Xen Levels Privacy Policy
Effective date: September 22, 2026 Last updated: September 22, 2026
This Privacy Policy explains how Xen Levels (“the Bot,” “we,” “us,” or “our”) collects, uses, stores, and deletes information. Xen Levels is a private Discord bot created for use in one Discord server.
By participating in the server while the Bot is active or by using its commands, you acknowledge the practices described in this policy.
1. Information We Collect
Xen Levels may receive or process the following information through Discord:
- Discord user IDs
- Discord server ID
- Discord channel, role, and message IDs used in the Bot’s configuration
- XP totals, levels, server rankings, and the time of the last XP-awarding message
- Discord usernames, display names, avatars, and profile images when generating visual cards
- Server membership, role, and Server Boosting information
- Slash-command interactions
- Message event metadata needed to award XP
Xen Levels does not store the contents of members’ messages. Message activity is used only to determine whether a member qualifies to receive XP.
2. How We Use Information
We use this information to:
- Award XP for eligible activity
- Calculate member levels and rankings
- Generate rank, profile, leaderboard, and level-up cards
- Announce level increases
- Apply role-based or event-based XP bonuses
- Recognize members who boost the Discord server
- Post booster thank-you messages
- Respond to slash commands
- Maintain the server’s leveling configuration
- Prevent XP farming through activity cooldowns
- Operate, secure, maintain, and troubleshoot the Bot
We do not sell personal information or use it for advertising.
3. Privileged Gateway Intents
Xen Levels uses Discord’s Guild Members intent to receive relevant member updates, identify Server Boosting activity, and check whether a member has a configured role that grants an XP benefit.
The Bot may receive message events to operate its activity-based leveling system. It does not store message content.
Xen Levels does not use member presence information.
4. Information Stored Outside Discord
Xen Levels stores limited information in an external MySQL database. Stored information may include:
- Discord user ID
- Discord server ID
- XP total
- Current level
- Timestamp of the last XP-awarding message
- Configured Discord channel and role IDs
- Bot settings and the ID of the Bot’s boost-status message
Discord usernames and avatars may be processed temporarily to create image cards but are not intentionally stored in the application database.
5. Data Retention
Leveling records are retained while Xen Levels operates in the server so that member progress and rankings remain available.
A member’s information may be retained until:
- The member requests its deletion;
- An administrator resets or deletes the member’s leveling record;
- The Bot is permanently discontinued; or
- The information is no longer needed to provide the Bot’s features.
Information may remain in database backups for a limited period until those backups are automatically replaced or deleted.
6. Data Deletion Requests
Members may request deletion of their activity data by contacting the server owner or an administrator through the Discord server, or by contacting:
Contact: Verpikz
After the requester’s identity is reasonably verified, we will delete the Discord user ID and its associated XP, level, and activity timestamp records from the active database.
Deleting a Discord account or leaving the server may not automatically delete the member’s leveling record. A deletion request should be submitted using the contact method above.
7. Data Security
We use reasonable technical and organizational safeguards to protect stored information, including restricted database access, authentication, and hosting-provider security controls.
Before publishing this policy, confirm that your database storage and backups are encrypted at rest. If confirmed, replace this paragraph with:
“Stored data and applicable backups are encrypted at rest through our hosting provider. Data transmitted between the Bot and its database is protected using encryption in transit where supported.”
No method of electronic storage or transmission is completely secure, so absolute security cannot be guaranteed.
8. Sharing of Information
We do not sell, rent, or trade members’ information.
Information may be processed by service providers that help us operate the Bot, such as:
- Discord, which provides the platform and API;
- Our Bot hosting provider; and
- Our database hosting provider.
We may disclose information when required by law, necessary to protect the security of the Bot or its users, or needed to investigate abuse.
9. Children’s Privacy
Xen Levels is intended only for users who are permitted to use Discord under Discord’s Terms of Service and applicable law. We do not knowingly collect information from anyone who is not permitted to use Discord. If such information is identified, it may be deleted.
10. Third-Party Services
Xen Levels operates through Discord and depends on third-party hosting and database services. Those services have their own privacy practices and terms. This policy applies only to information processed by Xen Levels.
11. Changes to This Policy
We may update this Privacy Policy when the Bot’s features, data practices, or legal obligations change. The updated version will include a revised “Last updated” date. Material changes may also be announced in the Discord server.
12. Contact
Questions, concerns, and deletion requests may be directed to:
Bot owner or operator: Verpikz or Xen Discord: Verpikz