Skip to content
Axolix

Privacy Policy

What personal data Axolix collects, why, who it is shared with, how long it is kept, and the rights you have over it.

Last updated

This document is not yet final

The details below are marked in the text as unconfirmed. They have deliberately not been invented, and each needs to be supplied or confirmed — with a qualified legal professional where appropriate — before this page is treated as final.

  • A non-home postal address for the operator has not been supplied and is shown as [POSTAL ADDRESS].
  • The [email protected] mailbox must be created before these pages are treated as live.
  • An ICO registration number is needed only if the self-assessment says registration is required once trading starts.
  • The hosting location / provider is not stated, which leaves the international-transfers section incomplete.
  • Retention for `/ping` logs and for backups has no automatic deletion in the code yet; the period must be decided and then implemented to match.
  • The statement that Axolix's copy of subscription records is deleted with the account should be confirmed with an accountant against record-keeping duties.

This policy explains what personal data Axolix collects, why, who we share it with, how long we keep it, and what rights you have. It covers the Axolix website, the Axolix Discord bot, and the Axolix dashboard and API (together, the "Service").

Who we are

The Service is operated by Szymon Dziegielewski, trading as Axolix, based in the United Kingdom.

  • Address: [POSTAL ADDRESS]
  • Email for privacy and data requests: [email protected]
  • ICO registration number: [to be supplied once applicable]

We are subject to the UK GDPR and the Data Protection Act 2018.

Our two roles

Axolix is used by Discord server owners to run their communities, so we act in two different roles depending on the data:

  • Controller — data about your Axolix account. For your Discord login, your optional Roblox link, your sessions, billing records, and the limited technical data described below, we decide why and how the data is used.
  • Processor — data a server owner puts into Axolix about their server. For per-server records such as staff records, rank permissions, filter lists and moderation configuration, the server owner (or the community that runs the server) is the controller and we process the data on their instructions. If you want to know why a server holds data about you, or you want it corrected or removed, contact that server's owners first. We will help them respond.

What we collect and why

When you log in with Discord

  • Discord user ID, username and avatar hash — to create and recognise your account, and to show your avatar in the Website. Lawful basis: contract.
  • Discord access and refresh tokens (stored encrypted) — to confirm which servers you are in and what you can manage there, so we only show you servers you are allowed to control. Lawful basis: contract.
  • Session ID in a cookie (`axolix_session`) and a matching server-side session record — to keep you logged in securely. Lawful basis: contract, and legitimate interests for security.

We never see your Discord password.

When you use the Bot in a server

  • Discord user ID of people who run Bot commands, and the server ID — to run the command and check what you are allowed to do.
  • `/ping` logs: server ID, your Discord user ID, measured latency, and time — to check that the Bot is working and to diagnose problems.
  • Message content — see the next section.
  • Server details read from Discord: server ID, name, icon, approximate member and online counts, and role order — to show your server in the dashboard and to enforce staff rank rules.

Message content and the word filter

If a server uses Axolmod's word filter, the Bot sends the text of messages posted in that server to our API so it can be compared against the server's list of filtered words. The message is checked and the result returned. We do not store message content in our database. If a message matches, the Bot deletes it on the server's behalf. This is an automated action configured by the server owner; it is not a decision about you that has legal or similarly significant effects.

Staff records and permissions

Servers can keep staff records in Axolix. A record can contain the staff member's Discord user ID, their rank (a Discord role ID), free-text notes added by the server's managers, the Discord ID of whoever added the record, and timestamps. Rank permissions are stored against Discord role IDs. The server owner is the controller of these records. We keep them while the server uses Axolix, until the owner or an authorised manager removes them, or until the owner asks us to delete the server's data.

If you choose to link a Roblox account, we store your Roblox user ID, Roblox username, the time you linked it, and the Roblox access and refresh tokens (encrypted). We use this so Roblox-linked features work. Linking is optional and you can remove the link at any time from your account settings. Lawful basis: your consent and the contract.

Premium subscriptions and payments

Payments are handled by Stripe. We do not receive or store your card number. We store a Stripe customer ID, subscription ID, subscription status, plan tier, and renewal date so we can apply the right plan to a server. Stripe separately collects your payment details and acts as an independent controller for that data under its own privacy policy. Lawful basis: contract; and legal obligation for tax and accounting records.

