Privacy Policy

1. Introduction

1.1This Privacy Policy explains how I, the lead developer of Vertx ("Vertx", "I", "me" or "my"), collect, use, share, keep and protect personal data in connection with the Services, as defined in the Terms of Service.

1.2I am the controller of the personal data described in this Privacy Policy, except where stated otherwise.

1.3When Vex is used in a Discord server run by someone else, that server's administrators decide which features are turned on and are responsible for telling their members.

2. Summary

2.1Vex only handles what it needs to run tickets, logs and answers. I never see your Discord password, I never sell your data, and I don't use advertising or tracking.

2.2Conversations with Vex are deleted after 30 days. Support tickets are deleted 12 months after they close. Everything about a server is deleted 30 days after Vex is removed from it.

2.3You can ask me for a copy of your data, or for it to be deleted, at any time.

3. Personal Data I Collect

3.1Discord Account Data: your Discord user ID, username, display name and avatar. I never receive your Discord password.

3.2Server Data: for servers where Vex is added, the server ID and name, its channels, roles and emojis, and the settings chosen by Server Administrators on the dashboard.

3.3User Content: what you send to Vex, including messages to Vex, support ticket forms (your answers and any files you upload), messages in ticket channels, ticket transcripts and ratings.

3.4Dashboard Data: when you log in to the dashboard with Discord, the list of servers you are in and your permissions there, so the dashboard can show which servers you can manage. Changes you make on the dashboard are recorded on the Activity page with your username and an Event ID.

3.5Technical Data: data needed to run and secure the Services, including event logs with Event IDs, error reports, and, on the website and dashboard, IP addresses used for security and rate limiting.

3.6Support Server Data: in the Support Server, your Discord user ID, username, account creation date and roles; membership events such as joins and departures; messages sent to Vex; messages checked by automated moderation; the content of messages that are edited or deleted, as recorded in moderation logs; support ticket contents and transcripts; and records of moderation actions.

3.7Linked Roblox accounts: in the Support Server, verification uses Dock, a third-party service. When you open a support ticket there, Vex checks with Dock whether your Discord account is linked and may receive your linked Roblox account ID, and retrieve your public Roblox username, display name and avatar. This is shown only to you and to staff, to help with your request. Dock processes your data under its own privacy policy.

3.8Discord processes your data separately, as its own controller, under its own privacy policy. I am not responsible for Discord's processing.

4. How I Use Personal Data

4.1I use personal data only to:

(a) provide, run and maintain the Services;

(b) keep the Services and the servers that use them secure;

(c) detect, investigate and prevent breaches of the Policies, fraud, abuse and security incidents;

(d) give support and answer questions;

(e) improve the Services; and

(f) meet my legal obligations.

4.2Where the law requires a legal basis for processing, I rely on my agreement with you, my legitimate interest in running a safe and secure service, my legal obligations and, where required, your consent.

5. Automated Processing and Artificial Intelligence

5.1Messages you send to Vex, ticket details Vex is asked to help with, and messages checked for safety are processed by automated systems, including artificial intelligence models from Anthropic (Claude), reached through Replit.

5.2To answer questions, Vex may search the web and read public pages, including Wikipedia and DuckDuckGo results. Search services receive the search words, which can include details from your question. Links in messages may be opened to check whether they are safe.

5.3Automated moderation may remove content or apply temporary restrictions. You can ask for any such decision to be reviewed through a support ticket.

5.4Vex remembers earlier conversations with each member to give more relevant answers. This memory is never shared with other members and is deleted after 30 days. You can ask me to turn your memory off or delete it by opening a support ticket.

6. Who I Share Personal Data With

6.1I do not sell, rent or trade personal data.

6.2I share personal data only:

(a) with service providers that process it on my behalf: Cloudflare (website, dashboard and its database), Replit (where Vex runs, including its AI integration and backup storage on Google Cloud Storage) and Anthropic (the AI models behind Vex). They must keep it confidential and secure;

(b) where required by law, regulation, legal process or a lawful request from public authorities;

(c) where needed to protect the rights, safety or property of Vertx, Users or the public, including reporting illegal content to the authorities; and

(d) if Vertx, or the part of it this data relates to, is transferred to someone else, subject to this Privacy Policy.

6.3Backups of Vex's databases are kept privately so data can be recovered after a failure. Backups follow the same deletion periods as the live data.

7. Who Can See Your Information

7.1Support tickets are private: only you and the server's support staff can see your ticket channel. Information from Dock, such as a linked Roblox account, is shown only to you and to staff.

7.2Messages you post in public channels are visible to other members according to that server's permissions.

7.3The dashboard Activity page and log channel show who changed settings or handled a ticket, to the people who can manage that server.

8. Cookies and Local Storage

8.1Vex itself does not use cookies.

8.2The website uses one strictly necessary cookie to keep you logged in to the dashboard, and one short-lived cookie that protects the Discord login from forgery. It also uses your browser's local storage to remember small preferences, such as your layout. This data stays on your device.

8.3I do not use advertising cookies, analytics trackers or third-party tracking of any kind.

9. How Long I Keep Data

9.1I keep personal data only as long as needed for the purposes in this Privacy Policy:

(a) Server Data: while Vex is in the server, and up to 30 days after it is removed;

(b) conversations with Vex, Vex's memory and the related question and answer logs: up to 30 days;

(c) support tickets, including forms, uploaded files and transcripts: up to 12 months after the ticket is closed;

(d) moderation records, including moderation log entries: as long as reasonably needed to enforce the Policies and protect the community, and no longer than 12 months;

(e) dashboard login sessions: until you log out, and at most 7 days.

9.2I may keep data longer where the law requires it or where it is needed to establish, exercise or defend legal claims.

10. Security

10.1I use appropriate technical and organisational measures to protect personal data, including encrypted connections, access controls, rate limits and keeping secret keys out of the code. No way of sending or storing data is completely secure, so I cannot guarantee absolute security.

10.2If a personal data breach happens, I will tell affected Users and the relevant authorities where the law requires it.

10.3If you find a security problem, please report it privately by email to supportvertx@gmail.com instead of posting it publicly.

11. Your Rights

11.1Depending on the law where you live, you may have the right to access, correct, delete or restrict the processing of your personal data, to object to its processing, to receive a copy in a portable format, and to withdraw your consent where processing is based on consent.

11.2You can use these rights by opening a support ticket in the Support Server or by email to supportvertx@gmail.com. I will respond within the time required by law, and within 30 days where reasonably possible. I may ask you to confirm your identity first.

11.3Where the law gives you this right, you may complain to a data protection authority.

12. Children

12.1The Services are not meant for children under 13. I do not knowingly collect personal data from children under 13, or under the minimum age required in their country. If I learn that I have, I will delete the data and stop providing the Services to that person.

13. International Transfers

13.1Personal data may be processed in countries other than your own, including the United States, where my service providers run their systems. Where the law requires it, appropriate safeguards are put in place for these transfers.

14. Changes to This Privacy Policy

14.1I may update this Privacy Policy from time to time. Material changes are announced in the Support Server's updates channel before they take effect.

15. Contact

15.1You can send me questions about this Privacy Policy through a support ticket in the Support Server or by email to supportvertx@gmail.com.