1. Scope of This Policy
This Privacy Policy applies to Khaosis, including the Discord bot, associated databases, websites, dashboards, support systems, and related infrastructure.
It does not govern the independent privacy practices of Discord or individual Discord server owners.
2. Information We Process
Khaosis may process and store the following information:
- Discord user IDs, server IDs, channel IDs, and role IDs;
- usernames, display names, and server nicknames when provided by Discord;
- moderation actions such as warnings, timeouts, kicks, and bans;
- case numbers, case reasons, notes, status changes, and audit history;
- moderator IDs and timestamps associated with staff actions;
- server configuration, feature settings, and permission-group assignments;
- command usage, technical logs, error details, and security events;
- message IDs or channel references when needed for moderation or logging; and
- information voluntarily submitted through commands, forms, or support requests.
3. Information We Do Not Intentionally Collect
Khaosis does not intentionally collect:
- Discord passwords or authentication credentials;
- payment card, banking, or financial account information;
- government identification documents;
- private messages unrelated to Bot functionality;
- precise physical location data; or
- sensitive personal information unless a user voluntarily enters it into a moderation reason, note, or support request.
Server staff should avoid placing unnecessary personal or sensitive information into moderation records.
4. How We Use Information
Information may be used to:
- execute moderation commands and maintain case records;
- provide audit trails and staff accountability;
- store server-specific configuration and permission settings;
- deliver moderation logs and expiry notifications;
- detect abuse, troubleshoot errors, and improve reliability;
- protect the security and integrity of Khaosis;
- respond to support requests and data inquiries; and
- comply with legal obligations or Discord platform requirements.
5. Legal and Operational Basis
Khaosis processes information because it is necessary to provide the Service requested by server owners and authorized staff.
Some information may also be processed for legitimate operational interests, including security, abuse prevention, debugging, service improvement, and enforcement of the Terms of Service.
6. Data Sharing
We do not sell personal data.
Information may be shared only when reasonably necessary:
- with infrastructure or hosting providers used to operate Khaosis;
- with Discord through normal API interactions;
- with authorized server staff through moderation logs and case tools;
- to investigate abuse, fraud, or security incidents;
- to comply with law, court orders, or lawful government requests; or
- to protect the rights, safety, and integrity of users and the Service.
7. Data Retention
Moderation cases, notes, audit history, server configuration, and technical logs may be retained while they remain operationally useful.
Data may be deleted, anonymized, archived, or retained for a limited period after the Bot leaves a server, depending on backup schedules, security needs, legal obligations, and pending support or abuse reviews.
We do not guarantee permanent retention of any data.
8. Data Security
Reasonable technical and organizational safeguards are used to protect stored information, including access controls, restricted credentials, server permissions, and operational logging.
No online service or database can be guaranteed completely secure. Users and server owners accept the inherent risks of transmitting and storing information online.
9. Server Owner Responsibilities
Server owners and administrators are responsible for:
- using Khaosis lawfully and responsibly;
- limiting access to authorized staff;
- configuring role permissions and logging channels appropriately;
- informing server members about relevant moderation and logging practices;
- responding to member privacy concerns related to their own server; and
- avoiding unnecessary sensitive information in case reasons and notes.
10. User and Server Data Requests
Server owners may request access to or deletion of data associated with their server through the official Khaosis support channels.
Individual users may also submit privacy-related requests. Requests may require verification and may be limited where records are needed for security, abuse prevention, legal compliance, or legitimate moderation accountability.
11. Children
Khaosis is intended for use within Discord communities and is not designed to knowingly collect personal information from children below the minimum age required by Discord or applicable law.
Users must comply with Discord's age requirements and Terms of Service.
12. Third-Party Services
Khaosis relies on third-party services such as Discord and hosting infrastructure. Those services may process information under their own privacy policies and terms.
Khaosis is not responsible for the privacy practices of independent third-party platforms.
13. International Processing
Information may be processed or stored in a country different from the user's location. Data-protection laws may differ between regions.
14. Changes to This Policy
This Privacy Policy may be updated as Khaosis develops, new features are introduced, or legal and operational requirements change.
The revised policy becomes effective when published unless another effective date is stated.
15. Contact
Questions, privacy concerns, and data requests may be submitted through the official Khaosis support channels.