Privacy Policy

This Privacy Policy explains how Codex Helper ("the Bot") collects, uses, and protects your information. By adding or using the Bot in your Discord server, you agree to the terms outlined here.

We collect the minimum data necessary to operate the Bot:

- Discord IDs (User, Server, Channel) for authentication, managing server configurations, and delivering features to the correct channels.
- Data you provide through bot features, such as in-game names for signups, application responses, server configuration choices, and event settings. This data is necessary for the features to function as intended.
- Patreon data - we receive your Discord User ID from Patreon when you link your accounts, along with subscription tokens to verify your access. We perform a daily sync to keep this current. We never receive or store any payment information.
- Anonymous usage statistics - we log general command usage counts (e.g. total /commander uses) for analytics purposes. This data does not identify individual users.
- User reviews - if you submit a review, we store your Discord username, avatar, and review text. Reviews are subject to approval before being displayed on our website.
- Uploaded images - if you use the profile picture tool, images are processed temporarily in memory and are not permanently stored.

No message content is processed unless you explicitly opt in via /language set or /translator autotranslate enable.

If you opt in to the translator feature, the text of messages you translate (or, if you enable auto-translate, messages you send) is processed in memory to produce a translation. It is never stored persistently.

Your data is used to provide the Bot's core features, verify and manage your subscription, enable server-specific configurations and reminders, and display approved reviews on our website. Aggregated, non-identifying statistics (server count, member counts, command usage) are shared with the Codex Helper website for display purposes. No personal message content is ever transmitted or stored.

We do not sell, rent, or trade your personal information. Data may be shared with Patreon (for subscription verification) and Cloudflare (our infrastructure provider). We may disclose information if required by law.

The opt-in translator feature forwards the message text to Anthropic (Claude Haiku 4.5, on their zero-retention API tier) to generate translations. The translations are posted back in Discord as described in the feature's in-app prompts.

We retain data only as long as it is needed for the feature to function. Server configurations and feature data are retained while the Bot is active in your server. If the Bot is removed from a server, all associated data is removed within a reasonable timeframe. Anonymous usage statistics are retained indefinitely in aggregate form. You can request deletion of your personal data at any time.

Message text sent through the translator is never written to disk; translations are cached in memory for up to 24 hours for deduplication, bounded to 5000 entries, and cleared on bot restart.

You have the right to access, correct, or delete the personal data we hold about you. Please note that deleting your data may affect your ability to use certain Bot features. To make a request, contact us at thekingscodex@gmail.com or via our Discord support server. We will respond within a reasonable timeframe.

You can disable the translator at any time by unsetting your /language set preference or running /translator autotranslate disable. No translator processing occurs while the feature is off.

All data is stored on Cloudflare's infrastructure with encryption at rest and in transit. We implement reasonable security measures to protect your information from unauthorized access or disclosure. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

We may update this Privacy Policy from time to time. Significant changes will be announced through our Discord support server. Your continued use of the Bot after any modifications constitutes acceptance of the revised policy.