Privacy Policy
Last updated: 02.11.20261. Data Controller & Scope
The controller is Elias Alexander Friedrich, who runs AlphaCloud as a sole trader, c/o Online-Impressum #6682, Europaring 90, 53757 St. Augustin, Germany, email: hello@alphacloud.bot. Our legally binding imprint is available at alphacloud.bot/imprint. This policy applies to the Discord bot, website (alphacloud.bot), web panel (panel.alphacloud.bot), and the platforms ideas.alphacloud.bot, bugs.alphacloud.bot, appeals.alphacloud.bot, goto.alphacloud.bot, transcript.alphacloud.bot, and alphacloud.bot/docs. Contact us at hello@alphacloud.bot or via our Discord support server (discord.gg/M4Q9adg7SG).
2. Data Stored: Platforms & Login
When logging in and using our platforms (panel.alphacloud.bot, ideas.alphacloud.bot, bugs.alphacloud.bot, appeals.alphacloud.bot, goto.alphacloud.bot, transcript.alphacloud.bot, alphacloud.bot/docs), we process the following Discord OAuth2 data: Discord ID, display name, email address (if stored and shared on the Discord account), avatar URL, and language preference. We also request from Discord the list of servers you are a member of, with their name, icon and your permissions there, in order to show you the servers you may manage in the panel and to check your permissions. We keep this list in memory only for a short time and do not store it permanently. Additionally, session tokens and user agents are stored to ensure account security. As a rule, we do not store IP addresses. They are processed only briefly in memory for abuse protection (rate limiting), and our server logs contain no IP addresses. There are two exceptions, for declarations we must be able to prove later: if you consent to immediate performance when purchasing, we store your IP address and user agent together with the declaration as evidence. If you submit a cancellation through our cancellation form, we store your IP address, as evidence and to limit the number of submissions from one connection (both Art. 6(1)(c) and (f) GDPR), for as long as we need that evidence and at most until the end of the statutory retention periods. If you start a purchase through our bot in Discord, Discord does not provide us with your IP address or user agent, so we do not store either. In that case, the evidence of your consent consists of your Discord user ID, the ID of the server you are buying for, the selected plan (product and term), the version of the consent text, the language and the time, on the same legal basis and for the same period. OAuth2 access tokens are stored in encrypted form in the database and used for Discord API calls (e.g., server membership verification). In the panel, you can optionally consent to being automatically added to our Discord server (updates, community input, giveaways). If you agree, your OAuth2 access token is used once to add you to the server via the Discord API. Your decision (yes/no) is stored permanently and you won't be asked again. Newsletter subscriptions are stored as Discord DM opt-ins; no emails are sent. Separately, we occasionally send owners of servers that AlphaCloud has been added to a direct message about significant changes to our services (section 2 of the Terms). For this we determine the Discord IDs of the owners of all servers with AlphaCloud and store the recipient list of such a message so that nobody receives it twice after a restart. The legal basis is our legitimate interest in informing those responsible for the servers about our service (Art. 6(1)(f) GDPR). Preview images for shared links: when a link to the panel is shared, for example in Discord, we generate a preview image. For links to a server page it shows the server's name, icon and member count, information Discord already makes public about the server. Data of individual users never appears on it, and nothing additional is stored for the preview image.
3. Data Stored by the Discord Bot
For the bot's functionality, we store Server IDs, Channel IDs, Role IDs, and Message IDs. Additionally, the following user and activity data is processed: moderation logs (warns, mutes, bans including reasons, user and moderator IDs); member reports via /report or "Report message" if the server enabled them (Discord IDs of the reporter and the reported person, the reason, for reported messages their text and links to attachments, the handling status and the Discord ID of the handling moderator; deleted after 90 days; the reported person is not told who reported them); team management (absence reasons, usernames); audit logs of panel settings with Discord ID and username; direct messages you send to the bot (DM Logs: we forward the text, attachments, Discord ID and username to an internal channel on our Discord server that only our team can see, in order to notice support requests and misuse); activity logs of all bot commands and panel actions with Discord ID (ActivityLog); AI user profiles automatically extracted from AI chat conversations, containing information about language, interests, and server role (AiUserMemory, per user and server); AI conversation history of the last 40 messages per channel (AiConversation); suggestion vote data (Discord ID linked to vote choice); giveaway participation records (Discord IDs of participants, host, and winners); invite tracking (which user invited whom and when, including qualification status); minigame economy data (balance and purchase history per user and server) and counting stats (number of correctly counted numbers and mistakes per user and server, for the leaderboard); saved role sets when leaving a server (Sticky Roles); votes in the voucher system (Discord ID linked to vote choice); server backups created by admins (snapshots of the server structure: channels, roles, and settings, including the Discord ID of the creator); vote records from top.gg (Discord ID and time of your vote for the bot, used to grant rewards); reward and trial records (Discord IDs and grant periods for premium trials and rewards earned through votes, server boosts, or invites); entitlement records for Premium and feature grants (Discord ID, product, and validity period); support hours tracking (Discord ID, waiting room and support channel IDs, and timestamps used to calculate wait times and typical support hours); voice support activity, if enabled by the server (Discord IDs of the team member and of the member being helped, support channel ID, start, end and active duration of a conversation; only whether participants are muted or deafened is evaluated, the content of conversations is never recorded or listened to). Daily check-in of the activity check, if enabled by the server (Discord ID and on which days the check-in button was pressed). Daily server figures (number of members, channels and roles of a server per day, plain counts without any reference to a user), from which the panel shows the trend in the server overview; the overview also shows how often a server's modules were used, calculated from the activity logs mentioned above and only as a total per module, never per person. Depending on which modules a server enables, we also store: level system (XP, level and time of the last counted message per user and server); birthdays (day and month without year, entered by you); reminders (your text, channel and time); poll votes (Discord ID linked to the chosen answer); to do lists (title, description and the Discord IDs of the person who created and the person who completed an item); team feedback (rating, optional comment and type of support, linked to the Discord IDs of the person rating and of the team member rated, visible to the server's management in the panel); consents to a server's newsletter (Discord ID, version and language of the consent text, time); temporary roles (Discord ID, role, granting person, reason, expiry) and temporary voice channels (Discord IDs of owner, co owner and excluded persons); factions (Discord IDs of owner and members, warnings); AI Server Builder conversations (your instructions and the generated drafts); redemptions of Premium codes (Discord ID, server, time); free Premium by ads sessions (Discord ID, server, seconds watched, time); referral codes (your code, your Discord ID, points collected and the Discord IDs and servers the code was redeemed for; as the owner you see the name and ID of those servers and the time of redemption). Verification with Discord sign in, if enabled by the server: if a server requires signing in with Discord for verification, we receive from Discord, with your consent, your Discord ID, your name and the list of servers you are a member of. We compare this list with the servers the server has excluded. We do not store the list itself, only a hit (your Discord ID, the server, the excluded server and the time). If the server uses this check, we store your access tokens in encrypted form and check the list again regularly, every 2 days, on Premium servers every 6 hours. If you have since joined an excluded server, the bot removes your verification roles and notes this in the server's log channel. You can revoke access at any time in Discord under Settings, Authorized Apps; after that we no longer check. We delete the tokens after a hit and together with the server's other data. The legal basis is the legitimate interest of the server and our legitimate interest in protecting the server against members of excluded servers (Art. 6(1)(f) GDPR).
4. Message Contents, Tickets, Ideas & Bugs
Messages in server channels are only processed temporarily (e.g., for auto-moderation) and are not permanently stored. Exceptions: If configured by server admins, answers to ticket questions, ticket ratings, and full ticket transcripts (including uploaded images and files) are stored permanently and can be viewed by the ticket creator and authorized team members on transcript.alphacloud.bot. When AI support is enabled, the full conversation history of a ticket (including usernames and messages) is stored in the database and transmitted to DeepSeek AI. On ideas.alphacloud.bot and bugs.alphacloud.bot, we store submitted ideas and bug reports (title, description, up to 3 images), votes (per user), comments, and view history (which user viewed which entry). Ideas, bug reports and comments are publicly visible there, also without signing in and to search engines, together with your Discord display name and your Discord avatar. Likewise, other people see a design you publish in the web panel's embed marketplace with your Discord display name and avatar. Published custom commands, server backups and AI Server Builder templates show the server's name instead of yours. If you delete your account, your ideas, bug reports, comments, votes and designs are deleted with it. Submitted texts are transmitted to DeepSeek AI for automatic content moderation and translation, and stored permanently as both original and translated versions. On appeals.alphacloud.bot, appeal requests (free text, up to 2000 characters) and the full chat history with the support team are stored until 12 months after the decision on the appeal, longer only while the contested blacklist lasts. For a promotion application we store the details entered in the form (server ID, server name, promotion text, link to the logo and channel ID), the Discord ID of the applicant, the result of the one time review and, only when it is negative, the reason for it. The message contents read during the review are not stored. Exception for the optional Scam Radar: a single redacted sample text of a suspicious message that was spread several times can be stored for review by our team (section 21).
