Privacy Policy

Welcome to Codex Helper ("the Bot"). This Privacy Policy explains how we collect, use, store, and disclose information when you use the Bot. By adding or using the Bot, you agree to the terms of this Privacy Policy.

We are committed to data minimization. We collect information by fair and lawful means to provide and improve the Bot's functionality.

1.1. Information Automatically Collected from Discord:
- Discord User, Server, and Channel IDs: We collect your User ID to verify your Patreon subscription and manage access. We collect Server IDs to manage server-specific configurations and authorizations. We store Channel IDs when you configure channel restrictions with the /channel command.

1.2. Information You and Server Admins Provide:
- Ark of Osiris Signup Data: When you use the /ark signup commands, we collect and store your in-game name and link it to your Discord User ID. This information is necessary to create and display public signup lists within your server.
- MGE Application Data: When you submit an MGE application, we store your in-game name, application responses, placement points, and application status. This data is used to manage the competitive event within your server.
- Server Configurations: When an administrator sets up features like the Event Calendar, Ark of Osiris Signups, MGE, or Ruins/Altar Reminders, we store the configuration choices for that server (e.g., designated channels, roles, event personalization settings) to ensure the feature functions as requested.
- Egg/Hammer Personalization: When you configure calendar personalization, we store an anchor date and cycle ID to calculate your server's egg/hammer rotation.
- Anonymous Command Usage Data: We log general, non-personally identifiable information about which commands are used (e.g., total /commander uses). This data is used for analytical purposes to understand usage patterns and does not track who used a specific command.

1.3. Information from Third-Party Services (Patreon):
- To verify your subscription, we receive your Discord User ID from Patreon when you link your accounts. We store Patreon access and refresh tokens solely for verifying and maintaining your subscription status. We perform a daily sync to keep patron data current. We do not receive or store any payment information from Patreon. Patreon's own Privacy Policy governs the data they collect.

1.4. Data Flow to Website:
- Certain aggregated data from the Bot is shared with the Codex Helper website for display purposes, including: server count, member counts, patron IDs (for access verification), and command usage statistics. No personal message content is ever transmitted.

- To provide the core functionality of the Bot.
- To verify and manage your subscription access through Patreon.
- To create and publicly display signup sheets for features like Ark of Osiris, using the in-game names provided.
- To manage MGE applications, rankings, and placement within your server.
- To enable and manage server-specific configurations and reminders.
- To monitor and analyze anonymous usage patterns to improve the Bot.
- To provide support and enforce our Terms of Service.

We do not sell, rent, or trade your personal information.

- Within Your Discord Server: Information you provide for features like Ark of Osiris signups (i.e., your in-game name) will be displayed publicly in embeds within the configured channel in your server.
- Service Providers: We share your Discord User ID with Patreon for the sole purpose of verifying your subscription status. Our infrastructure is hosted on Cloudflare, which processes requests on our behalf.
- Legal Requirements: We may disclose your information if required by law.

- We retain your information only as long as necessary.

- Server configurations are retained as long as the Bot is in your server and the feature is active.
- Ark of Osiris signup data is retained until the feature is deactivated or the signup cycle is reset by an administrator.
- MGE application data and rankings are retained for the duration of the MGE event and may persist for historical reference.
- Command usage statistics are retained indefinitely in aggregate (non-identifiable) form.
- If the Bot is removed from a server, all associated configuration and authorization data will be removed within a reasonable timeframe.

Under data protection laws, you may have certain rights regarding your personal data. These may include:

- Right to Access: You can request access to the personal data we hold about you.
- Right to Rectification: You can request that we correct any inaccurate or incomplete data we hold about you.
- Right to Erasure (Right to Be Forgotten): You can request that we delete your personal data. Please note that fulfilling this request may result in the inability to use the Bot's services.
- Right to Object: You can object to the processing of your personal data in certain circumstances.
- Right to Restriction: You can request that we restrict the processing of your personal data in certain circumstances.

To exercise any of these rights, please contact us at thekingscodex@gmail.com
or via our Discord support server: https://discord.gg/kingscodex.

We will respond to your request within a reasonable timeframe.

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

We may update this Privacy Policy from time to time. We will notify you of any significant changes by posting the new Privacy Policy on this page and updating the "Effective Date" at the top. We encourage you to review this Privacy Policy periodically for any changes. Your continued use of the Bot after any modifications constitutes your acceptance of the revised Privacy Policy.

If you have any questions about this Privacy Policy or our data practices, please contact us:

Email: thekingscodex@gmail.com
Discord Support Server: https://discord.gg/kingscodex