Privacy Policy

Last updated: 25 September 2026 · Versione italiana

1. Data Controller

The data controller is Federico Rocco, Rome (RM), Italy, operator of Apex. For any privacy question or request, use the /support command on any server where Apex is present (email: apexbotsupport@gmail.com). We have not appointed a Data Protection Officer, as it is not required for our activity.

2. Information We Collect

Apex only collects the data needed to provide its features:

• Discord identifiers — user IDs, server (guild) IDs, channel IDs and role IDs, used to store per-server configuration and per-user features.
• Server configuration — settings you set with commands or the dashboard (e.g. music role, level-up channel, AutoMod options, welcome settings, custom commands and automations).
• Feature data — XP and levels, economy balances and inventories, custom playlists (titles and links), giveaway entries, ticket settings, temporary voice channels and reaction-role mappings.
• Moderation data — warnings issued by a server's moderators (the warned user's ID, the reason written by the moderator and the date), stored for that server.
• Message content — read in real time only to power moderation features (see Section 4). Apex does not store the content of regular messages in a database.
• Server activity logs (optional) — if a server enables the logging feature, Apex records moderation-relevant events (member joins and leaves, bans, voice-channel activity, and role/channel changes) into a staff-only log channel within that same server.
• Dashboard login — when you log in with Discord, we receive your Discord user ID, username, avatar and the list of servers you are in (Discord OAuth2 scopes "identify" and "guilds"), to show you the servers you can manage.
• Uploaded files — images you upload through the dashboard (for example for welcome messages). They are stored on our server and reachable by anyone who has their link.
• AI Assistant (Premium) — if you choose to chat with the optional AI assistant inside a private thread, the messages and any images you send in that thread are processed by a third-party AI provider (Anthropic) to generate the replies. See Section 7.
• Music requests — the searches and links you ask the bot to play are sent to the music platforms to find and stream the audio.
• Billing information — for purchases, payment is handled by Stripe. We receive your email address, your Stripe customer and subscription IDs, the plan, the purchase date and the subscription status, and we record which servers the Premium bots were added to. Card details are processed by Stripe and never reach us.
• Free trial checks — to allow only one free trial per person, we store the card "fingerprint" provided by Stripe (an identifier of the card, not its number), the email address, the Discord account(s) and the server that used the trial.
• Refunds and withdrawals — when you request a refund or withdraw from a contract (the /refund command or the Withdraw from contract here button, both with your Discord account), we store your Discord ID and username, the purchase concerned, the date and time of the request, the email you give for the receipt (website only), the reason if you give one, and the outcome.
• Support requests — messages you send with /support are forwarded to our staff channel on Discord so we can reply to you.
• Votes (Apex Free) — to unlock vote rewards, the bot checks with Top.gg whether your Discord account voted for Apex.

3. Information We Do NOT Collect

• We do not collect your presence/online status or the games and activities you are playing.
• We do not read or store private direct messages between users.
• We do not sell, rent or share your data with advertisers, and we do not use advertising or analytics trackers.
• We do not use your message content to train AI or machine-learning models.

4. How We Use Message Content

The Message Content permission is used strictly for moderation purposes:

• Moderation logging — when a message is edited or deleted in a server, Apex records the previous and new text into a staff-only log channel within that same Discord server, so moderators can review what changed.
• AutoMod (Premium) — incoming messages are inspected in real time to detect spam, excessive caps, mass mentions and unwanted links, and to remove rule-breaking messages.

In both cases the content is processed live to perform the action and is not stored on any server outside Discord.

5. Purposes and Legal Bases

• Providing Apex and its features (music, leveling, economy, moderation tools, dashboard, AI assistant, support): performance of the contract with you, i.e. the Terms of Service (Art. 6(1)(b) GDPR).
• Selling and managing Premium, trials, refunds and purchase emails: performance of the contract (Art. 6(1)(b) GDPR).
• Handling withdrawals, sending the contract confirmation and keeping accounting and tax records: compliance with legal obligations under the Italian Consumer Code and tax law (Art. 6(1)(c) GDPR).
• Preventing abuse (one free trial per person, security of the service) and moderation logs and warnings requested by server staff: our legitimate interest, and the legitimate interest of the servers that use Apex, in a safe and fair service (Art. 6(1)(f) GDPR). You can object to this processing at any time (Section 10).