5. Purpose and Legal Basis
Processing is necessary for the performance of a contract (Art. 6(1)(b) GDPR) to provide the bot and panel, and based on legitimate interests (Art. 6(1)(f) GDPR) for security and troubleshooting. We do not sell data to third parties. If you are a member of a server that uses AlphaCloud without having a contract with us yourself, we process your data on the basis of our legitimate interest and the legitimate interest of the server in providing the features enabled there (Art. 6(1)(f) GDPR). Which modules a server uses is decided by its team. You can object under Art. 21 GDPR or contact the server's team. You are under no statutory or contractual obligation to provide us with data. Without the sign in data from Discord you cannot use the platforms, however, and without the data a module needs it does not work for you. We do not take decisions based solely on automated processing that produce legal effects concerning you or similarly significantly affect you (Art. 22 GDPR). The only automated decision we take is whether an idea, a bug report, a design or a discount code is published (section 17); on request a person reviews it. Automated moderation such as AutoMod, Anti Nuke or verification is carried out by the bot according to the rules set by the team of the respective server, and that team can review and reverse every measure. The AI user profiles of the AI chat (section 3) only serve to phrase answers more suitably.
6. Data Retention
Data is stored only as long as necessary to operate AlphaCloud on your server. If AlphaCloud is removed from a server, associated data is typically deleted automatically within 30 days. While paid time for the Service module is still running for the server, we wait until it has ended (section 18). Excepted are individual flags that prevent abuse, for example whether a one-time bonus or a trial, including the Service module trial, for this server has already been claimed. They contain the server ID and the Discord ID of the person who claimed it and are retained indefinitely, as a one-time bonus could otherwise be claimed several times (Art. 6(1)(f) GDPR). Account and session data of the platforms is retained for as long as your account exists. The following is also not deleted after 30 days: the data of a server for which paid Premium is running (subscription, prepaid or a purchase in the Discord store) or a Lifetime licence exists, or which has a discount code as a Promotion/Partner Server, for as long as that is the case; ticket transcripts, which remain stored without a fixed deadline so that the creator and the team can still open them; a channel's AI conversation history (at most the last 40 messages); votes on server suggestions; invite statistics data; verification hits (section 3); code redemptions; evidence of purchases, consents, withdrawals and cancellations that we need for statutory retention periods and to defend against claims. You can request deletion of transcripts, conversation histories and votes concerning you at any time at hello@alphacloud.bot (section 7). Most module data and settings can be viewed and deleted by yourself directly in the panel at any time. Logs about the use of features, meaning which action was performed and when, are deleted automatically after 90 days. Moderation and audit records, such as warnings, bans and changes made by server administrators, are kept longer, for as long as they are required for the security of the service and for investigating violations. Purely anonymous statistics without any reference to persons or servers, meaning plain counters such as the total number of actions performed, are retained beyond that. They do not allow any conclusions about individual persons or servers. Promotion applications are deleted automatically 90 days after the decision. An application that was never completed is deleted after 180 days. Voice support activity conversations are deleted automatically 90 days after they ended. The same applies to the daily check-in records. Technical logs of our servers, meaning error and operational messages of the applications, which may contain Discord IDs of users and servers, as well as access logs (requested address, time, status code, response size and duration, without IP address), are stored on our own servers within the EU for at most 14 days for troubleshooting and the security of the service (Art. 6(1)(f) GDPR). Error reports (error message, affected feature, time, an error number and, where relevant, server ID and user ID) are also kept for at most 14 days. Figures derived from them without any personal reference, for example the number of requests per domain or response times, are kept for up to 90 days. If one of our websites crashes in your browser, it sends a short error report to our API regardless of the cookie banner: error message, stack trace, the page opened without appended parameters, the platform concerned and, if you are signed in, your Discord ID. We delete these reports after at most 14 days as well (Art. 6(1)(f) GDPR). We create backup copies of our database every night and overwrite them continuously. Deleted data is no longer contained in them after 15 days at the latest. Support hours tracking entries are deleted after 35 days. The daily server figures of the overview are deleted automatically after 90 days, and together with the other server data once AlphaCloud has been removed from the server. The marker of the feedback survey in the bot is deleted automatically after 183 days (see section 15). The anonymous answers themselves have no personal reference. We delete reports under the Digital Services Act 12 months after the decision; details are in section 17. How long we keep the data of the Service module is set out in section 18, for requests to us in section 20. Proposals of the Scam Radar that nobody has decided on are deleted after 14 days, rejected texts at once (their short code after 180 days). Approved scam texts stay until the team withdraws them (section 21).
7. Your Rights
Under the GDPR, you have the right to access (Art. 15), rectify (Art. 16), erase (Art. 17), restrict processing (Art. 18), and data portability (Art. 20). Right to object: where we process data on the basis of legitimate interests (Art. 6(1)(f) GDPR), you may object to this processing at any time on grounds relating to your particular situation (Art. 21(1) GDPR). We will then no longer process the data unless we can demonstrate compelling legitimate grounds which override your interests, or the processing serves the establishment, exercise or defence of legal claims. You can withdraw any consent you have given at any time with effect for the future (Art. 7(3) GDPR). In addition, you have the right to lodge a complaint with a data protection supervisory authority (Art. 77 GDPR). In the web panel account settings you can download a copy of your account data and delete your account. This deletes your account, your sessions, your newsletter subscription, your Login Coins and your ideas, bug reports, comments, votes and designs. Data belonging to a server (section 3) stays with the server until its team deletes it or AlphaCloud is removed from the server (section 6); you can ask us to delete it. To exercise these rights, contact us at hello@alphacloud.bot or via our support server at discord.gg/M4Q9adg7SG.
8. Cookies and Analytics
On the main website (alphacloud.bot) and on all authenticated platforms (panel.alphacloud.bot, ideas.alphacloud.bot, bugs.alphacloud.bot, appeals.alphacloud.bot, goto.alphacloud.bot, transcript.alphacloud.bot, alphacloud.bot/docs), analytics services are only loaded after your explicit consent via the cookie banner (Art. 6(1)(a) GDPR). If you decline or make no choice, no analytics script is loaded and no analytics data is transmitted. We use Google Analytics including the User-ID feature on alphacloud.bot, panel.alphacloud.bot, ideas.alphacloud.bot, bugs.alphacloud.bot, appeals.alphacloud.bot, and transcript.alphacloud.bot, in each case solely on the basis of your consent (Art. 6(1)(a) GDPR). The User-ID is a pseudonymous internal identifier (not your Discord ID, username, or email) and is used solely to analyze usage behavior across platforms and devices and to improve our services. Google Analytics is not used on goto.alphacloud.bot and alphacloud.bot/docs. We use PostHog for product analytics, session replay, and the recording of technical errors (error tracking), on the main website and on all platforms listed above including goto.alphacloud.bot. PostHog is likewise only loaded after your consent (Art. 6(1)(a) GDPR). Processing takes place in the EU region of PostHog Cloud, hosted in Frankfurt am Main. Details on the data processed, the retention periods, and how to withdraw your consent can be found in section 14 of this privacy policy. In addition to Google Analytics we log our own usage data based on legitimate interests (Art. 6(1)(f) GDPR): actions performed, such as commands and panel actions, together with your internal user identifier and the ID of the server, plus a short-lived presence count while you have the panel open. The presence count is held in memory only, is discarded after at most 10 minutes, and serves solely to determine the number of concurrent visitors. Both are evaluated in aggregate only; no evaluation of individual persons takes place. For our partner program, we additionally log anonymous click counters for links of the form alphacloud.bot/go/<code>, such as those linked in our partner promotional message on a Promotion/Partner Server. We only store a timestamp for this, with no IP address, no user agent, and no other link to a person. If a click on the panel login link leads to a genuine new registration within a few minutes, the same counter entry is additionally marked as a registration, again without storing which person registered. For this we set our own cookie (ac_ref) on alphacloud.bot, which contains only a random, non-personal counter reference, expires after at most 15 minutes, and is deleted immediately after being checked once. The resulting statistics (clicks and registrations per link, aggregated only) are visible to the respective Promotion/Partner Server in the web panel, as well as to our team in the internal Partner Management area. Legal basis: legitimate interests (Art. 6(1)(f) GDPR) in measuring the success of our partner program. Essential cookies and entries in your browser's local storage (session token, language preference, light or dark theme, your choice in the cookie banner and interface settings such as collapsed sections or pinned entries) are strictly necessary for the service you request and do not require consent (§ 25(2) no. 2 TDDDG). Your browser loads some images, such as profile pictures, server icons and images in embed messages or transcripts, directly from the server where they are hosted, usually Discord (cdn.discordapp.com, media.discordapp.net), and for embeds also from other addresses contained in the message. The respective provider receives your IP address and technical details about your browser. The legal basis is our legitimate interest in showing you the content completely (Art. 6(1)(f) GDPR). We also display advertising via Google AdSense on the website (alphacloud.bot), the web panel (panel.alphacloud.bot), transcript.alphacloud.bot, ideas.alphacloud.bot, and bugs.alphacloud.bot to help fund the free bot and keep Premium subscription prices low. On transcript.alphacloud.bot, ads are only shown for servers without an active Premium subscription. For visitors in the EEA/UK, Google's own certified consent dialog (Privacy & messaging) is shown before any ad-related cookies are set, independent of the cookie banner described above. You can manage or withdraw ad personalization at any time via adssettings.google.com. See section 9 for further details on Google AdSense. On panel.alphacloud.bot, server members can additionally opt in to watch rewarded video ads via Google Ad Manager and the Interactive Media Ads (IMA) SDK to unlock 7 days of Premium for their server ("Free Premium" section). This is a separate ad product from Google AdSense and, unlike the AdSense placements above, only ever loads when a member explicitly opens this feature and starts it, never automatically. The same Google consent dialog and opt-out options described above apply. See section 9 for further details.
