1. Scope and business identity
This policy explains how XFOA LLC collects, uses, discloses, retains, and protects personal information through xfoacommunity.com, connected Discord bot services, media submissions, and integrations with Discord, YouTube, Twitch, and Tebex. Privacy rights vary by location and apply only when the relevant law covers XFOA LLC and the request.
Service operator: XFOA LLC · Website: xfoacommunity.com · Privacy contact: support@xfoacommunity.com.
2. Information we collect
We may collect account identifiers and contact details; display names and profile images; Discord role and community information; support messages; event and creator-program responses; media files, links, captions, and consent records; submission and review history; public YouTube and Twitch channel information; purchase identifiers, selected packages, game usernames, amounts, currency, delivery status, subscription status, refunds, and disputes; and technical data such as IP address, browser, device, timestamps, security logs, and site activity. XFOA does not receive or store full payment-card numbers from Tebex checkout.
3. Discord bot information
When the XFOA Discord bot is installed in or used within a Discord server, it may process Discord user, server, channel, role, message, interaction, command, voice-state, and moderation information made available through Discord and the permissions enabled by that server. This may include Discord user and guild IDs; usernames and display names; avatars; membership and role assignments; verification status; reaction-role and menu selections; command inputs and results; ticket and report content; moderation warnings, timeouts, kicks, bans, reasons, responsible moderators, and case history; message metadata and content needed for configured anti-spam or moderation rules; level and activity records; event details; server-status records; join-to-create voice-channel settings; and audit or security events. Voice audio is not recorded by the bot unless XFOA gives separate notice and obtains any consent required by law.
The exact information processed depends on the features enabled in a server. Server owners and administrators control which bot permissions and optional modules they enable.
4. How information is collected
We collect information directly from you; automatically when you use the site or interact with the XFOA Discord bot; from Discord through authorized bot events, commands, interactions, and OAuth sign-in; from Tebex when it processes a purchase or subscription; and from connected platforms when you choose to interact with those services or when public platform information is displayed.
5. How we use information
We use information to provide accounts; authenticate and verify members; execute commands; manage roles and reaction menus; operate events, tickets, reports, creator, leveling, server-status, join-to-create voice, store-fulfillment, audit, anti-raid, and moderation workflows; detect spam and rule violations; apply or document moderation actions; deliver, renew, or remove purchased benefits; review refunds and disputes; manage media submissions; send confirmations and support acknowledgements; produce, promote, and monetize content when consent is provided; maintain safety and security; prevent abuse; communicate with members; comply with law; and improve XFOA services.
Public Twitch channels added to the bot's social-alert monitor may be displayed on the XFOA website while live. The website receives only the public Twitch username and live status from this monitor; it does not receive the member's Discord user ID through this feature. Removing the Twitch profile from the bot's monitored-social list removes it from future website rotations.
6. Automated moderation and staff review
The bot may automatically flag, delete, limit, or respond to content based on server-configured rules such as spam, prohibited links, blocked terms, raid behavior, or permission checks. Automated systems can make mistakes. Members may ask XFOA staff to review a moderation action through the support-ticket process. XFOA may retain relevant evidence and moderation records when reasonably necessary for safety, appeals, abuse prevention, or legal obligations.
7. How information is disclosed
Information may be disclosed to service providers that host or support the website, bot, database, email, or purchase services, including Tebex; Discord, YouTube, Twitch, and other services you choose to use; XFOA staff and authorized server moderators who need it for community operations; professional advisers; government authorities when legally required; a successor in a merger, reorganization, or transfer; and other parties at your direction. Ticket, report, audit, and moderation information may be displayed in access-controlled staff channels or dashboards. Public submissions or profile information may be visible when you authorize publication.
8. Sale, sharing, and targeted advertising
XFOA does not sell personal information for money and does not knowingly share personal information for cross-context behavioral advertising. If our practices change or an applicable law treats an activity as a sale, sharing, or targeted advertising, we will provide the required notice and opt-out method and will recognize legally required preference signals, including Global Privacy Control where applicable.
9. Media submissions
We retain submission details and proof of consent for review, content production, rights management, dispute prevention, and legal compliance. Deleting an account or making a privacy request does not automatically revoke a media license that was expressly granted as perpetual or require recall of content already lawfully published, distributed, or incorporated into other works.
10. Retention
We keep personal information only as long as reasonably necessary for the purposes described here, including account and bot operation, community safety, moderation history, contractual and licensing records, legal obligations, dispute resolution, and enforcement. Retention periods vary by record type. Short-lived command and interaction data may be discarded after processing, while moderation cases, consent records, transaction records, and security logs may be kept longer. We periodically review stored information and delete or de-identify it when it is no longer needed, unless continued retention is required or permitted by law. A deletion request removes eligible active records and is also applied to backups when they rotate out of the normal recovery cycle.
11. Your U.S. state privacy rights
Depending on your state and applicable law, you may have rights to confirm whether we process your information; access or obtain a portable copy; correct inaccuracies; delete information; opt out of sale, sharing, targeted advertising, or certain profiling; limit certain uses of sensitive information; withdraw consent; and appeal a denied request. We will not unlawfully discriminate against you for exercising a privacy right. We may verify your identity and may honor requests from authorized agents when legally required.
12. Exercising your rights and deleting bot data
Email support@xfoacommunity.com with the subject “Privacy Request,” or submit a request through the XFOA Discord support-ticket system. Include your Discord user ID and identify the server, bot record, website account, or submission involved. You may request access, correction, or deletion of eligible bot data. Some records may be retained when necessary for security, fraud prevention, moderation appeals, contractual records, or legal obligations. We will respond within the period required by applicable law and explain any appeal method that applies.
13. Sensitive information
Do not send government identifiers, financial account details, health information, precise location, passwords, authentication codes, or other sensitive personal information through bot commands, tickets, direct messages, or website forms. If sensitive information is collected unintentionally, we will use and disclose it only as reasonably necessary and as permitted by law.
14. Children and teens
XFOA services are not directed to children under 13, and users must also meet Discord's minimum age requirement for their country. Media submitters must be at least 18 or have an authorized parent or legal guardian make the submission and grant the required permissions. If you believe a child provided personal information improperly, contact XFOA so we can review and delete it as required.
15. Security
We use reasonable administrative, technical, and organizational safeguards appropriate to the information we process. No bot, internet service, or storage system can guarantee absolute security, so members should use care when sharing information and should never send passwords or authentication codes to the bot or staff.
16. Cookies and third-party services
Discord, YouTube, Twitch, TikTok, Tebex, Supabase, Vercel, Resend, and linked services operate under their own privacy notices and terms. Discord independently processes information under its own policies when you use Discord or authorize OAuth sign-in. Tebex acts as the checkout and payment provider for store purchases and may independently collect payment, billing, tax, fraud-prevention, and transaction information. XFOA is not responsible for the privacy practices of a third-party service. Optional website analytics require your consent, and embedded media players are not loaded until you choose to load them. See the Cookie Policy for details and controls.
17. Content-removal and safety reports
Copyright, impersonation, likeness, private-information, and non-consensual-content reports are handled under the Copyright and Content Removal Policy. XFOA may preserve relevant records, restrict access during review, notify affected users, and disclose information when required by law.
18. Changes to this policy
We may update this policy when our website, bot features, services, integrations, or legal obligations change. The effective date at the top will show when the current version took effect. Material changes may also be announced through the website or XFOA Discord.
Official privacy resources
For general federal privacy and security information, visit the Federal Trade Commission. California residents can review the California Department of Justice CCPA guide.