Is providing data mandatory? Discord identifiers are necessary for the bot to work, and email and payment data are necessary to buy Premium: without them we cannot provide the service or the purchase. Everything else (dashboard uploads, AI assistant, playlists, support requests) is optional.

The only automated check with an effect on you is the free-trial check: if your card, email or account has already been used for a trial, the new trial is refused automatically. You can contact us to have it reviewed by a person.

6. Cookies and Similar Technologies

The website apexbot.it does not set cookies of its own and does not use advertising or analytics trackers; fonts and scripts are served from our own hosting, not from third-party servers. The dashboard dash.apexbot.it only uses cookies that are strictly necessary for logging in, which do not require consent:

• apex_session — keeps you logged in (signed, lasts 7 days).
• apex_oauth_state — protects the Discord login against forged requests (10 minutes).
• apex_next — remembers which page to return to after logging in (10 minutes).

7. Data Sharing

We share data only with the parties needed to operate Apex:

• Discord — the platform the bot runs on, and the login provider for the dashboard (independent controller).
• Stripe — payment processing for Premium (independent controller for payment data; Stripe Privacy Policy).
• Anthropic — for the Premium AI Assistant only: the messages and images you send inside an AI thread are sent to Anthropic's Claude API to generate the reply (Anthropic Privacy Policy). This content is used solely to produce the response and is not used to train AI models.
• Google — email delivery (Gmail) for purchase confirmations and withdrawal receipts.
• GitHub (hosting of apexbot.it) and Cloudflare (network connection to the dashboard), which process technical data such as IP addresses to deliver the pages.
• Music and content platforms — YouTube, Spotify and SoundCloud (music searches and playback), Genius (lyrics), and the YouTube and Twitch APIs (social notifications configured by server staff).
• Top.gg — vote checks for Apex Free.

We never sell your data. We may disclose data if required by law or by a competent authority.

8. International Transfers

Some of these providers are located in, or process data in, countries outside the European Economic Area (in particular the United States). In these cases the transfer is covered by an adequacy decision of the European Commission (such as the EU-U.S. Data Privacy Framework) or by the Standard Contractual Clauses adopted by the Commission, as offered by each provider. You can ask us for more information on these safeguards and for a copy of them.

9. Data Storage and Retention

Apex data is stored in files on the machine that runs the bot, in Italy, and is kept only as long as needed:

• Server configuration, feature data and warnings — while Apex is used in the server; after the bot is removed, they are deleted within 30 days of a request.
• AI assistant conversations — only the last messages of an open thread are kept in memory, and they are erased when the bot restarts. Anthropic keeps API data according to its own policy.
• Dashboard uploads — until you remove them or ask us to delete them.
• Billing, purchase, refund and withdrawal records — while your Premium is active and afterwards for as long as needed to handle refunds, disputes and legal claims, and up to 10 years where Italian tax and accounting law requires it. Stripe keeps payment records according to its own policy and applicable law.
• Free trial records — for as long as the free trial offer exists, because they are needed to apply the "one per person" limit.

10. Your Rights

Under the GDPR (Articles 15-22) you have the right to access your data, have it corrected or deleted, restrict its processing, receive it in a portable format, and object to processing based on legitimate interest. To exercise these rights, use the /support command on Discord; we reply within one month. Removing the bot from your server stops all further data collection for that server.

You also have the right to lodge a complaint with a supervisory authority, in particular the Italian Garante per la protezione dei dati personali (Piazza Venezia 11, 00187 Rome) or the authority of the country where you live or work.

11. Security

We use reasonable technical measures to protect your data, such as signed login sessions, encrypted connections (HTTPS) and access limited to the operator. Payment card data is handled exclusively by Stripe.

12. Children

Apex is not directed to children under the age required to use Discord (per Discord's Terms of Service, generally 13, or higher where local law requires; in Italy the age of digital consent is 14). We do not knowingly collect data from anyone below that age. Minors may only purchase Premium with the consent of a parent or legal guardian.

13. Changes to This Policy

We may update this policy from time to time. The "Last updated" date at the top reflects the latest revision. Significant changes will be announced through the bot or our website.

14. Contact

For any privacy question or data request, use the /support command on any server where Apex is present. Our team will reply directly in your Discord DMs.