifact.
For privacy questions, access requests, correction requests, deletion requests, or concerns about this policy, contact: [email protected]
For general technical support related to The Gate Keeper, contact: [email protected]