Privacy Policy
This policy explains how Vital’s Discord app, website and staff dashboard handle information. It covers the operator’s systems, not the independent practices of Discord, your server’s staff or other users. You can make a privacy request without having staff permissions.
1. What we collect and why
| Information | Purpose |
|---|---|
| Discord user, server, role, channel and message identifiers; current membership and permissions | Identify users, enforce server boundaries, check staff authorization and connect actions to the correct Discord resources. |
| Moderation actor and target IDs, action, reason, timestamps, evidence references, outcome and appeal settings | Carry out staff requests, support appeals, reconcile uncertain outcomes and deliver private staff logs. |
| Automod incident metadata, rule and action results | Alert staff, prevent repeated punishments and explain enforcement. Short-lived in-memory counters or hashes support custom detection. |
| Virtual balances, inventory, activity, progression, game and trade state, rewards and accounting records | Provide the configured economy and community features, settle obligations and prevent duplicate transactions or prizes. |
| Requested cooldown and harvest reminders: user, channel and ready time | Send one mention in the chosen server channel when an activity or crop is ready. Daily, work and mine reminders require pressing Remind me. Planting offers a harvest reminder option. Permissions and current membership are checked before sending. |
| Ticket requester, approved participants, staff, channel, category, status and timestamps | Create and manage private support channels and their cleanup. |
| OAuth identity and display name, encrypted web session state, security tokens and preferences | Sign you in, protect privileged requests and remember a chosen display theme. |
| Privacy or support request details and correspondence | Verify and respond to requests, correct errors, handle complaints and record completion. |
| Limited technical and security logs | Diagnose errors, detect abuse and operate the Service. Infrastructure providers may process IP addresses and connection information. |
| Configured Minecraft host/port, online status, player counts and last-check time | Display read-only Java server status. No player list or Minecraft account identity is requested. |
Vital does not archive Discord message bodies or attachments, create ticket transcripts, sell personal information, run advertising or use optional website analytics. Custom content detection reads only the information needed for configured checks and keeps bounded temporary counters rather than a message archive. Evidence references can point to Discord content that remains controlled by Discord and the server.
Message Content access lets Vital recognize a server’s configured command prefix and process command arguments. It does not create a message archive. Game panels, ordinary activity rewards, balances, profiles, farms, shop catalogs and rankings appear publicly in the server channel. Moderation records, staff settings, inventory, personal transaction history, exact financial reviews and error details stay private. For private prefix replies, confirmations and usage help, Vital posts a View privatebutton in that channel. Only the person who ran the command can use it to open a response visible only to them. Permissions are checked against the original server and channel. Pending private responses are held in process memory for up to 90 seconds while waiting for that button; they are not added to a response archive. Ticket-list access checks separately hold up to 4,096 temporary permission fingerprints in process memory for at most five minutes, removed when the response opens or during cleanup. Each contains the user, server and channel identifiers and a SHA-256 digest of the permission-check inputs, with no response body. The command message you send remains visible to people with access to that channel. Legacy direct-message routing identifiers expire within 24 hours; command text and response bodies are not stored in that routing table. Discord messages already delivered remain subject to Discord’s policies.
Reasons, keywords, settings and support messages may contain text supplied by people. Please avoid unnecessary sensitive information. We do not request real names, addresses, payment details or government identity documents from ordinary users. Discord may separately require the app owner to complete its own verification.
2. How information is obtained and used
Information comes from your Discord interactions, Discord’s APIs, server staff configuration and information you submit directly. Optional modules remain disabled until staff configure them. We use the data for requested service functions, security, support, compliance with applicable obligations and the prevention of duplicate or abusive actions. We do not use Discord data to train general-purpose AI models or create advertising profiles.
Dashboard sign-in asks Discord for identify and guilds. Privacy-only sign-in asks for identify. OAuth access tokens stay on the backend during sign-in and are discarded afterward. Current staff membership and permissions are checked again for privileged operations; browser settings or an old OAuth permission summary are not treated as lasting authority.
3. Who can see information
Authorized server staff can see records and tickets allowed by their current permissions. Staff role settings do not remove Discord administrators’ platform access. Members can see the results, rankings and other information intentionally shared by their server’s enabled features. The public website does not publish member balances, inventories, private cases or ticket content.
Staff logs, command results and other messages already delivered to Discord remain on Discord under the server’s access and retention choices. Vital’s database retention does not automatically delete those Discord messages. Ask the relevant server’s administrators about copies they control.
The operator accesses information when needed to maintain the Service, resolve an issue, respond to a verified request or comply with a specific legal duty. Providers process information necessary to deliver their services:
- Discord: Discord identity, server data and interactions. Discord and its infrastructure may process information outside Australia.
- Oracle Cloud Infrastructure: the bot, private Rust API, authoritative PostgreSQL data and encrypted backups in the Sydney region.
- Appwrite Cloud: private web-session, preference and privacy-request tables in Sydney. Sensitive payloads are encrypted by Vital before storage.
- Cloudflare: DNS, website assets, edge request processing, secure tunnel and service authentication. Its global network may process requests outside Australia.
- Email providers: messages you send to the monitored Gmail address are processed by Google and by your own email provider, potentially overseas.
