Privacy Policy

This Privacy Policy describes how Cyndrix ("we", "the bot") collects, uses, stores, and protects information when you or members of your Discord server use it. By inviting the bot to a server or interacting with it, you agree to the practices described below.

1. What we collect

Cyndrix only stores the minimum data needed to provide its features. We never collect personal information beyond what Discord exposes via its public API.

Server-side data

• Discord IDs — guild, channel, role and user IDs (snowflakes). These are public Discord identifiers.
• Module configuration — settings you save from the dashboard (welcome messages, mod-log routing, auto-mod rules, ticket panels, etc.).
• Moderation records — warnings, mutes, bans and audit-log entries, so moderators can see history.
• Engagement data — XP totals, message counts, birthday dates (only if a member opts in) and reminder text.
• Rankings — the public ranking page shows a server's level, counting and economy boards, and a Cyndrix-wide top 100 that adds up members' levels, counts and coins earned by playing across servers. It shows only a member's name and avatar — never which server. Server owners can keep their members off the Cyndrix-wide board in the dashboard (Admin).
• Message snapshots — when message logging (the mod log) or the starboard is enabled, the bot keeps a copy of recent messages so it can show what was edited, deleted or starred. Pictures, videos and voice notes posted in a server with message logging on are also copied, so a deleted file can still appear in that server's mod log. Snapshots are never sent to third parties; how long they are kept is set out in section 6.
• Join log — when the bot is added to a server, we record the server's name and ID, its owner, who added the bot, and a temporary invite link (valid 24 hours). This is visible only to our development and support team.

Dashboard login

• Discord OAuth profile — when you log in at cyndrix.com/dashboard, we receive your Discord user ID, username, avatar hash and the list of servers you can manage. We do not receive your email or password.
• Session cookies — a single HTTP-only cookie scoped to cyndrix.com keeps you logged in. We use no ad networks and no tracking pixels.
• Page analytics — our public pages load Umami, a privacy-focused analytics tool we host on our own server. It sets no cookies, does not track you across sites, and records only anonymous aggregates: page visited, referrer, country, browser and device type. No personal data is collected and nothing is shared with any third party.

2. AI-powered features

Several optional features work by sending message text to third-party AI services that generate the response: AI chat, translation, AI moderation, summaries, server insights, and the dashboard assistant. These features are disabled by default and turned on by your server's administrators.

• Who processes it — we route AI requests through OpenRouter, which passes them to Google's Gemini models. Our AI moderation filter additionally uses OpenAI's moderation endpoint to classify message text for prohibited content. These are our current providers and may change; we will update this page if they do. None of them is given your Discord account credentials, and we never send them your email, payment details or account identifiers beyond what is needed to return a response.
• What is sent — only the content needed to produce the result: the message or messages being translated, summarized, moderated or replied to, and for AI chat the recent messages in that channel. It is used for no other purpose.
• Training and retention — OpenRouter states it does not use inputs or outputs to train models. We use Google's paid Gemini API, under which Google states it does not use prompts or responses to improve its products, and retains them only to detect policy violations or where the law requires. OpenAI's moderation endpoint is zero-retention by default and is not used for training. We do not opt in to any data-sharing or model-improvement programme.
• Conversation memory — so the AI can follow a conversation, recent messages in an AI chat channel are stored in our own database, scoped to the member and channel. Storage is capped per server; once the cap is reached, the oldest messages are deleted automatically.
• Bring your own key (Nexus) — if your server connects its own AI provider key, that server's AI requests go to your chosen provider under their terms, not ours. Your provider's privacy policy governs that traffic.

If your server doesn't enable these AI features, no message content is sent to any AI provider or stored as conversation memory. An administrator can erase all stored AI conversation memory at any time from the dashboard.

3. Payments & billing

Cyndrix's free tier requires no payment and no card on file. If you buy any paid plan (Premium, Nexus, Ultimate or Professional), the transaction is handled by Dodo Payments, which acts as our Merchant of Record — it is the seller of record and processes the payment on our behalf.