9. Third-Party Services & External Integrations
To provide certain features, we work with the following external services: Discord: AlphaCloud is a bot for Discord, and signing in to our platforms runs through Discord. Everything the bot receives and sends on a server or by direct message is also processed by Discord as an independent controller under its own terms (for users in the EEA Discord Netherlands BV, Netherlands, together with Discord Inc., USA). According to Discord, it participates in the EU US Data Privacy Framework and uses standard contractual clauses. Privacy: discord.com/privacy. Google Analytics incl. User-ID (alphacloud.bot, panel.alphacloud.bot, ideas.alphacloud.bot, bugs.alphacloud.bot, appeals.alphacloud.bot, transcript.alphacloud.bot): Loaded only after your explicit consent via the cookie banner (Art. 6(1)(a) GDPR), on the authenticated platforms including User-ID tracking (pseudonymous internal ID). Google Analytics is not used on goto.alphacloud.bot and alphacloud.bot/docs. Provider: Google LLC, USA. Privacy: policies.google.com/privacy. PostHog (Product Analytics, Session Replay and Error Tracking): On alphacloud.bot and all authenticated platforms only after your consent via the cookie banner (Art. 6(1)(a) GDPR). Pseudonymous usage data, session recordings and error reports are processed. The storage location is the EU region of PostHog Cloud with servers in Frankfurt am Main, Germany. A data processing agreement under Art. 28 GDPR is in place with the provider. In the webpanel we occasionally show short, voluntary surveys through PostHog, likewise only after your consent. Your answers are stored together with the pseudonymous usage data, and taking part is never required for any feature. Independently of the cookie banner, we also transfer payment data from Stripe (amounts, fees, refunds, subscription status, terms, Stripe customer numbers and the server ID and Discord user ID stored on the subscription; no names, email addresses or payment methods) to PostHog to analyse revenue development (Art. 6(1)(f) GDPR, our legitimate interest in managing the service economically). Provider: PostHog, Inc., USA. Privacy: posthog.com/privacy. Google AdSense (Advertising): We display advertising on alphacloud.bot, panel.alphacloud.bot, transcript.alphacloud.bot, ideas.alphacloud.bot, and bugs.alphacloud.bot to help cover operating costs and keep Premium subscription prices low. On transcript.alphacloud.bot, ads are only shown for servers without an active Premium subscription. Google AdSense may set cookies to serve and measure ads and, where consented to, personalize them (Art. 6(1)(a) GDPR). Provider: Google LLC, USA. For visitors in the EEA/UK, ads are only served after consent through Google's own certified consent dialog (Privacy & messaging), independent of our own cookie banner. Before you make a choice there, this consent dialog itself may already load resources such as font files directly from Google's own servers (including fonts.googleapis.com, fonts.gstatic.com), which transmits your IP address to Google; this is caused by Google's own component, and in the webpanel we technically block this request. You can opt out of personalized advertising at any time at adssettings.google.com. Privacy: policies.google.com/privacy. See alphacloud.bot/ads-transparency for more on why and where we show ads. Google Ad Manager & IMA SDK (Ad Reward Premium): On panel.alphacloud.bot, server members can optionally unlock 7 days of Premium for their server for free by watching rewarded video ads, powered by Google Ad Manager and the Interactive Media Ads (IMA) SDK. This is a separate ad product from Google AdSense described above and only ever loads when a member explicitly opens this feature and clicks to start; it is never shown automatically. Provider: Google LLC, USA. The same consent mechanism (Google's certified consent dialog) and opt-out options (adssettings.google.com) apply as for AdSense. Privacy: policies.google.com/privacy. See alphacloud.bot/ads-transparency for more. Anthropic (AI support chat): When the AI support chat in the official AlphaCloud Discord server answers, the message including Discord username and ID and the channel's previous conversation history are transmitted to Anthropic PBC (USA) to generate the answer (legal basis: Art. 6(1)(f) GDPR, our legitimate interest in fast support). The transfer to the USA is based on the EU Standard Contractual Clauses (Art. 46 GDPR). Privacy: anthropic.com/legal/privacy. Anthropic ("Ask Alfi", setup assistant in the webpanel): When you use the "Ask Alfi" assistant in the webpanel, your messages and the previous course of this chat, the panel language, the panel page you have open and whether the server has Premium are transmitted to Anthropic PBC (USA) to generate the answer. If the assistant needs a module's settings or the server's channels and roles for your question, these are transmitted as well, including the names and IDs of channels and roles. We do not transmit your Discord name or your Discord ID. We do not store the chat history, it only exists in your open browser tab. We only store how many messages were sent per server and day in order to enforce the daily limit, and delete this count after two days at the latest. The assistant never changes anything itself. It only suggests settings, message designs, entries such as ticket categories, and posting messages; a suggestion is carried out only once you apply it, with your own permissions in the panel. Legal basis: Art. 6(1)(b) GDPR (providing the feature you use). The transfer to the USA is based on the EU Standard Contractual Clauses (Art. 46 GDPR). Privacy: anthropic.com/legal/privacy. Anthropic (competency check and applications): In the test at alphacloud.bot/apply, Claude plays the role of a user in the support conversations. We only send the scenario, the chosen language and your replies in that conversation, not your name or your Discord ID. The AI assesses nobody. Details and legal bases are in section 19. Privacy: anthropic.com/legal/privacy. Anthropic ("Ask Alfi" in the documentation): When you use the "Ask Alfi" assistant on alphacloud.bot/docs, your questions and the previous course of this chat as well as the language and the address of the docs page you have open are transmitted to Anthropic PBC (USA) to generate the answer from our documentation. We do not transmit your Discord name or your Discord ID to Anthropic. Asking requires signing in with Discord: we use the identifier of your AlphaCloud account, which is linked to your Discord ID, solely to enforce the daily limit per person and to prevent abuse. We do not store the chat history, it only exists in your open browser tab. We only store how many questions were asked per account and day, and delete this count after 30 days at the latest. Reading and searching the documentation work without signing in; the search runs entirely in your browser, your search terms are not transmitted to us or to third parties. Legal basis: Art. 6(1)(b) GDPR (providing the feature you use), for the count additionally Art. 6(1)(f) GDPR (our legitimate interest in protecting the service against abuse and disproportionate costs). The transfer to the USA is based on the EU Standard Contractual Clauses (Art. 46 GDPR). Privacy: anthropic.com/legal/privacy. Anthropic (nightly error analysis): Every night our team has new errors from our technical logs, the error reports (section 6) and the error data in PostHog (section 14) analysed automatically with Claude Code, an AI tool by Anthropic PBC (USA), to find the cause and prepare a fix. Before anything goes to Anthropic, we replace Discord IDs, email addresses, IP addresses, links containing access data, Stripe payment identifiers and names that the logs label as such with placeholders on our own server. Claude Code reads the logs only through our tool, which always performs this replacement, and has no access to them itself. What remains are error messages and technical details. We cannot completely rule out that a name appears elsewhere in the text of an error message. There is no data processing agreement with Anthropic for this use; that is why we only pass on the data cleaned in this way. A fix only reaches live operation once a person has approved it. The legal basis is our legitimate interest in error free and secure operation (Art. 6(1)(f) GDPR); you can object under Art. 21 GDPR. Privacy: anthropic.com/legal/privacy. DeepSeek (AI features): For several AI features we use the language model of DeepSeek (Hangzhou DeepSeek Artificial Intelligence Co., Ltd., China). Which data we transmit depends on the feature: 1. AI chat module: if the team of a server enables the AI chat module, we send the message the bot replies to, the latest messages of the channel (text, display name and Discord ID of their authors) and the stored AI notes about the person asking (section 3). After a reply we have DeepSeek update these notes from the latest exchange. Legal basis: Art. 6(1)(b) GDPR towards the server, for members without their own contract with us Art. 6(1)(f) GDPR. 2. AI ticket support and ticket summary: if AI ticket support is enabled, we send the course of the ticket (messages and names of the people involved) so that the AI suggests a reply. If a team member of the server requests a summary, we also send the course of the ticket. Legal basis as for no. 1. 