Privacy Policy

This privacy policy explains which data the Discord bot Zenya and this dashboard process, why, and which rights you have.

1. Controller

Dominic Koppatz
Email: account@dominic-ktz.de

2. Data we process

Zenya reads message content only in ticket channels (for transcripts and, if enabled by the server, the AI assistant). Everywhere else, the XP system only registers that you sent a message. The following data is stored:

• Discord IDs of users, servers, channels, roles and messages to link features to them.
• Server settings configured by admins (language, channels, welcome messages, roles, etc.).
• XP & levels: XP, level and the time of the last XP gain.
• Economy: balance, times of /daily and /work, streak and purchased inventory items.
• Moderation: warnings with reason, date and moderator ID. Moderation actions are also posted as a message in the server's log channel.
• Profile & marriage: optional bio, accent color, partner and wedding date.
• Reminders: text, channel and due time. They are deleted after delivery.
• Giveaways: IDs of participants and winners.
• YouTube alerts: public channel ID and name.
• Tickets: request, category, involved people and status. When a ticket is closed, a transcript (messages with display names, avatars, timestamps and links to attachments) is created, posted in the server's transcript channel, optionally sent to you via DM and stored for 90 days.
• AI assistant in tickets: if a server has enabled the AI, the request and the messages of that ticket (with display names) are sent to DeepSeek to generate answers. You can bring in a human at any time with "Talk to the team".
• Reports and AI actions: if someone links or forwards a message as evidence in a ticket, Zenya fetches that message (content, author, channel, time) and stores it with the ticket. If a server has enabled AI actions, the AI can request a warning, deletion, timeout, kick or ban based on that evidence. Depending on the server's settings the team decides via approval or Zenya executes the action automatically after its own checks (bans always require approval). Every action is logged with its evidence. Affected members can contact the server's team at any time and request a human review (Art. 22(3) GDPR).
• Dashboard login: Discord ID, username, avatar, the list of servers you can manage and an access token. This data is kept in your session (max. 7 days) and deleted when you log out.
• Technical logs: error and login logs containing usernames or IDs, kept only briefly for troubleshooting.

Avatars are briefly loaded from the Discord CDN to generate image cards and are not stored.

3. Purposes and legal bases

• Providing the bot and dashboard features (Art. 6(1)(b) GDPR – use of the service).
• Moderation, abuse prevention and security (Art. 6(1)(f) GDPR – legitimate interest of server owners and the bot operator).
• Handling support tickets, transcripts and the AI assistant (Art. 6(1)(f) GDPR – legitimate interest in traceable and fast support).
• Voluntary information such as bio or marriage (Art. 6(1)(a) GDPR – consent, which you can withdraw at any time by deleting it).

4. Cookies

The dashboard only uses a strictly necessary session cookie (zenya.sid) for login, language preference and abuse protection. There is no tracking, no analytics and no advertising.

5. Recipients and international transfers

Data is neither sold nor shared with third parties. The bot works through the Discord platform (Discord Inc., USA); Discord's privacy policy applies to processing by Discord. For YouTube alerts, public RSS feeds are requested without transmitting any user data. If the ticket AI is enabled, ticket content is sent to DeepSeek (Hangzhou DeepSeek Artificial Intelligence Co., Ltd., China). China is a third country without an EU adequacy decision; DeepSeek's privacy terms apply to its processing. The AI is only used if a server's admins explicitly turn it on. Zenya's data is stored with the operator's hosting provider.

6. Retention

Data is stored as long as it is needed for the features. Reminders are deleted after delivery, dashboard sessions after 7 days at the latest, ticket transcripts automatically after 90 days. Transcripts that were posted in a server's transcript channel or sent via DM are additionally stored by Discord. If Zenya is removed from a server, the server's data is kept so settings survive a re-invite; it is deleted on request. Server admins can reset XP and balances at any time, and you can delete your profile with /editprofile reset:True.

7. Your rights

You have the right of access, rectification, erasure, restriction of processing, data portability and objection (Art. 15–21 GDPR) as well as the right to lodge a complaint with a supervisory authority. Contact account@dominic-ktz.de and include your Discord ID.

8. Children

Discord may only be used from the minimum age that applies in your country. The same limits apply to Zenya.

9. Changes

This privacy policy may be updated when features change. The version published on this page applies.

Last updated: Oct 2, 2026