XIVIVIDE Discord Bots

Privacy Policy

What data XIVIVIDE applications process, why it is needed, and how to request its deletion.

Effective

1. Who processes your data

This policy describes data processing by the XIVIVIDE community's applications in Discord. The XIVIVIDE administration is responsible for operating the applications and handling user requests. The contact for data inquiries is @screamowner on Discord, including if you are no longer a member of the community.

The policy covers the main XIVIVIDE bot (bot-main), the data and automated protection application (bot-data), logging (bot-logs), moderation (bot-moderation), support and member verification (bot-support), staff (bot-staff), events (bot-events), creative activities (bot-creative), and giveaways (bot-giveaways). It also covers previously stored data from the clan application (bot-clans) and related XIVIVIDE server features.

The applications serve the XIVIVIDE community and configured staff servers. They share infrastructure managed by the same administration to coordinate roles, restrictions, balances, and action results. Each application processes data within the scope of its own features; having several bots does not mean they all need the same access.

The Terms of Service are available on a separate page. Discord independently processes data under its own Privacy Policy.

2. What data is used

Depending on the feature, the applications receive the following through the Discord API, from the user, or as a result of server actions:

  • User, server, role, channel, message, and interaction identifiers.
  • Usernames, display names, avatars and other available profile appearance elements, roles, and server joining and membership information.
  • Message counts, time spent in voice channels, and results of tasks, game actions, events, and giveaways.
  • Internal currency balances, transfers, purchases, inventory, room and role settings, temporary privileges, and reward history.
  • Payment information needed to provide a purchased feature: transaction or invoice identifier, selected product, amount, currency, status, and payment time. Payment credentials are processed by the selected payment service; the applications do not ask for bank account passwords or full card details in Discord.
  • Applications, support requests, appeals, reasons for administrative actions, and materials submitted by the user.
  • Moderation information: the member and moderator, type of restriction, reason, duration, related messages, and review history.
  • Linked game account identifiers and available data required for the relevant integration, if the user connects it.

Message and attachment content is processed in the scenarios described below. Do not submit passwords, tokens, full payment credentials, or documents that are unnecessary to resolve your request.

3. Why this data is needed

Data is used to operate profiles and the server economy, provide purchased features, manage rooms and roles, organize events, handle requests, prevent abuse, and investigate errors or disputed transactions.

Member join, leave, and role update events allow the applications to update member information, start the configured onboarding and verification process, coordinate access, and restore active restrictions when a member rejoins. Action records are stored where transaction history, subsequent review, or prevention of duplicate rewards is necessary.

We do not sell user data, share it with advertising networks, or use conversations for advertising. Data is not used for purposes unrelated to the applications' described features.

4. Message content and attachments

Activity rewards. The main bot checks the text of an ordinary server message before issuing a reward: it excludes unsuitable input and compares the normalized text with the user's previous eligible message. This prevents a duplicate reward for the same message. Counting messages itself does not require reading their text.

Server bumps. The main bot checks confirmation text and embeds from configured server listing bots to distinguish a successful bump from an error or a cooldown response and issue the corresponding reward.

Automated protection. Anti-spam analyzes message content, repetition and frequency, posting across channels, and signs of coordinated spam. Images are processed using text recognition and fingerprint comparison against known spam images. A detection may result in violation records and links to materials being retained for review.

Logs and message cleanup. The moderation and logging applications process the text of edited or deleted messages and attachment information. Recent messages may be temporarily stored so the administration can compare versions or review an event after deletion. Bulk cleanup may produce a text transcript of deleted messages.

Support. During an active support request, the user's private messages with the bot are forwarded to the associated staff support thread. Replies from authorized staff in that thread are delivered to the user. The ticket history contains text, attachment URLs, the sender, time, and delivery information; it can be viewed or exported to review the request.

Moderator shifts. During a registered active shift, the corresponding moderator's messages are stored for a supervisor to review. Each record includes up to 1,900 characters of message text and its association with the channel and shift.

Interactive actions and games. Some actions accept a member ID or mention through an ordinary message after a button is pressed, within a limited response window. In Mafia, messages sent to the bot by an eligible participant in an active game may be forwarded to other participants according to the game role's rules. Request and appeal forms separately store text and materials entered by the user.

Processing is limited to channels and events accessible to the applications and to the relevant scenarios. Private conversations with an application are processed only by features that provide for such interaction; the applications do not receive arbitrary private conversations between Discord users.

5. Voice activity and presence

The applications use events for joining, leaving, and moving between voice channels to operate rooms and track activity, events, and shifts. This information describes participation in a voice channel. These features do not record conversation audio.

The covered set of bots does not use the privileged Guild Presences access to track individual online or do-not-disturb statuses, running games, or presence history. Voice events and individual presence status are different Discord data.

6. Automated processing and external services

Anti-spam, reward rules, and other automated checks may affect rewards and access to features. Incorrect detections can be appealed through support or the administration contact.

Model training. XIVIVIDE does not use message content obtained through the Discord API to train or fine-tune machine learning or artificial intelligence models. Text recognition in images uses a pre-trained OCR engine. Storing a spam image fingerprint for later comparison is not model training.

