Privacy Policy

This Privacy Policy explains what information the Coldz Zen Discord bot ("the Bot") and the Coldz Zen website at coldz.pro ("the Website") collect, how we use it, and your choices. The Service is operated by the Coldz Zen community team ("we," "us," or "our"). By using the Service, you agree to this Policy.

1. Information we collect

We collect only what we need to run community-management features:

• Discord account identifiers: your Discord user ID, username, display name, avatar, and the roles you hold in the Coldz Zen server.
• Content you submit: script uploads and their metadata, support ticket messages, staff application answers, and related notes.
• Activity metadata: counts and timestamps used for staff activity tracking and moderation (for example, that a message occurred in a channel — not the message content itself).
• Technical data: basic request information such as approximate timestamps and, where relevant to security, limited request metadata used to enforce rate limits and detect abuse.
• Payment records: the membership selected, quoted amount, currency, payment provider and method, acceptance time, PayPal or Square order and transaction identifiers, and payment, fulfillment, refund, reversal, or dispute status. These records are associated with the signed-in Discord account.

We do not collect IP addresses for tracking, device fingerprints, hardware IDs, payment-method details such as card or bank account numbers, PayPal passwords, Cash App sign-in details, Google Pay credentials, Apple Pay credentials, full card number, card security code, or the contents of your private Discord messages.

2. How we use information

We use the information above to:

• Operate submissions, tickets, applications, uploads, and dashboards;
• Verify your roles to determine what features you can access;
• Provide moderation, anti-abuse, and security protections;
• Maintain audit logs of staff and administrative actions;
• Process purchases, deliver Discord roles, prevent duplicate purchases, and handle payment disputes;
• Improve and maintain the reliability of the Service.

3. How information is stored

Data is stored in a secured PostgreSQL database and processed on hosting infrastructure operated by our third-party providers (including our database and application hosts). We take reasonable measures to protect data, but no system is perfectly secure. Access to administrative data is restricted to authorized staff based on their roles. PayPal processes PayPal purchases, and Square processes Cash App Pay, Google Pay, and Apple Pay and direct credit/debit card purchases under the applicable providers’ privacy practices. They send us transaction status information needed to fulfill and reconcile purchases.

4. Who can see your information

• You can see your own profile, tickets, applications, uploads, and notifications.
• Authorized staff can see content relevant to their role (for example, staff reviewing tickets or applications). Private staff notes are never shown to members.
• We do not sell your information or share it with advertisers. We may share information only where required by law, with service providers needed to operate the Service, or to protect the community.

5. Data retention

We keep information for as long as needed to operate the Service and maintain community records. Audit, moderation, and payment records may be retained to support server safety, accounting, fraud prevention, dispute handling, and legal obligations. You may request removal of your data as described below, subject to legitimate operational, financial, safety, and legal retention needs.

6. Your choices

You can stop using the Service at any time. You may request access to, correction of, or deletion of your data by contacting the staff team through a support ticket or within the Discord server. Removing the Bot from a server, or leaving the server, may also limit what data continues to be associated with you.

7. Children

The Service is not directed to anyone under Discord's minimum age requirement. We do not knowingly collect information from users below that age.

8. Changes to this Policy

We may update this Policy from time to time. The "last updated" date above reflects the most recent revision. Continued use of the Service after changes take effect constitutes acceptance of the updated Policy.

9. Contact

For privacy questions or data requests, contact the Coldz Zen staff team through a support ticket on the Website or within the Discord server.