Provider operational support and subprocessors may involve other countries even when a primary database is in Sydney. We do not promise that every copy or network request remains in Australia. Provider privacy and security terms apply to their independent processing. We may disclose information where required by law or necessary to respond to a specific security incident, with disclosure limited to what is reasonably required.
4. Cookies and security
The website uses essential, secure HttpOnly cookies for sign-in and a one-use OAuth check. Sessions end after 30 minutes of inactivity and have an eight-hour maximum. Signing out invalidates the stored session. A display-theme preference is optional. There are no advertising cookies or optional analytics trackers.
Operational databases are private. Access uses server-side credentials, current authorization checks and restricted service connections. Sensitive web payloads, new backups and controlled exports are encrypted. Oracle storage also provides encryption at rest. Secrets are kept out of browser bundles and ordinary logs. No security measure can eliminate every risk; we will assess and respond to incidents and make notifications where applicable law requires.
5. Retention
Completed, cancelled and overdue reminder records are removed within 24 hours. Weekly activity records are kept for up to 21 days; lifetime progression totals remain with the economy profile. Closed shared-goal metadata is kept for 30 days. Profile card images are generated on request and sent to Discord without a separate image archive.
| Data | Operational default |
|---|---|
| Closed moderation cases and automod incidents | 90 days after closure or removal of an active warning, whichever is later. Active warnings, unresolved scheduled moderation and channel-lock records remain while needed to resolve that work. |
| Closed ticket channels | Read-only with a 24-hour reopening period, then deleted by the cleanup worker. A failed Discord operation remains pending for recovery. |
| Closed ticket metadata | 30 days after closure, once the closed channel is deleted. |
| Database technical security and maintenance records | 30 days, or a shorter expiry where no longer needed. |
| Provider and diagnostic logs | Cloudflare Workers logs are retained for up to three days on the current free plan; provider periods can change. Vital’s generic container diagnostics rotate by size rather than a fixed age. |
| Terminal interaction and hidden-game payloads | 7 days after becoming terminal. |
| Active economy, configuration and community state | While needed for the enabled functionality, subject to deletion requests and server-removal cleanup. |
| Web sessions and OAuth state | Enforced session limits; OAuth state expires after five minutes. Expired rows are removed by scheduled cleanup. |
| Privacy-request tracking | While a request is being handled. Completed PostgreSQL request details and access exports are removed or redacted after 30 days; encrypted web tracking expires within 90 days. A specifically documented legal requirement may require limited retention. |
| Backups | Seven rotating daily encrypted backup sets, with a supported restore window of seven days. Current deletion instructions must be reapplied before restored data is put back into service. |
| Encrypted deletion journal | Normally eight days from database erasure to protect the supported backup restore window. If a provider purge is still pending, the journal is kept only to finish the request rather than being discarded before deletion is complete. |
These are product defaults, not statutory safe harbors. Active tickets, uncertain moderation outcomes, scheduled moderation, channel locks, unsettled games or trades and a specific legal obligation may require operator review before information can be removed. We do not treat a stable hash of a Discord ID as anonymous deletion. A restricted deletion-maintenance process removes personal identifiers and unnecessary text while preserving non-personal accounting consistency.
Diagnostic output is limited to operational messages and resource references. OAuth codes, session cookies, tokens, passwords, message content and user profile details are excluded from ordinary diagnostic logs. Rotating those logs does not replace the separate retention rules for personal records in the databases.
Removing Vital from a server starts a cleanup process for that server’s operational data. Unsettled obligations and active moderation are reviewed before cleanup. Information that other people copied, Discord retains independently or a server exported outside Vital is not controlled by the operator.
6. Access, correction and deletion
Use the privacy request page to ask for access to your data, correct inaccurate information or request deletion. Sign-in verifies the Discord identity involved. You can instead email korbyadams@gmail.com if you cannot sign in. We may ask for proportionate verification, but will not ask you to send a bot token or account password.
We aim to respond within 30 days, subject to applicable requirements and the complexity of the request. We will explain any delay, limited retention or lawful reason for declining part of a request. An access response may redact another person’s information or security details.
Before deletion, existing games are settled and pending trade offers are cancelled or refunded under their normal rules. Deletion does not reverse a Discord ban. Active tickets, uncertain actions, scheduled moderation and channel locks may need operator review. The process covers current PostgreSQL and Appwrite records, legacy JSON payloads, controlled exports and restoration procedures. A short independently encrypted deletion journal protects restoration of the retained backups. Its identifiers remain personal information; the journal is restricted to completing deletion and replaying deletion instructions before a restore resumes service.
7. Your rights and complaints
Your rights depend on the laws that apply to the processing and your circumstances. Where applicable, they may include access, correction, deletion, restriction, objection, portability and withdrawal of consent for consent-based processing. We do not assume that a small-business exemption removes all obligations, or that nationality alone determines which law applies.
Raise concerns first with the privacy contact above. If you remain dissatisfied, you may contact the Office of the Australian Information Commissioner where it has jurisdiction, or another competent privacy regulator. This policy does not limit a statutory complaint or consumer right.
8. Policy changes
We will update this page when the Service’s actual practices change, show a new version and date, and provide an appropriate notice of material changes. Public policy pages do not by themselves satisfy privacy or Discord verification requirements. Contact Korbin Adams at korbyadams@gmail.com with questions.