3. AI Server Builder: your instructions, the previous course of that session and, if you start from your existing server, its structure (names and settings of categories, channels and roles) as well as general details such as boost tier and approximate member count, without names or IDs of individual members (Art. 6(1)(b) GDPR). 4. Ideas and bug reports: title and description for automatic content checks and for translation into the platform's other languages, for bug reports also to check whether the description is understandable and whether the bug has already been reported (Art. 6(1)(f) GDPR). 5. Embed marketplace: name, description and all texts and links of a design you publish, for automatic content checks (Art. 6(1)(f) GDPR). 6. Partner coupons: the text of the discount code a Promotion/Partner Server creates, checked for inappropriate content before the code is created (Art. 6(1)(f) GDPR). 7. Promotion application: For a promotion application submitted through our form, once, the message contents of the last 50 messages per channel visible to us on the applying server, plus the channel that holds our promotion, in order to detect problematic content and to assess what kind of server it is. Only the message text is transmitted, without the names or IDs of the people who wrote it. The legal basis is our legitimate interest in not promoting a server whose content breaches our guidelines or applicable law (Art. 6(1)(f) GDPR). The applicant has to permit the check twice in two separate steps in the form and confirms that they are authorised to do so; without those confirmations no check takes place. As we cannot inform the members of the reviewed server individually, they are informed through this privacy policy in line with Art. 14(5)(b) GDPR. Of the check we store only the result and, when it is negative, the reason for it, never message content. Where DeepSeek processes the data: according to DeepSeek, it processes and stores the data in the People's Republic of China. There is no adequacy decision of the European Commission for China. We have neither a data processing agreement nor standard contractual clauses with DeepSeek, as DeepSeek offers neither. The transfer is therefore not based on any of the safeguards of Art. 46 GDPR. There is a risk that authorities in China access the data, that DeepSeek keeps it longer or uses it for its own purposes and that you cannot effectively enforce your rights there. DeepSeek does not state fixed retention periods. According to its privacy policy, DeepSeek's representative in the EU is the Prighter Group; contact for DeepSeek: privacy@deepseek.com. Privacy: deepseek.com/privacy_policy. How you avoid the transfer: features no. 1 and 2 only run if the team of a server enables them, no. 3 only if you start it yourself. For no. 1 and 2 a server can configure its own AI provider instead of DeepSeek (next paragraph). Ideas, bug reports, designs, discount codes and promotion applications are always checked through DeepSeek; if you do not want that, do not submit them. Where we rely on legitimate interests, you can object under Art. 21 GDPR (section 7). Self-Hosted AI Provider (Ollama): Server administrators can optionally configure their own self-hosted AI provider (for example Ollama) with a custom address in the panel's Setup section, instead of DeepSeek AI (legal basis: Art. 6(1)(b) GDPR). In this case, the data of the AI chat module, AI ticket support and the ticket summary (no. 1 and 2 above) that would otherwise go to DeepSeek is sent to the address configured by the server administrator instead. All other features keep using DeepSeek. This endpoint is operated or chosen by the respective server administrator, who is solely responsible for the data processing taking place there, not AlphaCloud. For security reasons, to protect our own infrastructure, we only accept publicly reachable addresses and reject, among others, addresses from internal or private networks; this check serves solely our own security and is not a statement about the trustworthiness or data handling of the configured endpoint. Cloudflare (Network, Protection and Storage): All requests to our website, the platforms and the API pass through the network of Cloudflare, Inc., USA, which connects them to our servers and protects them against attacks. In doing so, Cloudflare processes the technically necessary connection data, in particular your IP address, the requested address and the time. We also use Cloudflare R2 as storage for part of the uploaded files and for backup copies of our database; attachments from ticket transcripts are kept on our own servers. Emails to addresses at @alphacloud.bot are received by Cloudflare Email Routing and forwarded to our mail server; Cloudflare processes the sender, the recipient and the message for delivery and, according to its own statements, does not store the content. We protect the content report form and the contact form with Cloudflare Turnstile: on these pages your browser loads a script from Cloudflare that checks characteristics of your browser and connection to detect automated submissions. This is required to operate the forms securely (Section 25(2) No. 2 TDDDG). The legal basis is our legitimate interest in a secure, available service protected against data loss (Art. 6(1)(f) GDPR). A data processing agreement pursuant to Art. 28 GDPR is in place with Cloudflare. Where data is transferred to the USA, this takes place on the basis of the EU US Data Privacy Framework or the European Commission standard contractual clauses. Privacy: cloudflare.com/privacypolicy. Top.gg (Bot Directory): Server statistics (server count) are automatically transmitted to top.gg to list the bot in the public directory; no personal data is transmitted in this process. If you vote for AlphaCloud on top.gg, top.gg transmits your Discord ID to us, which we store to grant vote rewards. Privacy: top.gg/privacy. Cheater Detection APIs (Expose, ASUAS, Anvil): When using the User Scanner command, Discord IDs or FiveM identifiers are transmitted to these external databases to query existing entries. Legal basis: Art. 6(1)(f) GDPR (legitimate interests in protecting the server community from known rule violators). FiveM Game Server Integration (alphacloud_sync): Server admins can connect their own FiveM game server to AlphaCloud. In this case, Discord IDs and role information of linked players are exchanged between the game server and our API (e.g., for role synchronization and whitelist checks), and RCON commands issued via Discord are stored together with the Discord ID of the requesting team member. The game server itself is operated by the respective server owner, who is responsible for the data processing taking place on it. Ko-fi (Donations): In the footer of our website we link to our page on Ko-fi. We do not embed anything from Ko-fi, so visiting our website does not transmit any data to Ko-fi. Only once you open the link does Ko-fi's privacy policy apply: ko-fi.com/privacy. Email: our emails run through our own mail server on our servers at Hetzner (section 10), with no other provider involved. With the sender address service@alphacloud.bot we send, for example, contract confirmations, receipts for cancellations and withdrawals, notices about payments and price changes, notices of changes to the Terms and this policy, and messages about reports (section 17). Section 20 covers requests to us. Your email address and the content of the message are processed (Art. 6(1)(b), (c) and (f) GDPR). Stripe (Payment Processing): When you purchase a Premium subscription, a Lifetime licence, prepaid Premium or the Service module (subscription or prepaid, section 18), the payment is processed by Stripe (Stripe Payments Europe, Ltd., Ireland, and Stripe, Inc., USA). You can start the purchase in the web panel or through the AlphaCloud bot in Discord, the Service module only in the web panel. If you start it in Discord, the bot processes your Discord user ID and the server you select in order to show you the matching servers (from the server list of your web panel login, if you have one), verify your membership of the server and create the payment page for you (Art. 6(1)(b) GDPR). We generate the QR code that leads to the payment page ourselves on our servers, without involving any third party. Stripe collects and processes the data required for the payment (name, billing address, payment details) directly from you. If you choose another payment method instead of a card at checkout (Apple Pay, Google Pay, PayPal, Klarna, Amazon Pay, Revolut Pay or Link), that provider also receives the data it needs and processes it under its own responsibility and privacy notice. In addition, we ourselves transmit the following data to Stripe: the email address of your Discord account linked to AlphaCloud, so that invoices and receipts reach you, as well as your Discord user ID and the ID of the Discord server you are buying for. Both IDs are needed to assign the purchase to the correct server and to ensure that only the person who bought the subscription can manage it. If you consent to immediate performance, we additionally reproduce the wording and time of that consent in the invoice footer, because we are required to