Privacy Policy

#1. Introduction

1.1This Privacy Policy explains how Vertx Team, an independent, unincorporated project ("Vertx", "we", "us" or "our") collects, uses, shares, keeps and protects personal data in connection with the Services, as defined in the Terms of Service.

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

1.3When Vertx is used in a Discord server run by someone else, that server's administrators decide which features are enabled and are responsible for informing their members.

#2. Personal Data We Collect

2.1Discord Account Data: your Discord user ID, username, display name and avatar. We never receive your Discord password.

2.2Server Data: for servers where Vertx is added, the server ID and name, channels, roles and the settings chosen by Server Administrators.

2.3User Content: what you send to Vertx, including messages to Vex, support ticket forms (your preferred name, your request and any files you upload), messages in ticket channels, and messages checked by moderation features enabled in a server.

2.4Technical Data: data needed to operate and secure the Services, including event logs with Event IDs, error reports, and, on our website, IP addresses used for security and rate limiting.

2.5Community Server Data: in the Community Server, we process your Discord user ID, username, account creation date and roles; membership events such as joins, departures and verification; 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.

2.6Discord processes your data separately, as its own controller, under its own privacy policy. Vertx is not responsible for Discord's processing.

2.7Verification in the Community Server uses Dock, a third-party verification service. When you verify or open a support ticket, we check with Dock whether your Discord account is linked and receive your linked Roblox account ID, and we may retrieve your public Roblox username and display name. This information is shown only to you, when you confirm your account at the start of a support request, and to staff, in support records, to help with your request. Dock processes your data under its own privacy policy, and Vertx is not responsible for Dock's processing.

#3. How We Use Personal Data

3.1We use personal data only to:

(a) provide, operate 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) provide support and answer questions;

(e) improve the Services; and

(f) meet our legal obligations.

3.2Where the law requires a legal basis for processing, we rely on our agreement with you, our legitimate interest in running a safe and secure service, our legal obligations and, where required, your consent.

#4. Automated Processing and Artificial Intelligence

4.1Messages you send to Vex, and messages flagged as possibly breaking the Policies, are processed by automated systems. These may include artificial intelligence services run by third-party providers on our behalf.

4.2Web pages linked in messages may be retrieved and analysed to answer questions or to check whether a link breaks the Policies.

4.3Automated moderation may remove content or apply temporary restrictions. Vertx staff will review these decisions on request through a support ticket.

4.4Vex remembers earlier conversations with each member to give more relevant answers. This memory is on by default, is never shared with other members, and is deleted after 30 days in line with Section 8. You can ask to have memory turned off or deleted by opening a support ticket.

#5. Sharing Personal Data

5.1We do not sell, rent or trade personal data.

5.2We share personal data only:

(a) with service providers that process it on our behalf, such as hosting and artificial intelligence providers, who 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, our Users or the public, including reporting illegal content to the authorities; and

(d) as part of a merger, acquisition, reorganisation or sale of assets, subject to this Privacy Policy.

#6. Who Can See Your Information

6.1Support 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.

6.2Messages you post in public channels are visible to other members according to that server's permissions.

#7. Cookies and Local Storage

7.1The Bot does not use cookies.

7.2Our website may use strictly necessary cookies or local storage, for example to remember your theme. This data stays on your device.

7.3We do not use advertising or third-party tracking cookies.

#8. How Long We Keep Data

8.1We keep personal data only as long as needed for the purposes in this Privacy Policy, including:

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

(b) conversations with Vex 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.

8.2We may keep data longer where the law requires it or where it is needed to establish, exercise or defend legal claims. Leftover copies in backups are deleted as part of normal operations.

#9. Security

9.1We use appropriate technical and organisational measures to protect personal data, including access controls and keeping secret keys out of our code. No method of sending or storing data is completely secure, so we cannot guarantee absolute security.

9.2If a personal data breach occurs, we will notify affected Users and the relevant authorities where the law requires it.

#10. Your Rights

10.1Depending 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.

10.2You can use these rights by opening a support ticket in the Community Server or by email to [email protected]. We will respond within the time required by law, and within 30 days where reasonably possible. We may ask you to confirm your identity first.

10.3Where the law gives you this right, you may complain to a data protection authority.

#11. Children

11.1The Services are not intended for children under 13. We do not knowingly collect personal data from children under 13, or under the minimum age required in their country. If we learn that we have, we will delete the data and stop providing the Services to that person.

#12. International Transfers

12.1Personal data may be processed in countries other than your own. Where the law requires it, we put appropriate safeguards in place for these transfers.

#13. Changes to This Privacy Policy

13.1We may update this Privacy Policy from time to time. Material changes will be announced through the Services or the Community Server's updates channel before they take effect.

#14. Contact

14.1Questions about this Privacy Policy can be sent through a support ticket in the Community Server or by email to [email protected].