MOG. When the profile appearance game rating is used, a limited set of visible elements from the selected profile may be sent to an external processing service: the username, the names and colors of some roles, badges, and profile appearance images. The current integration uses the Codex Sale gateway and OpenRouter as a fallback provider. Conversations, activity metrics, account age, and internal authority calculations are not included in this request. The result is used in a game feature; it is not a reliable assessment of a person's personality or real qualities. Processing a request with an external provider is distinct from training a model.

Other data recipients include Discord for delivering messages and performing actions, hosting and storage providers for running the infrastructure, payment services for processing payments, and connected game services for their respective integrations. They receive information needed for the selected feature. Their own terms may apply to processing on their side.

Information may also be disclosed when required by law. Administrative access to requests, evidence, and logs must correspond to the administrator's permissions and the need to resolve a specific task.

7. Where data is stored and for how long

Data is processed outside Discord: in PostgreSQL databases, Redis caches and queues, application memory, and the infrastructure of the providers used. Publishing a final log in Discord does not mean there is no external storage.

Different categories have different rules:

  • Last message text for duplicate reward checks: the active Redis record expires at the next change of day in Moscow time. Balances and reward history are stored separately.
  • Text recognized in images: the active OCR cache has a retention period of 7 days. Fingerprints of known spam images are stored separately for repeat detection.
  • Bulk cleanup snapshot: the Redis data handoff uses a 90-second expiry. This is not the retention period of the final log or its delivery queue.
  • Recent messages for logging: the in-memory cache is limited by message count, with a default of 5,000 messages. This is a size limit, not a guaranteed deletion period in hours or days.
  • Support requests, shifts, moderation, transactions, and game records: these are retained to operate the relevant feature, continue a request, verify a transaction, and review disputes. These categories do not have a single automatic retention limit of 30 days or less. The need for continued retention and deletion requests are assessed under the next section.

Data must be deleted once it is no longer necessary for the stated feature. Disabling a module does not mean its historical data has already been deleted: for example, previously created clan records may remain in the system and are covered by this policy.

Active cache expiry periods do not determine retention periods for disk logs, backups, or provider storage. These storage locations are checked separately when handling a deletion request. This policy does not promise automatic deletion of all copies when a single cache record expires.

8. How to request access, correction, or deletion

Contact @screamowner on Discord. This is the administration contact for data requests, including requests made after leaving the server. If private messages are unavailable, send a Discord friend request and then contact the account, or use community support if you still have access to it.

Include the following in your request:

  1. Your Discord ID and the application or feature concerned.
  2. What you need: information about stored data, correction, deletion, or clarification about processing.
  3. Sufficient information to locate the relevant request or transaction, if your request concerns a specific record.

Requests are handled manually. To protect data, you may need to verify that the request concerns your account; your Discord password and token are not needed for this. After verification, the administration must fulfill the applicable request without undue delay and communicate the result or any clarification needed.

API data must be deleted at the request of the relevant user or Discord, when the application stops operating, and when the data is no longer needed for its permitted features, except where retention is required by applicable law. A preference to preserve moderation history or a server rule does not override these requirements. If some information must be retained by law, the user is informed of the basis and applicable period to the extent permitted.

Deleting data needed for a particular feature may make its history, state recovery, or continued provision unavailable. A request to delete previously stored information is handled separately from changes to future processing.

9. User choices and processing restrictions

You can choose not to use optional features, such as support requests and game interactions. However, not using commands or leaving a particular feature does not by itself disable the processing of ordinary messages by reward, security, and logging systems in channels accessible to the bots.

The current implementation has no single personal switch that disables all background processing. Administrators can restrict the applications' channel access and configure exceptions supported by individual features. Contact @screamowner to discuss the options available to a specific user and deletion requests.

The applications must respect their removal from a Discord space, permission restrictions, and blocked private messages within the platform's capabilities. These actions are not equivalent to confirmed deletion of all previously stored records.

10. Data protection

Access to infrastructure and administrative features is restricted through credentials and permissions. The applications use Discord's official interfaces; they do not request members' passwords or personal tokens.

This page does not certify a specific disk, database, or backup encryption technology. Information about the safeguards actually in use can be requested from the administration. Technical measures must meet applicable Discord and legal requirements; the policy text does not replace configuring those measures.

If unauthorized access is detected, the administration must limit its consequences and notify Discord and affected users where required.

11. Website pages and age

These pages are accessible without signing in. They do not themselves request access to a Discord account or install advertising trackers. When you visit the website, delivery and security infrastructure, including Cloudflare, may process your IP address, browser information, request time, and requested URL to serve and protect the connection. The provider's processing is also governed by its Privacy Policy.

The applications are intended for users who meet Discord's minimum age in their country. If you believe that data relating to a user below that age has reached the applications, notify the administration for review and deletion in accordance with applicable requirements.

12. Updates and contact

The policy is updated when features, data, or processing practices change. The current version's date appears at the top of the page. Material changes must be communicated to users through available community channels or application interfaces; where separate consent is required, continued use alone does not replace it.

The current English version is published at xivivide.com/en/private-policy. The administration contact is @screamowner on Discord. Related document: Terms of Service.