confirm the contract to you on a durable medium. We ourselves do not receive or store complete payment data, in particular no card numbers; we only store the Stripe customer reference, the subscription status, the billing period, the record of your consent to immediate performance, and the assignment of the subscription to your AlphaCloud account and the respective Discord server. The billing address is collected for proper invoicing. Because we only sell to certain countries (Section 7 of the Terms), before every purchase we check the country you state as your residence and the country of your connection, which Cloudflare derives from your IP address. We do not store the country of the connection; the stated country goes to Stripe with the purchase. After the payment we compare the country of your payment method (card or account, from your bank through Stripe) and the country of your billing address with the list. If we refund a purchase for this reason, we store for 12 months the server ID, your Discord user ID, the amount, the countries checked, the payment ID and the email address we inform you at. Legal bases: Art. 6(1)(c) GDPR (determining the place of supply for VAT, Art. 24b of Implementing Regulation (EU) No 282/2011) and Art. 6(1)(b) GDPR. As a small business under § 19 (1) of the German VAT Act (Kleinunternehmerregelung), we do not charge VAT. Legal bases: Art. 6(1)(b) GDPR (performance of contract) and Art. 6(1)(c) GDPR (statutory retention obligations under tax and commercial law, and the statutory duty to confirm the contract). A data processing agreement pursuant to Art. 28 GDPR is in place with Stripe as part of the Stripe Services Agreement. Where data is transferred to Stripe, Inc. in the USA, this takes place on the basis of the EU US Data Privacy Framework or the European Commission standard contractual clauses. If you withdraw from a purchase, we additionally process the time of the withdrawal, the amount refunded and the amount retained, and the reason you gave if you chose to give one. We need this to process the refund, to evidence it for tax and accounting purposes, to rule out a second withdrawal of the same purchase, and to check whether you have already withdrawn automatically once within the last 90 days. Legal bases: Art. 6(1)(b) and (c) GDPR. The confirmation of the withdrawal is sent to the email address on file with Stripe. If the payment for a renewal fails, we also inform you at this address (Art. 6(1)(b) GDPR). For the Service module we also inform you at this address, or failing that at the address of your web panel account, about an upcoming change of tier in the subscription and store whether and when you consented or declined (Art. 6(1)(b) GDPR). When we announce a price change for a Premium subscription (section 8 of the Terms), we store for each affected subscription the old and the new price, the deadlines, your decision (consent or refusal), its time and whether it came through the link in the email or the panel. We need this to change the price only with your consent and to be able to prove it later (Art. 6(1)(b) and (f) GDPR). We delete this data four years after the price change was completed, when possible claims arising from it are time barred. Payment related data is stored within the statutory retention periods. Privacy: stripe.com/privacy. Discord Store (purchase through Discord): Premium can also be bought in the Discord store. Discord (Discord Inc., USA) is then the seller. Payment, receipt, cancellation and refunds run entirely through Discord under its terms and privacy policy (discord.com/privacy). From Discord we only receive what we need to unlock Premium: the purchase ID, the Discord user ID of the buyer, the server ID and the period Premium applies to. We do not receive any payment data. We use this information to provide Premium on the server and to inform you about the purchase and about circumstances affecting your subscription, for example if the bot was removed from the server, the server was banned, or we receive a cancellation for the server (Art. 6(1)(b) GDPR). If a cancellation for such a server reaches us through our cancellation form, we compare the email address provided with the address stored in the web panel for the buyer's Discord account, so that the cancellation instructions only go to the buyer (Art. 6(1)(f) GDPR). We delete this information shortly after the subscription ends, like our other Premium records.
10. Data Security & Processing Agreements
We take technical and organizational measures to protect your data from unauthorized access, loss, or misuse. OAuth2 access tokens are stored in encrypted form. Processing of personal data by external service providers is carried out on the basis of data processing agreements (Art. 28 GDPR). The bot, the API, the websites, the database, our mail server with the internal handling system for requests and our logs run on servers we rent from Hetzner Online GmbH, Industriestr. 25, 91710 Gunzenhausen, Germany. They are located in a Hetzner data centre in Falkenstein (Germany) and are administered solely by us. A data processing agreement pursuant to Art. 28 GDPR is in place with Hetzner; the data stays in the EU. We store backup copies of the database in Cloudflare R2 (section 9). We only transfer data to third countries (USA, China) within the scope of the services listed above. Transfers to the USA are based on the EU US Data Privacy Framework, the European Commission standard contractual clauses or your consent, as stated for each service. None of these safeguards exists for the transfer to DeepSeek in China; details and risks are set out under DeepSeek in section 9.
11. Anti-Nuke: Fleet-Wide Threat Intelligence
The Anti-Nuke module can, only if enabled by the server owner, share information about confirmed offenders of a server attack with other servers in the AlphaCloud network (Fleet-Wide Threat Intelligence). Only the offending user's Discord user ID, the type of detection that was triggered (for example, mass channel deletion) and the time of the incident are shared. No message content, no names of other servers, and no other personal data are shared. Which server reported an incident is not shown to other servers that query this information. This processing is based on our legitimate interest (Art. 6(1)(f) GDPR) in protecting our users and the servers we operate against coordinated or repeated attacks. We have weighed this interest against the interests of the affected person and consider the processing appropriate given the very limited scope of data involved (only an ID, no plain-text name, no message content). Reports are automatically deleted after 180 days. Server owners can independently disable both sharing ("Report Offenders") and receiving ("Use Network Reports") this information at any time in the Anti-Nuke settings in the web panel.
12. Changes to this Privacy Policy
We reserve the right to amend this Privacy Policy, for example when new features are introduced, our data processing changes, or the legal situation changes. Amendments will be announced on our Discord support server and published here. For a material change, we also show logged-in users in the web panel (panel.alphacloud.bot) a one-time notice banner the next time they sign in; it disappears once acknowledged. When the Terms of Service or Privacy Policy change, we will additionally send an email to the address on file in the web panel.
13. Login Coins and Leaderboard
In the web panel you can collect Login Coins once a day and trade them for Premium time for one of your servers. For this we store against your panel account: your balance, the coins you have earned in total, your current and your longest streak, the number of days you have collected on, the date of your last collection, a log of the individual collections, and your redemptions together with the server ID they applied to. The legal basis is Art. 6 (1) (b) GDPR; the data is necessary to provide the feature at all and to settle the daily reward correctly. The leaderboard is separate from this and explicitly voluntary. It is switched off by default. Only once you enable the switch Show me on the leaderboard do your Discord display name, your Discord avatar and the ranked figure (current streak, longest streak or coins earned in total) become visible to other signed-in users who open the leaderboard in the panel. The legal basis for this is your consent alone, Art. 6 (1) (a) GDPR. You can withdraw this consent at any time and without giving reasons using the same switch. The withdrawal takes effect immediately: your entry is gone the next time the list is loaded, because every leaderboard query reads only accounts with active consent and your name is not copied or cached anywhere for it. The lawfulness of the display up to the withdrawal is unaffected. Your balance, your streak and everything you have already redeemed are fully retained on withdrawal; taking part in the leaderboard is not a condition for using Login Coins. The leaderboard is reachable only for people signed in to the panel and is not publicly available on the internet; it is neither indexed by search engines nor passed on to third parties. At most the leading places are shown. The associated data is deleted as soon as you delete your panel account (see sections 6 and 7).
