1. Information We Collect and Process

Depending on enabled features, IcePhox processes Discord user, server, channel, role, and message IDs; usernames and display names; commands and interactions; server settings; moderation actions; and economy records such as balances, transactions, and progression.

For message-based moderation or engagement features, IcePhox may process message text, edits, deletions, attachment metadata, and associated events where Discord provides access. Some features are unavailable without Discord's privileged-intent approval. Optional linked services may process additional information when voluntarily connected.

IcePhox does not ask users for their Discord passwords or authentication tokens.

2. How We Use Information

• Run slash commands, interactive panels, economy and community tools.
• Support automatic roles, onboarding, and membership-management settings.
• Detect configured spam, repeated messages, suspicious links, and other moderation violations.
• Maintain moderation cases, appeals, audit history, and message-edit or deletion records.
• Operate security safeguards, backups, and technical diagnostics.

3. Storage, Access and Sharing

IcePhox uses databases on its hosting infrastructure and may temporarily cache data or keep operational backups. Daily authenticated AES-256-GCM encrypted backup archives are maintained in addition to local snapshots. Local database files and older backups are not fully encrypted at rest; encrypted-backup keys currently reside on the same VPS. The storage configuration must not be represented as universal full-disk encryption.

Authorized moderators and server administrators may view information needed to use configured features. Discord receives content when the application sends moderation notices, logs, commands or other messages. Hosting and connected-service providers may process the data needed to operate those functions. We do not sell users' personal data.

4. Retention and Security

In the moderation-log subsystem, cached message information is configured for a 14-day retention window and capacity limits; completed log events are subject to 60-day pruning. Pending log events are excluded from that event-pruning rule. An independent scheduled cleanup runs daily and automatically removes eligible expired records in bounded batches. A large backlog can require additional daily runs. Pending events and records belonging to other subsystems are not included in this scheduled purge.

Other information, including economy balances, server configuration, moderation cases, linked-account records, and backups, may have different retention periods based on service operation, abuse prevention, legitimate administrative needs, and applicable requirements. The moderation-cache schedule does not describe all IcePhox data.

Reasonable access controls are applied, but no online service can guarantee absolute security.

5. Data Access, Correction and Deletion

For private, authenticated requests you can use /privacy request in Discord and /privacy status to check progress. Alternatively, to request access to, correction of, or deletion of information associated with your Discord account, contact IcePhox Support or visit the support Discord. State that you are making a privacy request and provide your Discord user ID. Never share a password or token.

Requests are reviewed for appropriate identity or authority verification. After owner review, eligible cached message records can be removed for the requesting account; this does not erase economy balances, unresolved moderation records, or retained backups. Some information may need to be retained for moderation, security, dispute resolution, financial records, or legal obligations, so deletion may not be immediate or complete.

6. Contact and Policy Changes

Questions about this policy can be directed to IcePhox Support or through /support where available. This policy may be updated as IcePhox changes; its latest publication date appears above.