Comprehensive Privacy Policy for Maxima Discord Bot
Effective Date: July 29, 2025
Version 2.1 | Last Reviewed: July 29, 2025
Executive Summary
This Privacy Policy describes how Maxima Bot ("we," "our," or "the Bot") collects, uses, processes, stores, and protects personal information when you use our Discord bot services. By using Maxima Bot, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. This policy complies with applicable data protection regulations including GDPR, CCPA, and other relevant privacy laws.
1. Definitions and Scope
1.1 Key Definitions
"Personal Data" means any information relating to an identified or identifiable natural person, including but not limited to Discord user IDs, usernames, message content, and usage patterns.
"Processing" means any operation performed on personal data, including collection, recording, organization, structuring, storage, adaptation, retrieval, consultation, use, disclosure, dissemination, or deletion.
"Data Controller" refers to OxiaCode and the Maxima Bot development team who determine the purposes and means of processing personal data.
"Data Subject" refers to any Discord user who interacts with Maxima Bot either directly through commands or indirectly through server presence.
"Third Party" means any person, company, or service provider other than the Data Controller and Data Subject.
1.2 Scope of Application
This Privacy Policy applies to all interactions with Maxima Bot, including:
- Direct command usage and bot interactions within Discord servers
- Passive data collection through bot presence in servers
- Data processing for administrative and moderation purposes
- Analytics and performance monitoring activities
- Any data collection through associated websites, dashboards, or third-party integrations
- Data shared with or collected from Discord's API and platform
1.3 Geographic Scope and Jurisdiction
This Privacy Policy applies globally to all users of Maxima Bot, regardless of their geographic location. However, users in specific jurisdictions may have additional rights under local data protection laws, including but not limited to the European Union's General Data Protection Regulation (GDPR), California Consumer Privacy Act (CCPA), and similar regulations.
2. Data Collection Practices
2.1 Categories of Personal Data Collected
2.1.1 Identity and Contact Information
| Data Type | Specific Information | Collection Method | Retention Period |
|---|---|---|---|
| Discord User Identifiers | User ID (numerical), Username, Display Name, Discriminator, Global Name | Automatic via Discord API | Until bot removal or user request |
| Avatar and Profile Data | Profile picture URLs, Banner images, About Me sections, Custom status | API requests when needed | Cached for 24-48 hours |
| Server-Specific Identity | Server nicknames, Role assignments, Join dates, Permission levels | Discord API and bot interactions | While user remains in server |
2.1.2 Communications and Interaction Data
| Data Type | Specific Information | Collection Basis | Processing Purpose |
|---|---|---|---|
| Command Content | Command text, Parameters, Arguments, Slash command selections | Necessary for service provision | Command execution and response |
| Message Content | Full message text when Message Content Intent is enabled | Explicit server administrator consent | Advanced moderation and AI features |
| Interaction Metadata | Timestamps, Channel IDs, Server context, Response times | Legitimate interest in service optimization | Performance monitoring and debugging |
| Voice Activity | Voice channel participation, Speaking status, Audio quality metrics | User-initiated voice commands | Music and voice feature functionality |
2.1.3 Behavioral and Usage Analytics
We collect comprehensive usage analytics to improve service quality and user experience:
- Command Usage Patterns: Frequency of command usage, popular features, user engagement metrics, session duration, and feature adoption rates
- Error and Performance Data: Failed commands, error codes, response latency, system performance metrics, and crash reports
- Server Configuration Data: Bot permissions, enabled features, custom configurations, moderation settings, and integration preferences
- User Preference Data: Language settings, timezone preferences, notification preferences, accessibility options, and customization choices
2.2 Methods of Data Collection
2.2.1 Automatic Data Collection
Certain data is collected automatically through normal bot operations:
- Discord API Integration: User and server information provided by Discord's API during bot interactions, including user presence data, server member lists, and permission structures
- Event-Driven Collection: Data collected through Discord events such as message sends, user joins/leaves, role updates, and channel modifications
- System Monitoring: Performance metrics, error logs, and system health data collected through automated monitoring systems
2.2.2 User-Initiated Data Collection
Some data is collected only when users actively interact with specific features:
- Command Execution: Data collected when users execute bot commands, including command parameters and contextual information
- Configuration Changes: Data collected when users or administrators modify bot settings, permissions, or feature configurations
- Voluntary Information Sharing: Data provided by users through profile setup commands, preference settings, or feedback submissions
2.3 Special Categories of Personal Data
Maxima Bot does not intentionally collect special categories of personal data as defined under GDPR (racial origin, political opinions, religious beliefs, health data, etc.). However, such information might be inadvertently collected if users include it in their messages or profiles. We have implemented measures to minimize such collection and will delete any inadvertently collected special category data upon identification.