14. PostHog: Product Analytics, Session Replay and Error Reports
We use PostHog for product analytics, session replay, and error tracking. PostHog is only loaded after you have given explicit consent via the cookie banner. If you decline or make no choice, the PostHog script is not loaded and no data is transmitted from your browser to PostHog. Transmission from the browser goes through our own address (for example panel.alphacloud.bot/ac-r), which forwards it to PostHog unchanged; we do not store anything in the process. Independently of your browser, we also use PostHog for two server-side purposes described below: error reports from our bot and our API, and the analysis of payment data. Data processed: pseudonymous usage data (pages viewed, clicks and other interactions with the interface, known as autocapture), technical details about your device and browser (browser type and version, operating system, screen resolution, referrer, approximate location derived from your IP address), a randomly generated device identifier, and a session identifier. These identifiers are stored in your browser's local storage. With session replay, the course of your visit is additionally recorded, meaning the layout of the page, mouse movements, clicks, and scrolling. Only the fixed labels of our own interface remain readable, for example module names, field labels and settings texts. All other text, such as server, channel, role and user names, message contents and anything you enter into form fields, is made unreadable in your browser and never reaches PostHog in plain text. Images, videos, previews (for example of an embed message), colour pickers and colour-coded elements are replaced by empty placeholders. The recording therefore shows where you click and scroll and which parts of our interface you use, but not which content you see, enter or choose there. Console messages and the contents of network requests are not recorded. When clicks are captured, we do not transmit the text of the clicked element either. When a technical error occurs, we transmit an error report containing the error message, stack trace, the URL involved, and the technical details listed above. On the authenticated platforms, an error report may additionally contain your Discord ID and the ID of the affected server so that we can attribute the error to the specific operation and fix it. Surveys: In the webpanel we occasionally show short, voluntary surveys (for example how likely you are to recommend AlphaCloud and, optionally, what we should improve). Your answers are stored together with the pseudonymous usage data. Taking part is never required for any feature, and surveys only appear after your consent. Server-side error reports (without the cookie banner): When an unexpected error occurs in our Discord bot or our API, we send an error report to PostHog. It contains the error type, error message and stack trace and, where available, the Discord IDs involved (user, server, channel, message, role) and the name of the affected command or module. Message contents, ticket texts and AI inputs are deliberately not transmitted. No cookies are set and nothing is stored on your device. The legal basis is our legitimate interest in error-free, secure operation (Art. 6(1)(f) GDPR). Payment data (without the cookie banner): To analyse revenue development we transfer data from Stripe to PostHog; the exact scope and legal basis are listed under PostHog in section 9. Purpose: improving and developing our services, detecting usability problems, and quickly finding and fixing technical errors. Legal basis: for everything captured from your browser (usage data, session replay, browser errors, surveys), solely your consent under Art. 6(1)(a) GDPR, given via the cookie banner. For the server-side error reports and the payment data, our legitimate interest under Art. 6(1)(f) GDPR, see above; you can object to this at any time (Art. 21 GDPR), for example at hello@alphacloud.bot. Provider and processing agreement: PostHog, Inc. processes this data on our behalf and on our instructions as a processor within the meaning of Art. 28 GDPR. A data processing agreement under Art. 28 GDPR is in place with the provider. Where PostHog, Inc. can access the data from the USA, the European Commission standard contractual clauses form part of this agreement. Provider privacy policy: posthog.com/privacy. Storage location: We use the EU region of PostHog Cloud, hosted in Frankfurt am Main, Germany. The collected data is stored and processed there. Retention: Session replay recordings are deleted automatically after 30 days. Event and error data is deleted after no more than 12 months. Withdrawal: You can withdraw your consent at any time with effect for the future. As soon as you decline, capturing stops immediately, the locally stored PostHog identifiers are removed, and no further data is transmitted. For alphacloud.bot, use the button at the end of this section. Your decision is stored separately per address, so the button only applies to alphacloud.bot. On the authenticated platforms (panel.alphacloud.bot, ideas.alphacloud.bot, bugs.alphacloud.bot, appeals.alphacloud.bot, transcript.alphacloud.bot, goto.alphacloud.bot, alphacloud.bot/docs) you withdraw your consent by deleting the website data (local storage) stored there. The banner will then appear again and you can decline. Alternatively, you can always reach us at hello@alphacloud.bot.
15. Feedback Survey in the Bot
When you click one of our panels on a server (for example opening a ticket, taking a reaction role, joining a giveaway or a poll, or using a custom command button), AlphaCloud may first ask you, at most once every 6 months, how happy you are with the bot, on a scale from 1 to 10. Only you see the question, you can skip it at any time, and your actual action runs right after. We never ask during verification or on Premium servers. For this we store two things separately, which are never linked to each other: 1. Your answer: the rating, the language of your Discord client, the module where you were asked, and the day. Without your Discord ID, without your username and without the server. This cannot be traced back to a person and is only evaluated in aggregate. 2. A marker that you were asked: a hash of your Discord ID computed with a secret key (HMAC SHA 256) and the day. It only exists so we do not ask you more often than every 6 months, and it is deleted automatically after 183 days. We never try to turn the hash back into your ID. The legal basis is our legitimate interest in improving AlphaCloud (Art. 6(1)(f) GDPR). If you do not want to take part, click "Skip" and we will not ask again for at least 6 months. The survey contains no advertising, and the answers are not shared with third parties.
16. Our partners' Christmas giveaways
Some partners give away AlphaCloud prizes in their own Christmas giveaways (see section 14 of our terms of service). If you win there, the partner sends us your Discord ID, nothing else. We store it together with the partner, the day, the prize and the code that goes with it, so that only your account can redeem the code and nobody receives more than one prize per day and partner. We check the age of your Discord account from your Discord ID, without collecting any further data. The legal basis is our legitimate interest in a fair distribution that cannot be abused (Art. 6(1)(f) GDPR). The partner is responsible for the giveaway itself, for choosing the winners and for sending the data to us. The partner processes your data under its own rules. Retention: We delete this data on 1 April 2027. Issued codes expire on their expiry date (see section 14 of the terms of service). Once you redeem a code, the Premium time is handled like any other code.
17. Reports and measures under the Digital Services Act
Via alphacloud.bot/report-content or by email to hello@alphacloud.bot, anyone can report content and servers that they consider illegal or in breach of our Terms (section 15 of the Terms). We are the controller for this processing (section 1). If you report something: we store what the report is about (shop, server or content on an AlphaCloud page), the category and type of content, its location, a product if given, your explanation, your statement that the information is accurate to the best of your knowledge, the language of the form, the date and time of receipt and a reference, plus your name and email address if you give them. Both are optional; without an email address we review the report just the same but cannot reply to you. Later our decision with its statement of reasons is added, who in our team decided and when we sent you the confirmation of receipt and the decision. We do not store your IP address or details about your browser. We only use the IP address briefly in memory to limit the number of reports from one connection; it never reaches our database or our logs. We only pass your name and email address to those concerned with your express consent. We only tell them that a report led to the decision and the facts our decision is based on, in our own words. If a report concerns you or your server: we process the reported content and its location, the server ID and server name, for the statement of reasons the Discord ID of the server owner, for a shop in the Service module that of the person who last bought the Service module, without a purchase that of the person who started the trial, and an email address if we know a real one (the address of your web panel account, for a shop first the address on file with Stripe). We add data from our systems that we need for the review, for example stored messages, shop content or a transcript. You receive the statement of reasons by direct message on Discord and, if we know an address, by email. We do not tell you who sent the report, not even in response to an access request (Art. 15(4) GDPR, section 29(1) BDSG). Legal bases: we process reports of illegal content, the confirmation of receipt, the decision and the statement of reasons under Art. 6(1)(c) GDPR in conjunction with Art. 16 and 17 of Regulation (EU) 2022/2065 (Digital Services Act). Reports that only concern a breach of our Terms, protecting the form against misuse, enforcing a blacklist and defending against claims are based on Art. 6(1)(f) GDPR; our legitimate interest is enforcing our rules and preventing misuse. Ending running subscriptions after a blacklist is based on Art. 6(1)(b) GDPR. A person always decides on reports; AI providers do not receive reports. The automated pre-check of new ideas, bug reports, designs and discount codes (section 4, section 15 of the Terms) only decides whether content is published; a person reviews it on request. Recipients: only members of our team who handle reports can see them. We send emails through an email delivery service provider and direct messages through Discord (section 9). We only pass data to law enforcement authorities and courts where we are obliged to, in particular where there is a suspicion of a criminal offence that threatens the life or safety of persons (Art. 18 DSA), or on an order by an authority (Art. 6(1)(c) GDPR). Retention: open reports until the decision. We automatically delete decided reports with name, email address and statement of reasons 12 months after the decision; if the measure is still in place then (for example a blacklist), we keep the report until the measure is lifted. We delete emails to hello@alphacloud.bot about a report after the same period. We keep a blacklist entry as long as the block lasts, and appeals until 12 months after the decision on the appeal, longer only while the contested blacklist lasts. Your rights: the rights in section 7 apply. You can object (Art. 21 GDPR) to processing based on Art. 6(1)(f) GDPR. Where the DSA obliges us to process the data, there is no right to object. You can lodge a complaint with a data protection supervisory authority (Art. 77 GDPR).
