Privacy Policy

1. Who is responsible

The controller of your personal data is an individual based in Ukraine (the operator's full legal name is on file with our payment partners and is provided on request to [email protected]), who operates Guildvane. Contact for all privacy questions: [email protected].

For the data of members of your server that the bot processes on your instructions (tickets, moderation, analytics), the server's administrators decide how the bot is used, and we process that data to provide the Service to them.

2. What we collect

When you log in with Discord

• Your Discord user ID, username, display name and avatar.
• The list of servers you're in where you can manage the server, with your permissions there — to show which servers you can configure.
• Your Guildvane account: which servers are connected to it and when, its plan, trial and subscription status, and how much of the plan's shared limits each connected server uses. Other managers of a connected server can see whose account the server is connected to (your Discord name).
• A login session: a random session token (stored only as a hash) and your Discord OAuth tokens, encrypted at rest, used only to refresh your server list. We never receive your Discord password.

When the bot runs in a server

• Configuration set by administrators: panels, messages, channels and roles chosen, module settings.
• Tickets: who opened, claimed and closed a ticket and when, form answers, internal notes and ratings. If transcripts are enabled, the ticket channel's messages (text, author names, attachment links) are saved when the ticket closes.
• Community and engagement: verification records (who verified and when), automod actions (member, rule and reason — not the full message), suggestions and votes, poll votes, giveaway entries, XP and levels, achievements, and — if the server uses the economy — members' balances, a record of every change to them (daily rewards, transfers between members, staff adjustments) and shop purchases.
• Analytics: daily counts per server (joins, leaves, messages, active members) and per-member daily message counts. Message text is not stored for analytics.
• Server backups (only when an owner or Administrator makes one): the server's roles, channels and permission settings, and on paid plans the recent messages of its most active channels — text, embeds, attachment links, and each author's display name and avatar link. A backup is visible only to the account that made it.
• Audit log: which dashboard and bot actions were taken, by whom and when.

When you buy a plan

• Card (Paddle): Paddle collects your name, email, billing address and payment details as Merchant of Record and acts as an independent controller under its own privacy policy. We receive the Paddle customer, subscription and transaction IDs, the plan, amount, currency and payment status. Card details never reach us.
• Crypto (NOWPayments): we receive the invoice and payment IDs, amount, coin and network, and payment status. Blockchain transactions and wallet addresses are public by nature. NOWPayments processes the payment under its own privacy policy.
• For every order we record which Discord user started it and for which server.

When you contact us

• What you send through the contact form or by email: your name, email or Discord username, and your message.

Technical data

• IP address, browser user agent and request details in short-lived server logs and for rate limiting and abuse prevention.

3. Why we use it and on what legal basis

• To provide the Service you or your server's administrators asked for — login, dashboard, bot features, billing (performance of a contract; GDPR Art. 6(1)(b)).
• To keep it secure and prevent abuse, fraud and spam; to fix errors (legitimate interests; Art. 6(1)(f)).
• For members of servers using the bot: to run the features the server's administrators enabled (legitimate interests of the administrators and ours in providing the Service; Art. 6(1)(f)).
• To meet legal obligations such as accounting and tax records for payments (Art. 6(1)(c)).
• To answer your requests sent through the contact form or by email (Art. 6(1)(b) or (f)).

We send service messages (billing notices, security alerts, announcements about the Service) through the dashboard and Discord. We don't send marketing emails.

4. How long we keep it

• Ticket transcripts: 30 days (Free), 180 days (Pro) or 730 days (Business), then deleted automatically.
• Per-member daily activity counts: about 13 months.
• Login sessions: until you log out or they expire (14 days). Expired verification challenges: deleted within hours.
• Dashboard notifications: 90 days. Error logs: 30 days.
• Server configuration and other server data: while the bot is in the server. When the bot is removed we keep it so the server can be restored if the bot is added back; administrators can ask us to delete it at any time and we do so within 30 days.
• Server backups: until the account that made them deletes them; automatic backups are replaced by newer ones when the plan's limit is reached. Members can ask the server's administrators to delete a backup that contains their messages, or contact us.
• Payment and order records: as long as required by accounting and tax law (usually up to 5 years).
• Contact requests: up to 24 months, or less if you ask.

5. Who we share it with

We share personal data only with providers we need to run the Service, and only what they need:

• Discord — the platform the bot and login run on.
• Cloudflare — network, TLS and protection for guildvane.com (processes IP addresses and request data).
• Paddle — card payments, as Merchant of Record.
• NOWPayments — crypto payments.

The Service's servers and database are operated by us. We may disclose data if the law requires it or to protect the rights and safety of users and the Service. We don't sell personal data.

6. International transfers

Our providers may process data outside your country, including in the United States and the European Union. Where required, transfers rely on appropriate safeguards such as the European Commission's Standard Contractual Clauses offered by those providers.

7. Cookies

We use only cookies that are strictly necessary for the Service: a session cookie that keeps you logged in, and a short-lived cookie that protects the Discord login from forgery. We don't use advertising or third-party analytics cookies. The card checkout is provided by Paddle, which may set its own cookies needed for payment and fraud prevention.

8. Security

Connections are encrypted with HTTPS. Session tokens are stored hashed, Discord OAuth tokens are encrypted at rest, and bot and payment secrets are kept only on our servers. Access to each server's data is limited to people who can manage that server in Discord, and is re-checked regularly.

9. Your rights

Depending on where you live, you can ask us for access to your personal data, a copy of it, correction, deletion, restriction of processing, or object to processing based on legitimate interests. Email [email protected] from the address linked to your request, or tell us your Discord username so we can verify it's you. We answer within 30 days.

Server administrators can export tickets, transcripts and audit logs from the dashboard. Members of a server who want their data removed from that server's tickets can also ask its administrators.

You can also complain to a data protection authority — in Ukraine, the Ukrainian Parliament Commissioner for Human Rights; in the EU or UK, the authority in your country.

10. Children

The Service follows Discord's minimum age (13 in most countries, higher in some). We don't knowingly collect data from children below that age; if you believe we have, contact us and we'll delete it. Buying a plan requires being 18 or having a parent's permission.

11. Changes

We'll update this policy when the Service changes. The date at the top shows the latest version; material changes are announced in the dashboard. See also our Terms of Service and Refund Policy.