Legal

Privacy Policy

Applies to the AegisGrid Discord bot and its website and dashboard at aegisgrid.io. Last updated for version 1.6.1.

Who runs AegisGrid

AegisGrid is run by an independent developer, who decides what data the bot keeps and why (the "controller" in GDPR terms). For anything about your data, email admin@humblegamers.com. Each server's own staff also decide which AegisGrid features they switch on in their server, and they can see the moderation data for their server.

What we store

• Server settings you choose in the dashboard (channel IDs, role IDs, messages).
• Discord user IDs together with: moderation cases (kick, ban, timeout, warn) in the server where they happened; private staff notes a server's moderators wrote about a member (encrypted, only readable by the staff roles that server chose); XP and levels per server; reputation points, profile color and bio.
• Global Trust Score events: timeouts, kicks, bans and temporary bans (whether made through AegisGrid, Discord's own tools or other bots, read from the server's audit log), complaints, reactions received (stored as a one-way code, not who reacted), time spent in voice chat, kudos from admins, and any correction made by the AegisGrid team. These follow a user across all servers that use AegisGrid.
• Automatic global blacklist: a user whose 6-month score falls to the limit (with reports from more than one server) is blacklisted on every AegisGrid server. The entry is removed automatically when the score recovers. Each server can pardon a user for that server only.
• Paid-tier logs (only on servers that turn them on): the text of edited and deleted messages (Shield), and server events such as joins, leaves, role, nickname, channel and settings changes with who made them (Grid).
• Usage analytics (Grid servers only): counts per hour of how many messages each member sent in each channel, minutes in each voice channel, reactions, joins, leaves and commands used. No message text.
• Server economy: balances, items, lottery tickets and a money log per server. This money has no real value and can't be bought or cashed out.
• Backups (Grid): a copy of the server's roles, channels and permissions, so they can be rebuilt after a raid. No messages or member data.
• Language choice: if you pick a language with /language, we store it against a one-way code made from your user ID, not the ID itself.
• D&D tools: character sheets (with the Discord ID of the player they belong to), combat trackers, campaign notes and planned sessions with who answered Going, Maybe or Can't. Sheets, tracker names, notes and session titles are encrypted.
• Looking for Group: party posts (game, the host's note, the players who joined), who said they're free to play and until when, who is waiting in the matchmaking queue, and the game roles taken off someone who snoozed pings (so they can be given back). The host's note is encrypted.
• Giveaways: the prize (encrypted), who entered and who won. Birthdays: the day and month you saved (never the year). Reminders: what you asked to be reminded about (encrypted), when, and a link to the message. Modmail: which server you contacted and when; the messages themselves are not stored by AegisGrid, only in your DMs and the server's staff channel. Starboard and voice rooms: only message and channel IDs.
• Server suggestions: the idea (encrypted), who posted it, and who voted which way. Events: the title and details (encrypted) and who answered Going, Maybe or Can't. Trivia: points per member. Invite tracking (only on servers that switch it on): who invited whom, and whether they left. Temporary roles: who has which role until when. Sticky messages and announcements: the text staff wrote (encrypted).
• Temporary bans: who is banned from which server until when, so AegisGrid can lift the ban on time. Reported messages: who reported which message and why (encrypted); AegisGrid doesn't keep a copy of the message. Ban appeals: your answers (encrypted), the server's decision and note. Applications & forms: your answers (encrypted), the decision and note. Achievements: nothing extra; badges follow from your level. Bluesky & Reddit alerts: which public accounts and subreddits a server follows, and which posts were already shared. Weekly check-up: the IDs and Trust Scores of people who joined with a low score, so the week's summary can list them. Permission change alerts: a daily snapshot of a server's channel and role permissions (IDs and permission numbers only), and risky changes with who made and who undid them. Staff inbox and AutoMod test mode: nothing extra; they read what's already stored, and test results are shown once and forgotten.
• Esports team tools: which members are on which team, with their position, status (starter, substitute, coach…) and in-game name (encrypted); practices, scrims and matches with who answered Available, Late or Can't and who attended; the practice time members log themselves, with their note (encrypted). With Shield also match results (opponent and event encrypted) and the times members said they can usually play. MILSIM tools: each member's rank, unit and enlistment date; the service record (promotions, demotions, unit moves, leave, qualifications and awards, with reasons and citations encrypted); operations (title and briefing encrypted) with who answered and attended; leave requests with their dates and reason (encrypted).
• Public leaderboard page: if a server switches it on, its level rankings, with members' display names and pictures fetched live from Discord, can be seen by anyone at aegisgrid.io/leaderboard. It is off unless the server turns it on.
• Time zone: the zone you saved, stored against a one-way code of your account, never your ID. AFK: your away note (encrypted) until you talk again. Keyword highlights: your words (encrypted). Bookmarks: nothing is stored; the copy is only in your DMs. Free game and YouTube alerts: which games and videos a server was already told about.
• TikTok alerts: if you connect your TikTok account so a server can post your new videos, we keep your TikTok display name, an ID TikTok gives us for your account, and TikTok's login keys (encrypted). We only ask TikTok for your public profile and your list of videos. Who connected it is kept as a one-way code, so you can disconnect it on My data.
• Feature suggestions: the text you send on the Suggest page and your Discord ID, both encrypted, so the team can read and answer it.
• Tickets: transcripts are posted to the server's own log channel and are not kept by the bot. Staff with the right role can instead close & erase a ticket: the channel is deleted with no transcript, and everything AegisGrid stored about that ticket is deleted. Ticket types can also be kept out of the message logs altogether.
• Easy Build, the Setup Wizard and channel counters only create channels and roles in your server and save the settings you chose. They store nothing about members.