18. Service module
The Service module is currently only available in the beta version of AlphaCloud (beta.alphacloud.bot); this section applies as soon as you use it, whether as a shop operator, as a customer of a shop or as a visitor of a shop website. With the paid Service module, a Discord server can run its own shop in Discord and on its own shop website (section 16 of our Terms of Service). Two roles are involved, which we describe separately here. Who is responsible: The operator of the respective shop (shop operator) is the controller for the data of the shop's customers and of the visitors of its shop website, that is orders, wishes, payment notices, withdrawals, deliveries, licences and reviews. The shop operator sells, decides on their orders and is your contracting party when you order there. AlphaCloud processes this data only on the shop operator's behalf and on their instructions, under a data processing agreement (Art. 28 GDPR). How the shop operator uses your data, and on what legal basis, you can find out from their privacy policy or from them directly. For the purposes listed below under "AlphaCloud's own processing", we are the controller ourselves. Data of a shop's customers (processing on behalf): 1. Order: your Discord ID and your display name at the time of the order, order number, products with variant and extras, delivery lane with delivery deadline, prices, discount, any coupon or creator code used, final price and currency, and the seller details and the shop's terms in the version you confirmed when ordering. 2. Wishes: the text you enter in the order panel (up to 2000 characters), and revision requests after delivery. Please do not enter data there that the shop does not need for your order. 3. Consents: the time you confirmed the shop's terms and, if the shop asks for them, your consents to performance starting early, with their wording and time. 4. Payment: the payment method you chose with the shop's instructions, whether and when you reported "I have paid", and a link to the message in the ticket to which you attached a receipt. You upload the receipt itself to Discord; we do not store the file. If the server has enabled ticket transcripts, the ticket including attached files is also stored as a transcript (section 4). We do not collect customers' account details or PayPal accounts; payment is made directly to the shop. 5. Progress: the order status with times (open, paid, in progress, delivered, cancelled), a cancellation reason, the IDs of the ticket or thread and of the order message, and whether the order confirmation reached you by direct message and in the ticket. 6. Withdrawal: if you withdraw from an order using "Withdraw from contract", we store your name, a further way to contact you if you give one, the content of your declaration, and the date and time it was received. 7. Delivery and licences: if the shop delivers automatically, we store which roles you received, the product's access data in encrypted form, a download link and the delivery status. We store licence keys only as a hash with their last four characters, together with your Discord ID, the product, the status and, if a reseller of the shop handed out the key, the reseller's Discord ID and name. Only you receive the full key, by direct message or once on screen; after that we ourselves can no longer read it. If the shop's software checks a key through our check interface, we store only daily totals without personal reference. 8. Review: stars, text, product, your Discord ID and display name, and whether the review should appear anonymously. For an anonymous review we do not show your name publicly; in the shop's panel it stays linked to your order. If the shop has set up approval, we also store who approved it or for which of the fixed reasons it was rejected. 9. Further features: if you sign up for restock notifications, we store your Discord ID with the product and give you the matching role. If the shop sends an update for a product you own, you receive it as a direct message; we store the list of recipients only until the update has been sent. If the shop operator has set up webhooks, we send your Discord ID and the order number to the address they specified for events such as a new, paid or delivered order or a new licence key; these messages contain no names, wishes, payment details or full keys. 10. Tebex: if the shop is connected to a Tebex store, Tebex (Tebex Limited, United Kingdom) sends us a notification for every purchase that also contains the buyer's name, email address, IP address and postal address. We do not use or store these details. We store only the packages, amount, currency, transaction number, status, the player name and, if a package opens an order ticket or grants a role, your Discord ID from the package field "discord_id". 11. Messages: the order card, notices and reminders appear in the ticket or thread on Discord. You also receive the order confirmation with a file to keep, the confirmation of receipt of a withdrawal and the delivery message with the option to leave a review as direct messages. We do not store the content of these messages separately. 12. Customer area: if you log in to the web panel with Discord, panel.alphacloud.bot/purchases shows your orders, deliveries and licences from all shops using the Service module. Data of visitors of a shop website (processing on behalf): We deliver shop websites through Cloudflare (section 9) and our own servers; this technically requires processing your IP address, your browser identifier, the page requested and the time. We count visits on the server, without cookies and without accessing your device: to tell the visitors of a day apart, we form a hash from the IP address, the browser identifier and a secret value that changes daily; this hash exists only in memory and is discarded at the end of the day. Only daily totals are stored (page views, visitors, pages, products, origin as a domain only, country, device type, and clicks on order and join server); we do not store IP addresses. Google Analytics is only loaded if the shop operator has set it up and you consent in the shop website's cookie banner; the shop operator is responsible for it. We ourselves use no cookies for analytics or advertising, no PostHog and no advertising on shop websites. Data of the shop operator and their team: 1. Shop content: products, descriptions, prices and their history, categories, uploaded product images, payment methods with instructions and link (for example a PayPal link with a name), the shop's terms, discounts, coupons, the content of the shop website, encrypted access data for products, and settings. 2. Legal profile: the details for the shop's legal texts, such as name, legal form, address, email address, phone number, register and VAT details, and the texts generated from them in every version. The legal notice and legal texts appear publicly, in Discord, on the shop website and in the web panel, because the shop operator creates them for that purpose. 3. Team members: Discord ID and display name of people who confirm a payment, take on or cancel an order, set a discount, approve a review, send an update or block a key, and the Discord ID and name of a member to whom a creator code or a reseller quota is assigned. 4. Connections: the public token of a connected Tebex store, the secrets for Tebex webhooks and for the shop's own incoming and outgoing webhooks (all encrypted), and the token of the licence check (as a hash only). Insofar as this data belongs to the shop, we process it on behalf of the shop operator. We also process the shop operator's own details, for example in the legal profile, to perform our contract with them (Art. 6(1)(b) GDPR). Where the data is visible: Orders are visible to the customer (in the ticket or thread and in the customer area) and to the shop's team (Discord and web panel, only with the permissions provided for this). Products, the price list and approved reviews are visible to everyone who can see the respective channels on Discord and, if the shop has a shop website, to everyone on the internet. Product images are stored with us and delivered via an AlphaCloud address. AlphaCloud's own processing (we are the controller): 1. The contract for the Service module with the person who tries or buys it: Discord ID, server, start and end of the trial, paid time and tier, subscription or prepaid, Stripe customer ID, amounts, status, cancellation, withdrawal and early end, notices of a tier change and your decision on it with its time (Art. 6(1)(b) GDPR). Payment runs through Stripe as for Premium (section 9). We store the proof of your consent to immediate performance as described in section 2, with the text version for the Service module. We send the contract confirmation and notices of tier changes and failed payments by email to the address on file with Stripe, or failing that to the address of your web panel account, and by direct message on Discord. We keep invoice and payment data for the statutory retention periods (Art. 6(1)(c) GDPR). 2. Server size: for the tier we use the daily server statistics from section 3 (counts without personal reference). 3. Trial: so that each server can try the module only once and we can prove who accepted our Terms and the data processing agreement, we permanently store the server ID, the Discord ID of the person who started the trial, the time, and the accepted version with its time (Art. 6(1)(f) GDPR, our legitimate interest in preventing abuse and proving the conclusion of the contract). We remind this person by direct message two days before the trial ends. 4. Reports and blocks: we process reports about shops and shop websites, our review, decision and statement of reasons, and blocks of products and of the Service module as an independent controller, as described in section 17. The statement of reasons goes to the person who last bought the Service module, without a purchase to the person who started the trial, and otherwise to the server owner. 5. Operation and security: technical logs, error reports and activity logs as described in sections 3, 6, 8 and 14, even where they contain Discord IDs of customers or team members (Art. 6(1)(f) GDPR). We do not transmit message content, wishes, review texts, access data or licence keys in them. We analyse payment data for purchases of the Service module in PostHog as described in section 9. Retention: 1. We store orders, reviews and shop content according to the shop operator's instructions for as long as the shop exists. The shop operator can reset them in the web panel at any time, anonymise or delete individual delivered or cancelled orders, and export orders. 2. When the trial or the paid time ends, the data is kept for the time being so that a shop can continue seamlessly after a new purchase. 12 months after the end of the trial or the paid time, we automatically delete orders with withdrawals, deliveries and licence keys, reviews, Tebex purchases, restock notification sign ups, product updates and webhook events, provided no subscription is still running for the server. Until then the shop operator can export the orders, and licence keys that were bought can still be checked. 3. If AlphaCloud is removed from the server, we delete all shop data after 30 days, like other server data (section 6). While paid time for the Service module is still running for the server, we wait until it has ended. 4. We delete product images automatically once no product uses them, usually within two days. We keep images of a product we blocked after a report for a possible restoration. 5. We delete delivered webhook messages after 7 days, daily totals of the licence check after 30 days and daily totals of the shop website after 13 months. 6. Contract and payment data for your purchase of the Service module: within the statutory retention periods. Proof of consents (immediate performance, tier change): as long as we need it as proof, at most until the end of the statutory retention periods. 7. Trial marker: permanently, see point 3 under "AlphaCloud's own processing" above. Recipients and transfers: Orders run in Discord; Discord processes the content shown there as an independent controller under its own privacy policy (discord.com/privacy, section 9). Our database is on our own servers in the EU. We store product images in Cloudflare R2, deliver shop websites and images through Cloudflare, Stripe processes payments for the Service module, and we send emails through our own mail server; details and the basis for transfers to the USA are in section 9. We do not pass data of a shop's customers to third parties, except to the shop operator and to recipients they determine (for example the address of a webhook), to service providers acting on the shop operator's behalf, or where we are legally required to. We do not transmit personal data to Tebex; we only retrieve the catalogue of the connected store from Tebex. We do not send Service module data to AI providers. Your rights: As a customer of a shop or a visitor of a shop website, please contact the shop operator first with requests about your data. If you write to us, we forward your request to the shop operator and help them answer it. For our own processing, the rights in section 7 apply directly against us.
