This policy explains what data the Bot ("Hex") collects, why, how long it is kept and what your rights are. We collect only what is needed to run the games and, on the operator's own server, the moderation tools.
1Data We Collect
a) Game data (all servers where the games are active)
- Your Discord user ID and your Discord display name / server nickname, linked to your characters.
- Your characters and everything that happens to them: stats, techniques, items, credits, titles, missions, duels, tournament results, faction, season history, journal and activity records.
- Text you choose to write for your character (name, description, portrait prompts, custom choices).
- Portraits generated for your characters and the prompts/tags used to generate them.
- Technical state: command cooldowns, server and channel IDs (including the game channels the Bot creates), and a record of which members the Bot has seen.
b) Moderation data (the operator's own community server only)
- Content of messages posted in monitored channels, analysed in real time. Messages are not archived by the Bot; flagged messages and sanction reviews are kept only as long as needed for staff review.
- Onboarding questionnaire: the questions sent to you by DM and the answers you give, plus whether you answered, and staff's validation or rejection decision.
- Staff and moderation configuration (role and channel IDs).
c) Data we do NOT collect
We do not collect your email address, real name, location, payments, passwords or private messages (other than the onboarding questionnaire DM exchange with the Bot). We do not sell data or use it for advertising or profiling.
2How We Use It
- To run the games, show your character, rankings and history, and keep seasons and tournaments working.
- To generate portraits and some text with AI services.
- On the operator's server: to detect rule violations, review new members and let staff act on them.
- To prevent abuse (cheating, multi-accounting, spam) and to keep the service stable (logs, backups).
3Third-Party Services
To work, the Bot sends limited data to:
- Discord (the platform itself, under Discord's Privacy Policy).
- AI text providers (Google Gemini, with Groq as a fallback): on the operator's server only, the text of analysed messages and moderation context, treated as data to classify.
- NovelAI: portrait prompts and appearance tags (not your Discord identity) to generate images.
These providers process the data under their own terms and privacy policies. We do not send your Discord ID or personal details to them beyond what is necessary for the request.
4Storage and Security
Data is stored in local databases and files on the operator's own hosting (a private device), with regular backups. Secrets and API keys are kept outside the code and never logged. No system is perfectly secure, and we cannot guarantee absolute security.
5Retention
- Game data is kept while the Bot is active, so characters and season history persist. Characters may be wiped by gameplay (death) or by season resets.
- Moderation reviews and questionnaires are kept only as long as needed for staff to review and decide, then removed or cleared at the operator's discretion.
- Backups are rotated and overwritten over time.
- If the Bot is removed from a server, that server's game channels are left in place and its data may be deleted at the operator's discretion or on request.
6Your Choices and Rights
You may ask at any time to:
- know what data we hold about you;
- have your data (characters, history, portraits, questionnaire answers) deleted or corrected;
- opt out of optional features where available (for example the daily Gazette can be turned off with
/spin-manage).
If you are in the European Economic Area or the UK, you have rights under the GDPR, including access, rectification, erasure, restriction, objection and portability, and the right to complain to your data protection authority (in Belgium, the Autorité de protection des données / Gegevensbeschermingsautoriteit). Our legal basis is our legitimate interest in running the service you chose to use and, for moderation, in keeping the community safe.
To exercise these rights, contact us as described below. We will reply within a reasonable time (at most one month).
7Children
The Bot is not intended for users below the minimum age required by Discord. If you believe a younger user has been recorded, contact us and we will delete the data.
8Data Controller and Contact
The data controller is the Bot's individual operator. Contact via Discord: the Bot’s support server.
9Changes
We may update this policy. The "Last updated" date shows the current version. Significant changes will be announced where practical.