Bot Privacy Policy

Last updated 6 November 2026.

At Vertex Studios, we value your privacy. This Privacy Policy explains how the Vertex Automation bot collects, uses, retains and protects data to provide automated moderation services across participating Discord servers. The website is covered by the Vertex Studios Privacy Policy.

1. Core Data Collection & Usage

What We Store

• User Identifiers. We store Discord user IDs, usernames and avatars to accurately track infractions and identify users across our moderation network.
• Server Identifiers. We store server IDs and channel IDs to apply specific server configurations and accurately log moderation actions.
• Moderation History. We track active and historical bans, kicks, mutes and warns, and the specific reasons provided for them by staff or automated systems.
• Automated Logs. We temporarily process messages in real time to scan for spam, blocked words, malicious links or unauthorised invites.

Why We Need It

• Automated Enforcement. To instantly trigger actions like deleting messages or muting users based on predefined server rules and filter configurations.
• Infraction Tracking. To keep an organised history of past offences so server staff can review repeat offenders and make informed moderation decisions.
• Bot Functionality. To run commands, save custom server configurations and deliver moderation logs to designated staff channels.

2. Data Retention & Deletion

Retention

• Message Caching. Message content processed for auto-moderation is strictly temporary. It is deleted immediately after scanning, or kept only briefly in a short-term cache to measure chat speed for spam detection. We do not permanently store message content.
• Log Retention. Historical warnings and moderation logs are kept indefinitely to assist staff, until Vertex Studios Network Management clears them.
• Data Portability. Users or server administrators can request a copy of their stored moderation history by opening a ticket in the official support server.

The Right to Be Forgotten

• Data Erasure. Users can request the complete deletion of their stored infraction data by contacting our support team in the support server or by contacting @nexcon.

3. Security, Sharing & Compliance

• No Selling Data. We will never sell, trade or rent user or server data to third parties.
• Access Control. Database access is restricted to the bot developers at Vertex Studios. Support staff cannot directly access raw database files.
• Discord Terms Alignment. All data handling, storage and processing follows the Discord Developer Policy and Terms of Service.

Privacy Enquiries

If you have questions about this policy or want to exercise your data rights, use the support forums in our support server. For urgent privacy matters, contact @nexcon.