Why we keep it (legal basis)

• To run the features a server switches on: settings, levels, economy, tickets, LFG, D&D tools, logs and analytics. This is in the legitimate interest of the server and its members, who chose to use AegisGrid (GDPR Art. 6(1)(f)).
• To keep communities safe: Trust Score events, the blacklist, moderation cases, server reputation and moderator-abuse checks. This protects members of every server from harassment and raids, which is a legitimate interest (Art. 6(1)(f)). Because it protects other people, it is kept even if you ask for your other data to be deleted, but it stops counting after 6 months and is deleted after a year.
• Payments: to provide the plan you bought, and because tax law requires payment records (Art. 6(1)(b) and (c)).
• TikTok connections: your consent. You can take it back at any time on My data or in the TikTok app (Art. 6(1)(a)).

How long we keep it

• Trust Score events: count for 6 months, deleted after 12 months. Blacklist entries: until the score recovers.
• Moderation cases: deleted after 2 years.
• Staff notes about members: deleted after 2 years, or 30 days after AegisGrid leaves that server.
• Paid-tier logs: 90 days. Usage analytics: 120 days. Server reputation events: about 13 months.
• D&D sessions: 30 days after they happen; combat trackers: 60 days after they were last used.
• Looking for Group: closed posts after 7 days; availability when it runs out; queue places after 2 hours.
• Giveaways and their entries: 30 days after they end. Reminders: when they are delivered. Birthdays: until you remove them. Modmail records: 90 days after the conversation is closed.
• Events and their answers: 30 days after the event. Decided server suggestions' votes: 180 days. Invite tracking records: 2 years.
• AFK notes: 30 days at most. Countdowns: 7 days after they end. Free game records: 180 days.
• Feature suggestions: a year after they're marked done or not planned.
• Temporary bans: the moment the ban ends. Reported messages: 6 months. Decided ban appeals and form answers: 1 year. Low Trust Score join notes: 14 days. Risky permission changes: 90 days; the permission snapshot is replaced every day.
• Esports sessions, their answers and attendance: 180 days. Practice log entries: 1 year. Match results and availability: until the server deletes them or AegisGrid leaves. MILSIM operations, service records and finished leave: 2 years.
• Dashboard logins: 7 days.
• When AegisGrid is removed from a server, that server's settings and everything stored for it (levels, cases, tickets, economy, logs, analytics, D&D, LFG and so on) are deleted 30 days later. If the bot is added back before then, nothing is lost.
• Profiles, levels and economy balances: until you delete them on My data, or the server is removed as above.
• Encrypted backups of the database are kept for about two weeks, so deleted data disappears from them within that time.

