Privacy Policy

Last updated: 2025.12.20

AICord (“we”, “our”, “us”) is a Discord AI character platform and SaaS. We are committed to protecting your personal data and complying with the General Data Protection Regulation (GDPR) and all relevant privacy laws. This Privacy Policy explains what data we collect, how we process it, and what rights you have.

1. Data controller

AICord LLC Email: [email protected]

We act as the Data Controller for all processing described in this policy unless stated otherwise.

For certain operations (AI inference on external providers), AICord may act as a Data Processor on your behalf.

2. What data we collect

2.1. Data You provide

• Discord account information (username, user ID, avatar, guilds you are member of) Provided automatically by Discord upon interaction with the bot or login via OAuth2.

• Messages sent to AICord characters These may be processed to generate responses, improve the service, or provide features like conversation memory.

Your messages are never used to train models

• Payment information (if you subscribe) Processed by Stripe. We do not store your full card details. We only receive metadata such as:

  • payment and plan status

  • email and customer data

  • subscription tier

  • transaction data

  • country information (as provided by Stripe)

  Your Discord account is linked to subscriptions you have to make support faster.

2.2. Data collected automatically

• Bot usage statistics (message count, latency, feature usage)

• System logs (error logs, uptime logs)

• IP address only for dashboard usage (never for bot interactions)

• Voice data (only if you opt-in to voice features; audio is processed strictly to generate output and never stored unless explicitly required for a feature like voice cloning)

2.3. Data from third parties

• Discord API

• Stripe (subscription and fraud metadata)

3. Special Category Data (Article 9 GDPR)

We do not request sensitive data such as:

• health information

• sexual orientation

• political opinions

• biometric identifiers

• religious beliefs

However, because AICord is an interactive chat system, users may voluntarily send such information in messages.

When this happens, it is processed only because:

1. The user has chosen to send it, and

2. It is necessary to provide the AI reply (Article 9(2)(a) explicit consent via usage).

We delete such content upon request.

4. How we use your data

We use personal data only when necessary:

• To provide AI responses and conversation functionality

• To maintain per-server and per-character settings

• To manage subscriptions, billing, and fraud prevention

• To enforce rate limits, safety filters, and abuse detection

• To comply with legal obligations

• To improve service quality (analytics, debugging, performance optimization)

We do not sell or rent your data.

5. Legal basis for processing (GDPR Article 6)

We process data under the following legal bases:

• Contractual necessity – providing AICord services

• Legitimate interests – analytics, abuse prevention, fraud mitigation

• Consent – optional features (voice recordings, custom uploads, NSFW features when applicable)

• Legal obligation – financial recordkeeping and anti-fraud requirements

6. Automated decision-making & profiling (Article 22)

AICord uses automated AI models to generate responses.

• No decisions have legal or significant personal effects.

• No automated system determines access to essential services.

• Users can opt out by not using AI features.

This satisfies Article 22 requirements.

7. Data retention

We keep data only for as long as needed:

• Conversation data: Stored temporarily per character. Deletable on request. Memory limits vary by plan.

• Server configurations: Stored until the bot is removed from the server or deleted manually.

• Billing records: Retained for up to 7 years as required by law.

• Voice data: Processed in real time and not stored unless the feature explicitly requires it (e.g., voice cloning reference audio).

You may request deletion of any personal data (except data required by law).

8. Data sharing

We only share data with:

• Discord – as part of normal bot operation

• Stripe – for payments

• Cloud service providers (e.g., servers hosting our backend)

• AI model providers (e.g., OpenAI, local inference servers custom-hosted by AICord)

We ensure all third parties follow GDPR-level protections.

We never share or sell your data for advertising.

9. International data transfers

Depending on your location, your data may be transferred outside the EU/EEA. All transfers use GDPR-compliant safeguards, such as:

• Standard Contractual Clauses (SCCs)

• EU-approved data protection frameworks

• Hosting within GDPR-compliant regions when possible

10. Your rights under GDPR

You have the following rights:

Right of access

request a copy of your data

Right to rectification

correct inaccurate data

Right to erasure

(“right to be forgotten”)

Right to restrict processing

Right to object

Right to data portability

Right to withdraw consent

(for features that rely on consent)

To exercise your rights: Email us at [email protected].

We will respond within 30 days.

11. Data security

We apply strong technical and organizational measures:

• Encryption in transit (HTTPS, TLS)

• Isolated bot instances

• Rate-limit & abuse detection

• Secrets management

• Limited internal access

• Regular security updates and audits

However, no system is perfectly secure, and we cannot guarantee absolute protection.

12. Cookies & tracking technologies

12.1. What cookies we use

AICord uses minimal cookies on the dashboard:

Essential Cookies (strictly necessary)

Used for:

• session authentication

• security (CSRF tokens)

• load balancing

• remembering login state

These cannot be disabled because they're required for the dashboard to function.

Functional Cookies

Used for:

• UI preferences

• dashboard settings

• language preferences

Optional.

Analytics Cookies

If used, they are:

• anonymized

• non-tracking

• GDPR-compliant

• opt-in (no analytics loads before consent)

No Advertising Cookies. No third-party tracking.

12.2. Cookie consent

When visiting the dashboard, you may be asked to accept or reject non-essential cookies. You can change cookie settings at any time in your browser or via our cookie banner/settings page.

13. Children’s privacy

AICord is not intended for users under 13 (or the minimum age required by your country). We do not knowingly collect data from minors.

If you believe a minor is using AICord, contact us.

14. Changes to this policy

We may update this Privacy Policy. Updates will be posted here with a new “Last updated” date. Significant changes will be communicated through the dashboard or Discord server.

15. Contact

For questions, complaints, or GDPR requests: Email: [email protected] EU residents: You may lodge a complaint with your local Supervisory Authority.