Technical and security data

Our website and API sit behind Cloudflare, which processes the IP address and request details of visitors in order to deliver the site, protect it against attacks, and route traffic to our servers. Our servers write application logs (for example request time, route, and error information). Lawful basis: legitimate interests (security, reliability and abuse prevention).

We do not sell personal data, and we do not use your data for advertising or profiling.

Cookies

We use one cookie: axolix_session, a strictly necessary session cookie that keeps you logged in. Because it is strictly necessary, no consent banner is needed. We do not use analytics or advertising cookies. Cloudflare may set its own strictly necessary security cookies. If we add any non-essential cookies in future we will ask for consent first. The Cookie Policy lists exactly what is set.

Who we share data with

We share personal data only with service providers that help us run Axolix, and only as needed:

  • Discord — login, server and member information, and delivery of Bot actions.
  • Roblox — only if you choose to link your account.
  • Stripe — payment processing for Premium.
  • Cloudflare — DNS, hosting of the Website, and secure connection to our servers.
  • Error-monitoring tooling — error reports that may incidentally include technical identifiers.
  • Our hosting infrastructure — [provider and location to be supplied].

We may also disclose data if the law requires it, to protect our users or the Service, or in a sale or restructuring of the business (in which case this policy would continue to apply to your data).

Server owners and their authorised staff can see the data held about their own server in the dashboard. We do not share one server's data with another server.

International transfers

Some of the providers above (for example Discord, Stripe and Cloudflare) process data outside the UK, including in the United States. Where this happens we rely on an appropriate safeguard, such as the UK adequacy regulations (including the UK–US data bridge for certified providers) or the UK International Data Transfer Addendum / Agreement.

How long we keep data

  • Account data (Discord identity, avatar, Roblox link and tokens) — until you delete your account.
  • Sessions — expire automatically after 7 days, or when you log out or delete your account.
  • `/ping` logs — deleted when you delete your account. An automatic deletion period for all other ping logs is not yet implemented.
  • Staff records and other per-server data — until the server owner or an authorised manager removes it, or the server owner asks us to delete it.
  • Message content checked by the word filter — not stored.
  • Subscription and billing records — our copy (Stripe customer and subscription IDs, plan, status, renewal date) is kept while your account exists and deleted with it. Stripe keeps its own payment and invoice records as an independent controller for as long as tax and accounting law requires.
  • Backups — no automatic deletion period is currently defined; this is an open item above.

Security

We protect personal data with measures that include encrypting Discord and Roblox tokens at rest, restricting database access to our own API (the Bot and Website never access the database directly), tenant separation so one server cannot read another server's data, and TLS encryption in transit. No system is perfectly secure; if we become aware of a personal data breach that affects your rights, we will tell the ICO within 72 hours where required and tell affected people without undue delay where the risk to them is high.

Your rights

Under the UK GDPR you have the right to:

  • be told what data we hold about you and get a copy (access);
  • have inaccurate data corrected;
  • have your data erased in certain circumstances;
  • restrict or object to certain processing, including processing based on legitimate interests;
  • receive your data in a portable format where the processing is based on contract or consent and is automated;
  • withdraw consent at any time (for example by removing your Roblox link).

Self-service

You can delete your Axolix account from Settings on the Website. This removes your account record, your Roblox link and tokens, your /ping logs, our copy of your subscription records, and logs you out everywhere. You can also download a copy of your account data from Settings.

If you have an active Premium subscription, you must cancel it before deleting your account so the payment relationship is not left half-finished.

What deletion does not remove. Records that a server owner keeps about you inside their own server — for example a staff record that contains your Discord user ID — belong to that server owner as controller, so deleting your Axolix account does not remove them. Ask the server's owners to remove them. If they do not respond, or you cannot identify them, contact us and we will help.

Making a request

Use the self-service tools where you can. For anything else, email [email protected]. We may need to verify who you are, and we aim to respond within one month. There is no charge unless a request is manifestly unfounded or excessive.

Complaints. If you are unhappy with how we handle your data, please tell us first so we can put it right. You can also complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.

Children

You must be at least 13, and old enough to use Discord in your country, to use Axolix. The Service is not directed at children under 13 and we do not knowingly collect their data. If you believe a child under 13 has used the Service, contact us and we will delete their data. Premium purchases are for people aged 18 or over.

Changes to this policy

We will update this policy when the Service or the way we use data changes, and change the "Last updated" date above. For material changes we will give notice on the Website or through the Bot where practical.

Contact

Szymon Dziegielewski, trading as Axolix. [POSTAL ADDRESS]. Email: [email protected].