How we protect it

• No names, emails or passwords. We never ask Discord for your email. Logging in to the dashboard uses Discord, and we don't keep your Discord login token. Names shown on the dashboard are looked up live from Discord, not saved.
• Encrypted text. Anything typed by people that could contain personal details (moderation reasons, complaints, compliments and kudos, logged message text and nickname changes, profile bios, moderator-abuse details, D&D sheets, notes and session titles, LFG notes, suggestions, TikTok login keys and dashboard logins) is encrypted in our database with AES-256. The key is kept separately from the database.
• One-way codes instead of IDs for who reacted, who complained, who upvoted, whose language choice it is, who paid and who connected a TikTok account. These still stop the same person repeating something within 30 days, but can't be turned back into an account.
• Locked-down mentions. Nothing a member types (a poll, an LFG note, a bio) can make the bot ping @everyone, @here or a role.
• The database and backups can only be opened by the server's administrator account, and old data is deleted on the schedule above.

Who else handles it

• Discord runs the platform the bot works on. See Discord's privacy policy.
• Stripe processes payments. You pay on Stripe's own page; your card details and billing email go to Stripe, never to AegisGrid. We keep only Stripe's reference numbers for your subscription, the plan, its status, when it renews, how many servers it covers and which server IDs are on it. Who paid is stored as a one-way code. See Stripe's privacy policy.
• Discord processes plans bought inside Discord. AegisGrid receives only Discord's purchase reference, which plan it is, whether it's active, and (for a personal plan) who bought it, which we store as a one-way code. Your payment details stay with Discord.
• TikTok, only if you connect your account. See TikTok's privacy policy.
• GamerPower.com and YouTube: for free game and new-video alerts, AegisGrid reads their public lists. Nothing about you is sent to them.
• Contabo, the company we rent our server from. It stores the encrypted database but doesn't use it.
• We don't sell data, show ads or share data with anyone else, unless the law requires it.
• Discord, Stripe and TikTok may handle data outside your country, including in the United States, under their own safeguards.

Server reputation and moderator checks

Each server has its own reputation score built from its members' reactions and voice time, and from upvotes, compliments and complaints sent on the website or by DM. For upvotes, compliments and complaints we store a one-way code of who sent them, so each person can only send one every 30 days. Server staff see what was written, never who wrote it. We also record which moderator made each ban, kick and timeout, to detect moderator abuse.

Messages we send you

AegisGrid sends you a direct message whenever your Trust Score has gone up or down by 100 points or more since the last update. If you join a Looking for Group party or queue, you may get a DM when the group is ready.

What we don't store

We don't store general message content. Messages are read in real time only to run AutoMod, award XP and money, and answer custom commands. The only exception is the edited/deleted message log above, on servers that switch it on.

Who can see it

Server staff can see moderation data for their own server. Trust Scores and blacklist status are visible to anyone who uses /info trust or sends the bot a user ID in a direct message, so that communities can protect themselves. Lookups show totals only, never complaint text or which servers reported someone.

Your rights

• See and download your data: on My data, any time.
• Delete your data: on My data. It explains what is kept and why.
• Correct it, or object to how it's used: contact us (see "Who runs AegisGrid"). To appeal a ban or the blacklist, talk to the staff of the server you want to join; they can pardon you there.
• If you live in the EU, the UK or another place with similar laws, you can also complain to your local data protection authority.

Cookies

The website uses two small cookies: one keeps you logged in (it lasts 7 days), and one remembers the language you picked. Both are needed for the site to work, so there is no cookie banner. There are no tracking or advertising cookies.

Children

You must be old enough to use Discord where you live (at least 13, and older in some countries) to use AegisGrid.

Changes

When this policy changes, the new version is posted here and the change is listed on the What's new page.