• What the provider receives — to take payment, the provider collects the billing details you enter at checkout (such as name, email, billing address/country and card details) directly. Cyndrix never sees or stores your full card number.
• What we keep — only what's needed to grant and manage your subscription: which Discord server is subscribed, the plan, its status, the renewal date and an order/receipt reference, tied to your Discord user and server IDs. The provider's payment notifications can also include your name, email and billing address; we don't store those.
• Dodo Payments' own terms — Dodo Payments processes your payment data as an independent controller under its own privacy policy. We don't control how it handles that data.

Cancellations and refunds are covered by our Refund & Cancellation Policy.

4. How we store it

All data is stored in a private database we operate directly. We do not use third-party storage providers, ad networks or tracking pixels, and the database is accessible only to the bot process. Our page analytics (§1) run on self-hosted software on the same infrastructure — anonymous visit data never leaves servers we control.

We do not sell or rent your data, and we never share it with advertisers or data brokers. Our only outbound data flows are: to Discord's API to run the bot; to our AI providers for the optional AI features above — OpenRouter and Google, plus OpenAI for the moderation filter (message content, purely to generate a response); and to our payment provider for purchases, as described in §3.

5. Who can access your data

• Server administrators can see and edit all data for their own server via the dashboard or commands — admins need this to manage their members.
• The bot operator and support team have access for support, maintenance and misuse review. We may enter a server through the join-log invite to investigate suspected misuse or Terms violations; otherwise we don't browse server data outside a support request you submit.
• You, as a member, can view your own data (birthdays, XP, warnings) via commands.

6. Data retention

• Active data (config, moderation records, levels) is kept as long as the bot is in your server.
• When the bot leaves a server, that guild's configuration is retained for 30 days in case it's re-added, then deleted.
• Giveaway records are kept 7 days after the giveaway ends to support re-rolls, then deleted.
• Reminders are deleted immediately after they fire.
• Message snapshots (text) are stored for up to 120 days, then deleted. How far back your server's mod log can read them depends on its plan: 10 days on Free, 60 days on Premium, 120 days on Ultimate and Nexus.
• Copies of posted pictures, videos and voice notes are kept for 7 days on Free, 30 days on Premium, 60 days on Ultimate and 120 days on Nexus, then deleted. If the message is deleted first, the file is moved into your server's mod log and our copy is removed at once.
• The join-log invite link expires after 24 hours.
• AI conversation memory is kept only until the per-server cap prunes the oldest messages, or until an admin clears it.

7. Your rights & consent

We process your data on the basis of the consent you give when you or your server's administrators invite and configure Cyndrix, and to provide the service you've asked for. You can withdraw that consent at any time by removing the bot. Under applicable data-protection law, including India's Digital Personal Data Protection Act, 2023, you can request at any time: a copy of all data we hold about you; deletion of your personal data (warnings, XP, birthday, reminders, attribution records, AI conversation memory); or correction of inaccurate data. Email us with your Discord user ID and the server it concerns — we process requests within 14 days.

8. Children

Cyndrix follows Discord's minimum age requirements (13+, or 16+ in the EEA). We don't knowingly collect data from anyone below those limits. If you believe a younger user has data stored, contact us and we'll delete it.

9. Changes to this policy

If we materially change what data we collect or how we use it, we'll post a notice in our support server and update the "Last updated" date at the top of this page.

10. Contact

Questions or data requests: [email protected] or our support server.

11. Grievance Officer

In line with the Information Technology Act, 2000 and the rules made under it, India's Digital Personal Data Protection Act, 2023, and the Consumer Protection (E-Commerce) Rules, 2020, the Grievance Officer for Cyndrix is:

Anas Tufail
Designation: Owner
Email: [email protected]
Or reach us in our Discord support server.

If you have a complaint about your personal data or a purchase, contact the Grievance Officer by email or in the support server with your Discord user ID and the server concerned. We aim to acknowledge complaints within 48 hours and resolve them within 30 days.