3. Legal Basis for Processing
3.1 GDPR Compliance Framework
For users in the European Economic Area (EEA), United Kingdom, and Switzerland, we process personal data based on the following legal grounds as defined in the General Data Protection Regulation:
3.1.1 Contractual Necessity (Article 6(1)(b) GDPR)
Processing necessary for the performance of our service contract with users:
- Executing bot commands and providing requested functionalities
- Maintaining user preferences and configuration settings
- Providing customer support and technical assistance
- Ensuring proper authentication and access control
3.1.2 Legitimate Interests (Article 6(1)(f) GDPR)
Processing based on our legitimate interests, which are not overridden by users' fundamental rights:
- Service Improvement: Analyzing usage patterns to enhance bot functionality and user experience
- Security and Fraud Prevention: Detecting and preventing abuse, unauthorized access, and malicious activities
- Technical Operations: Maintaining system stability, debugging, and performance optimization
- Business Analytics: Understanding user engagement to guide product development decisions
3.1.3 Consent (Article 6(1)(a) GDPR)
For certain processing activities, we rely on explicit user consent:
- Collection of message content through Message Content Intent (requires server administrator consent)
- Advanced analytics and personalization features
- Marketing communications and promotional materials
- Integration with third-party services and platforms
3.1.4 Legal Obligation (Article 6(1)(c) GDPR)
Processing required to comply with legal obligations:
- Responding to lawful requests from authorities
- Complying with Discord's Terms of Service and Developer Policy
- Meeting data protection and privacy regulation requirements
- Maintaining records for audit and compliance purposes
3.2 Non-EEA Legal Framework
For users outside the EEA, we process personal data based on:
- Service Provision: Processing necessary to provide and maintain bot services
- User Consent: Where users have provided explicit consent for specific processing activities
- Legitimate Business Interests: Processing that serves legitimate business purposes while respecting user privacy
- Legal Compliance: Processing required by applicable laws and regulations in relevant jurisdictions
4. Data Usage and Processing Purposes
4.1 Primary Service Functions
Personal data is processed for the following core service purposes:
4.1.1 Bot Functionality and Command Execution
- Command Processing: Interpreting and executing user commands, providing appropriate responses, and maintaining command history for troubleshooting
- User Authentication: Verifying user identity, checking permissions, and ensuring appropriate access to bot features
- Personalization: Customizing bot responses based on user preferences, language settings, and historical interactions
- Context Awareness: Understanding server-specific configurations and user roles to provide contextually appropriate functionality
4.1.2 Server Administration and Moderation
- Automated Moderation: Detecting and responding to violations of server rules, spam prevention, and content filtering
- User Management: Tracking user behavior patterns, maintaining moderation logs, and supporting administrator decision-making
- Server Analytics: Providing server administrators with insights into community activity, engagement metrics, and growth patterns
- Compliance Enforcement: Ensuring adherence to Discord's Terms of Service and community guidelines
4.2 Secondary Processing Purposes
4.2.1 Service Improvement and Development
We use aggregated and anonymized data for:
- Feature Development: Understanding user needs and preferences to guide new feature creation and existing feature enhancement
- Performance Optimization: Identifying bottlenecks, optimizing response times, and improving overall system efficiency
- User Experience Research: Analyzing user interaction patterns to improve interface design and workflow optimization
- Quality Assurance: Testing new features, identifying bugs, and ensuring consistent service quality across different environments
4.2.2 Security and Fraud Prevention
Personal data may be processed for security purposes including:
- Abuse Detection: Identifying patterns of misuse, unauthorized access attempts, and potential security threats
- Rate Limiting: Preventing spam and ensuring fair resource allocation among users
- Incident Response: Investigating security breaches, analyzing attack vectors, and implementing preventive measures
- Compliance Monitoring: Ensuring adherence to terms of service and identifying violations of usage policies
4.3 Administrative and Legal Purposes
Data processing for administrative functions includes:
- Customer Support: Providing technical assistance, troubleshooting issues, and responding to user inquiries
- Legal Compliance: Meeting regulatory requirements, responding to legal requests, and maintaining compliance records
- Business Operations: Financial record-keeping, audit support, and internal reporting requirements
- Communication: Sending important service updates, security notifications, and policy changes
5. Data Sharing and Third-Party Access
5.1 General Data Sharing Principles
Fundamental Commitment: Maxima Bot does not sell, rent, or trade personal data to third parties for commercial purposes. We maintain strict controls over data access and sharing, ensuring that any data disclosure serves legitimate purposes and includes appropriate safeguards.