19. Applications, competency check and confidentiality agreement
At alphacloud.bot/apply you can apply to AlphaCloud as a helper, supporter, partner manager or designer. Members of our team take a competency check there about every three months. Anyone who joins the team through an application or is already on the team signs a confidentiality agreement (NDA) with us; members already on the team get a request for it by Discord direct message with a link to fill it in. Which data: your Discord ID and display name, the age of your Discord account, your details in the application form (age in years, time zone, available hours per week, experience, motivation, for designers a link to your work), your answers to the knowledge questions with answer times, your free texts, the course of the support conversations in the test, how often you switched tabs during the test, the reviewers' ratings and the decision. For the NDA additionally your name, date of birth, address, email address, the place of signing and your signature or the uploaded scan; for minors the name, email address and signature of the legal representatives. Purpose and legal basis: We review your application and decide whether you fit our team (Art. 6 (1) (b) GDPR, steps before volunteering with us, and your consent under Art. 6 (1) (a) GDPR, which you give before the test). We use the team's competency check to keep the quality of our support (Art. 6 (1) (b) and (f) GDPR). The NDA is a contract with you (Art. 6 (1) (b) GDPR). AI: In the support conversations of the test, Claude by Anthropic plays the role of a user. For this we send the scenario, the chosen language and your replies in that conversation to Anthropic PBC (USA), but not your name, your Discord ID or your form details (transfer based on the EU standard contractual clauses, Art. 46 GDPR). The AI does not assess you. We count unknown words with a dictionary on our own server, people from our team rate tone and knowledge, and a person makes every decision. The only exception is the helper test: it consists only of multiple choice questions scored by fixed points, and whoever passes gets the helper role automatically (Art. 22 (2) (a) GDPR). Under "My applications" you can always ask for a person to review this result, state your point of view and contest the decision. Security: We store all personal details, answers, conversations, ratings, NDA data, signatures and scans encrypted (AES-256-GCM). Only our owner Elias Friedrich, as your contracting party, sees the NDA details, signatures and scans; the reviewers on the team only see whether the NDA is valid. The legal representatives of minors get an email with a confirmation link; we use their address for nothing else. The bot sends you notifications as Discord direct messages. Once the NDA is valid, you get your copy as a PDF by direct message and by mail to the address in the NDA; for minors the legal representatives get it too. We create the PDF from the encrypted data on every request and do not store it. Retention: We delete rejected or withdrawn applications 90 days after the decision, competency checks after 12 months, and all checks of a team member 30 days after they left the team. We delete NDAs that were not completed after 30 days, as well as an NDA request to a team member (Discord ID, display name, role on the team) that did not lead to an NDA or was withdrawn. We keep a valid NDA as long as its obligations last and claims from it can become time-barred (section 8 of the NDA). After a rejection we store for 14 days that you cannot apply again yet. If we block an account from applying, we store the Discord ID, the roles concerned and an internal reason until the block expires or is lifted. We keep a log of who made which decision when for two years. Your rights under section 7 apply here too. You can withdraw your consent at any time by withdrawing your application under "My applications" or by writing to us.
20. Requests through the contact form and by email
When you write to us through alphacloud.bot/contact or send an email to an address at @alphacloud.bot, we process your name, your email address, the topic, your message including attachments and optional details such as a server ID in order to answer your request. The legal basis is Art. 6(1)(b) GDPR where it concerns a contract or steps towards one, otherwise Art. 6(1)(f) GDPR (our legitimate interest in answering requests). You can object to this under Art. 21 GDPR (section 7). How it is handled: the message arrives in the mailbox of the topic on our own mail server at Hetzner in the EU (section 10). Emails from outside reach it through Cloudflare Email Routing (section 9). In our internal handling system it becomes a case. Only owners and the team members we have enabled for this mailbox can see it; we bring in other team members only where handling requires it. We also record the handling, that is who took on, handed over or answered the case and how, as well as internal notes. The system shows authorised staff earlier requests from the same email address so we know the context. No AI evaluates your request in this process. Emails to you: you receive an automatic confirmation, our reply from the personal address of the team member and, when we close a case we have answered, a short notice about it. If you reply to it, the case opens again. On the contact form we use your IP address only briefly in memory to limit the number of messages and do not store it. Against automated abuse we use Cloudflare Turnstile (section 9). Retention: we delete closed requests automatically: applications 6 months after closing (Section 15(4) AGG), requests about subscriptions, billing and legal matters 6 years after closing (retention duties under Section 147 AO and Section 257 HGB, defending against claims), all others 12 months after closing. If a case opens again, the period starts anew. We keep data longer only where a statutory duty or an ongoing dispute requires it in the individual case. You can exercise your rights under section 7 at any time, including earlier erasure.
21. Scam Radar: shared list of known scam texts
The Scam Radar extends the scam detection of Auto Moderation. It is only active if the server owner switches it on in the web panel (default: off). It helps us recognise new scams that appear on several servers within a short time, for example fake crypto giveaways. How it works: only messages that no filter has hit and that carry at least two typical scam traits (for example a request to get in touch and a crypto term) are looked at further. Ordinary messages are not transmitted for this. From such a message the bot computes pseudonymous short codes (hash values with a secret key) for the text, sender, server and channel. The text and the IDs do not leave the bot in doing so. In the memory of our API we check for 10 minutes whether the same account has posted the same text in at least three channels or on at least two servers. These counters are not stored in the database. Only when the threshold is reached does the bot send us a single sample text, after removing mentions, user and channel IDs, emoji IDs and email addresses. We store neither the sender nor the server or channel of this text. Review and use: our team sees the sample text in an internal channel and decides whether it is a scam. If it is rejected, we delete the text at once. Only the short code of the text remains so that it is not proposed again (180 days). If it is approved, all servers with scam detection switched on compare new suspicious messages with this text by a simple word comparison and delete similar messages. No AI service is called and no model is trained on message contents. Proposals nobody decides on are deleted after 14 days. Approved texts stay until the team withdraws them. The legal basis is our legitimate interest (Art. 6(1)(f) GDPR) in preventing fraud and in the security of our users and the servers. We have weighed it against the interests of the persons concerned and consider the processing appropriate because it is limited to suspicious messages, uses pseudonymous short codes, applies a threshold and stores data only briefly. You can object under Art. 21 GDPR (section 7). Server owners decide for themselves whether to take part and should inform their members about it.