GDPR Compliance

1. Overview

The General Data Protection Regulation (GDPR) is a comprehensive data protection law that applies to all EU residents. At Hexify, we are committed to protecting your privacy and ensuring compliance with GDPR requirements.

2. Your Rights Under GDPR

As an EU resident, you have the following rights regarding your personal data:

Right to Access

You have the right to know what personal data we hold about you and how it's being processed.

Right to Rectification

You can request correction of inaccurate or incomplete personal data.

Right to Erasure

You can request deletion of your personal data under certain circumstances.

Right to Restrict Processing

You can limit how we process your personal data in specific situations.

Right to Data Portability

You can request a copy of your data in a machine-readable format.

Right to Object

You can object to certain types of data processing, including direct marketing.

3. Data We Collect

Personal Data Categories

Identity Data: Discord User IDs, usernames, and server memberships
Technical Data: IP addresses, device information, and usage logs
Usage Data: Command history, feature usage, and interaction patterns
Communication Data: Support tickets, feedback, and correspondence
Financial Data: Payment information for premium subscriptions

Legal Basis for Processing

Legitimate Interest: Service operation and improvement
Contract: Providing premium services
Consent: Marketing communications and analytics
Legal Obligation: Compliance with applicable laws

4. Data Protection Measures

Technical Safeguards

End-to-end encryption for sensitive data
Secure cloud infrastructure with regular security audits
Access controls and authentication systems
Regular security updates and vulnerability assessments
Data anonymization and pseudonymization where possible

Organizational Measures

Privacy by design principles in system development
Regular staff training on data protection
Data protection impact assessments for new features
Clear data retention and deletion policies
Incident response procedures for data breaches

5. Data Transfers

International Transfers

When we transfer your personal data outside the EU, we ensure adequate protection through:

Adequacy Decisions: Transfers to countries with adequate protection
Standard Contractual Clauses: EU-approved contract terms
Binding Corporate Rules: Internal data protection policies
Certification Schemes: Industry-recognized privacy certifications

6. Data Retention

Retention Periods

User Account Data: Retained while account is active + 30 days
Server Configuration: Retained while bot is in server
Support Communications: Retained for 3 years
Financial Records: Retained for 7 years (legal requirement)
Analytics Data: Anonymized and retained for 2 years

Automated Deletion

We have implemented automated systems to delete personal data when retention periods expire, ensuring compliance with data minimization principles.

7. Exercising Your Rights

How to Submit a Request

To exercise any of your GDPR rights, please use the form below or contact our Data Protection Officer directly.

Data Subject Rights Request

Type of Request

Full Name

Email Address

Discord User ID

Request Details

Identity Verification

8. Response Timeline

Processing Time

We will respond to your GDPR request within one month of receipt. In complex cases, this may be extended by two additional months with prior notification.

Verification Process

To protect your privacy, we may need to verify your identity before processing certain requests. This may include:

Confirming your Discord account ownership
Verifying access to the email address on file
Additional security questions if necessary

9. Complaints and Supervision

Internal Complaints

If you're not satisfied with how we've handled your request, you can file a complaint with our Data Protection Officer.

Supervisory Authority

You have the right to lodge a complaint with your local data protection authority. You can find contact information for EU data protection authorities at:

European Data Protection Board

10. Data Protection Officer

Our Data Protection Officer oversees GDPR compliance and handles data subject requests:

Email: dpo@hexify.bot
Response Time: Within 72 hours
Languages: English, German, French, Spanish

11. Updates to GDPR Compliance

We regularly review and update our GDPR compliance measures. Any significant changes will be communicated through:

Updates to this page with change notifications
Email notifications to users where required
Discord announcements for major policy changes