5.2 Categories of Data Recipients
5.2.1 Internal Access (OxiaCode Team)
| Role | Access Level | Purpose |
|---|---|---|
| Lead Developer | Full database access with audit logging | Bot development, debugging, and maintenance |
| Technical Support | Limited access to user support tickets and related data | Customer support and issue resolution |
| Security Administrator | Access to security logs and incident data | Security monitoring and incident response |
| Data Protection Officer | Audit access to all data processing activities | Privacy compliance and data protection oversight |
5.2.2 Essential Service Providers
We share data with carefully selected service providers under strict contractual obligations:
- Discord Inc.: As the platform provider, Discord receives data through API interactions as necessary for bot functionality. This sharing is governed by Discord's Terms of Service and Privacy Policy
- Cloud Infrastructure Providers: Hosting services (such as AWS, Google Cloud, or Azure) that store and process data under comprehensive data processing agreements
- Database Services: Managed database providers that store bot data with encryption and access controls
- Monitoring and Analytics: Services that help us monitor bot performance and identify issues, using anonymized or pseudonymized data where possible
5.2.3 Legal and Regulatory Authorities
We may disclose personal data to authorities when:
- Legal Obligation: We are required by law, court order, or regulatory requirement to disclose information
- Law Enforcement Cooperation: Assisting with legitimate law enforcement investigations, subject to appropriate legal procedures
- Emergency Situations: Protecting the safety and security of users or the public when immediate action is required
- Terms of Service Violations: Reporting serious violations to relevant authorities as required by law
5.3 International Data Transfers
Given the global nature of Discord and internet services, personal data may be transferred to and processed in countries outside your residence jurisdiction. We ensure appropriate safeguards for international transfers:
- Adequacy Decisions: Transferring data to countries with adequacy decisions from relevant data protection authorities
- Standard Contractual Clauses: Using European Commission-approved standard contractual clauses for transfers to countries without adequacy decisions
- Binding Corporate Rules: Implementing binding corporate rules for intra-group transfers where applicable
- Consent-Based Transfers: Obtaining explicit consent for transfers where other safeguards are not available
5.4 Data Sharing Safeguards
All data sharing arrangements include comprehensive safeguards:
- Contractual Protections: Data processing agreements that limit use, require security measures, and ensure compliance with privacy laws
- Technical Safeguards: Encryption in transit and at rest, secure communication channels, and access logging
- Regular Audits: Periodic reviews of third-party compliance with contractual obligations and security requirements
- Incident Notification: Requirements for immediate notification of any security breaches or unauthorized access
6. Data Retention and Deletion
6.1 Retention Policy Framework
Our data retention practices are designed to balance service functionality, legal compliance, and privacy protection. We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, comply with legal obligations, and protect our legitimate interests.
6.2 Category-Specific Retention Periods
| Data Category | Standard Retention Period | Extended Retention Triggers | Deletion Method |
|---|---|---|---|
| User Identity Data | While user actively uses the bot | Legal holds, ongoing investigations | Secure overwrite and verification |
| Command History | 90 days from execution | Error investigation, abuse reports | Automated purge with audit trail |
| Message Content | 30 days or until processing complete | Moderation appeals, legal requirements | Immediate secure deletion |
| Error Logs | 1 year from creation | Ongoing technical investigations | Automated archive and deletion |
| Analytics Data | 2 years in aggregated form | Business planning requirements | Data anonymization then deletion |
| Security Logs | 3 years from incident | Legal proceedings, compliance audits | Secure archival then deletion |
6.3 Automated Deletion Processes
We implement automated systems to ensure timely data deletion:
- Scheduled Purges: Automated daily processes that identify and delete data that has exceeded retention periods
- User Inactivity Detection: Systems that identify inactive users and initiate data deletion procedures after specified periods
- Server Removal Triggers: Automatic data deletion when the bot is removed from a server or when servers become inactive