Privacy Policy

1. Who This Policy Applies To

This Privacy Policy applies to all users who interact with Axis, including:

• Server Administrators — individuals who install and configure the bot
• Server Staff — individuals who use its moderation features
• Server Members — individuals who interact with its components

It also applies to all Discord servers in which Axis is installed.

2. Data We Collect

We collect only the data necessary to deliver and improve the Service. The following categories of data may be accessed or stored:

Discord Account Data

Through the Discord API, Axis may access and store the following account-level identifiers:

• Discord User ID
• Username and display name
• Avatar URL
• Role IDs assigned within a server

We do not access your Discord email address, password, payment information, or Direct Messages.

Server (Guild) Data

When Axis is installed in a Discord server, we may collect and store:

• Guild ID
• Channel IDs for configured modules
• Role IDs for permission management
• Server configuration and module settings

Interaction Data

We log interactions with the bot to operate the Service and detect abuse:

• Slash command usage and timestamps
• Button clicks and modal submissions
• Command and interaction metadata

Ticket and User-Generated Content

The Ticket System module may store the following content:

• Messages submitted by users within ticket threads
• File attachments submitted within tickets (if supported)
• Ticket conversation logs and transcripts
• Ticket metadata including open/close timestamps and assigned staff

This content is stored to enable the core functionality of the Ticket System. Server Administrators are responsible for informing their members that this data is collected and stored.

Task and System Data

Other modules may generate and store the following:

• Task records including descriptions, assignments, and status updates
• Changelog entries published by server administrators
• Roadmap items and associated metadata
• Audit logs for administrative actions

3. Data We Do NOT Collect

Axis does not collect, store, or process the following categories of personal information:

• Email addresses
• Passwords or authentication credentials
• IP addresses
• Payment or billing information
• Discord Direct Messages (DMs) — we have no access to private messages
• Data from Discord servers in which Axis is not installed

4. How We Use Your Data

Data collected through Axis is used exclusively for the following purposes:

• Delivering and operating the core features of the Service
• Storing ticket records, task data, and server configuration as required by module functionality
• Generating ticket transcripts when requested by server administrators or staff
• Detecting and preventing abuse, spam, or violations of our Acceptable Use Policy
• Improving the reliability, performance, and security of the Service
• Complying with applicable legal obligations

We do not use your data for advertising, marketing, or any commercial profiling.

5. Data Storage and Infrastructure

Axis stores data using third-party cloud infrastructure and database providers. We apply reasonable technical and organizational security measures to protect stored data against unauthorized access, alteration, or destruction.

6. Data Retention

Server Configuration Data

Server configuration data is retained for as long as Axis remains installed in a server. When Axis is removed, we reserve the right to delete associated configuration data within a reasonable timeframe. We may retain anonymized or aggregated usage statistics indefinitely.

Ticket and Log Data

Ticket records, messages, transcripts, and audit logs may be retained for operational and abuse-prevention purposes for a period of up to 90 days following the closure or deletion of a ticket, unless a longer retention period is required by law or system necessity.

We do not guarantee that records will be preserved for any specific duration.

User Data

User identifiers and interaction data are retained as long as they are necessary to operate the Service or comply with legal obligations.

7. Data Deletion Requests

Server Administrators may request deletion of server-specific data by contacting us at the email addresses provided in Section 14 of this Policy.

Server Members wishing to request deletion of personal data processed by Axis should contact their Server Administrator, who is the responsible controller for data collected within their server.

We will process verifiable deletion requests within a reasonable timeframe, subject to any legal obligations requiring retention.

8. User-Generated Content and Moderation

Axis may process user-generated content submitted through ticket threads, modal forms, and other interaction points. Axis developers do not moderate Discord servers. Server Administrators and Staff are solely responsible for:

• All moderation decisions made within their server
• The content posted by members within bot-operated features
• Ensuring that stored ticket content complies with applicable laws

9. Third-Party Services and Data Processors

Axis relies on third-party infrastructure to deliver the Service. These providers may process your data as sub-processors in accordance with their own privacy policies. Examples of third-party service categories we may use:

• Cloud hosting providers (e.g., virtual private server or container hosting)
• Database providers (e.g., managed database services)
• Logging or monitoring services

We do not share your data with third parties for advertising or marketing purposes. We may disclose data if required by law, legal process, or to protect the rights and safety of users or the public.

Your use of Discord is separately governed by Discord's Privacy Policy.

10. GDPR — European Union

If you are located in the European Economic Area (EEA), you may have rights under the General Data Protection Regulation (GDPR) including:

• The right to access your personal data
• The right to rectify inaccurate personal data
• The right to erase personal data ("right to be forgotten")
• The right to restrict or object to processing
• The right to data portability

Our legal basis for processing is the legitimate interest of operating the Service, and — where applicable — the consent of Server Administrators who install the bot.

To exercise your rights, contact us at legal@axisbot.xyz.

11. CCPA — California, United States

If you are a California resident, you may have rights under the California Consumer Privacy Act (CCPA) including:

• The right to know what personal information we collect
• The right to request deletion of personal information
• The right to opt-out of sale of personal information

To submit a request, contact us at legal@axisbot.xyz.

12. Children's Privacy

Axis is not directed to children under the age of 13. We do not knowingly collect personal information from users under 13. If we become aware that a user under 13 has provided personal information, we will take steps to delete such information promptly.

If you believe a child under 13 has submitted personal data through Axis, please contact us at legal@axisbot.xyz.

13. Changes to This Privacy Policy

We reserve the right to update this Privacy Policy at any time. Changes will be reflected in the updated effective date at the top of this document. Material changes will be communicated to Server Administrators where reasonably practicable.

Your continued use of the Service after changes are posted constitutes acceptance of the revised Policy.

14. Contact Information

For privacy-related questions, data requests, or concerns, please contact us:

• General Support: support@axisbot.xyz
• Abuse Reports: abuse@axisbot.xyz
• Legal / Privacy Inquiries: legal@axisbot.xyz