Contents
Automated Data Retention & Privacy
Levlix handles community data with full respect for your privacy and GDPR guidelines. This page details exactly how and when your data is permanently removed from our infrastructure.
We enforce a strict data minimisation policy: if data is no longer needed, it is deleted automatically — without requiring you to file a request.
How the Retention Process Runs
A background task inside the bot runs once every 24 hours and performs two independent cleanups:
- Inactive-user purge — removes user data for accounts that have been completely inactive for more than 2 years.
- Removed-guild purge — removes server data for guilds that kicked the bot more than 30 days ago.
No manual action is required from server admins or members. Both cleanups are logged internally so we can confirm they ran and how many records were removed.
1. Removed-Guild Deletion (30-Day Grace Period)
If you remove (kick) the Levlix bot from your Discord server, we temporarily freeze your dashboard configuration and server settings. This protects you from accidentally losing your Shop items, points, role rewards, or RPG progress if you kick the bot by mistake or need to re-invite it after a permissions change.
Exactly 30 days after the bot leaves, every piece of server-scoped data is permanently deleted:
- All member profiles tied to that guild (points, XP, daily streaks, tasks, milestones)
- All RPG characters created on that server
- All custom shop items, purchases, and code inventories
- All welcome/goodbye/counting/moderation configurations
- All custom events, giveaways, and seasonal participation records
- All invite-tracking data
- The guild record itself and any remaining audit logs
2. Inactive-User Deletion (2-Year Threshold)
User profiles that have been completely inactive for 2 years — no commands run, no dashboard logins, no XP gained, no interaction with Levlix in any form — are automatically purged.
"Inactive" means the updated_at timestamp on the user record is older than 2 years. Any interaction (a slash command, a dashboard action, an XP tick from chat, claiming a daily reward) refreshes this timestamp and resets the 2-year clock.
When a user is purged, the following data is removed across every server they were a member of:
- The core user profile (points, XP, join date, activity counters)
- Any RPG characters associated with the account
- Invite-tracking entries they created or used
- Registered Game IDs and Game ID change requests
- Counting warnings and bans
- Server-specific audit entries tied to the user
- Anonymised usage metrics tied to the account
- Personal preferences (language, timezone, notification settings)
After this purge, the only records still referencing the Discord account are those retained on separate legal grounds: moderation case evidence (server-safety accountability, GDPR Art. 17(3)), privacy audit log entries proving self-service privacy actions (retained 3 years, IP hash unlinkable after 36 hours), and the bare Discord ID in the deletion opt-out list that ensures we keep honouring a deletion. Everything else is removed or fully anonymised.
Your Rights Under GDPR
EU residents have the following rights regarding their Levlix data:
| Right | How to exercise it |
|---|---|
| Access | Download a machine-readable JSON export of your data yourself, at any time, via the /privacy slash command or the Privacy Dashboard (rate-limited to one export per 24 hours). No ticket required. |
| Rectification | Most data is updated automatically through your Discord activity. For profile fields that are manually set (e.g. game ID), re-submit the correct value via the relevant slash command. |
| Erasure (right to be forgotten) | Delete your account yourself, immediately, via /privacy or the Privacy Dashboard. The deletion runs on the spot — no ticket and no waiting period. A small set of records is exempt (see the purge section above and the Privacy Policy, § 5.3). |
| Portability | The same self-service JSON export delivers your data in a machine-readable format. |
| Object | Turn off the granular privacy toggles (Presence, Activity, Message Audit) in /privacy or the Privacy Dashboard. Website analytics is consent-based and managed via the cookie banner. |
Self-service actions complete in real time. If you prefer, you can still open a Data Privacy ticket on our support server or email us — those requests are answered within 30 days. Privacy requests do not affect other members of your server.
Frequently Asked Questions
Can I request immediate deletion?
Yes — you do not even need to ask. Run the /privacy slash command or open the Privacy Dashboard and use the account-deletion action; it executes immediately.
Do you share data? No. Levlix does not sell or share user profiles, statistics, or server configurations with third parties for their own purposes. We use a small set of sub-processors to run the service (hosting, CDN, and consent-based website analytics) — the full list with locations and legal bases is in the Privacy Policy, § 7.
Where is my data stored? The primary database runs on our own managed infrastructure in the EU (Germany). Website delivery uses a global CDN, and website analytics (Google Analytics 4) runs only if you explicitly consent via the cookie banner. In addition, our CDN provider (Cloudflare) collects cookieless, aggregated performance metrics that store nothing on your device and require no consent — see the Privacy Policy, § 2.4 and § 7, for details and safeguards.
What about logs? Operational logs (error traces, crash reports, performance metrics) are deleted after 30 days by a daily automated task. They can contain your Discord user ID and the ID of the server an error occurred on, but no message content; tokens, passwords and e-mail addresses are masked before anything is written. Security logs that contain personal identifiers (IP address, browser user-agent) have those identifiers removed after 30 days; privacy audit log entries are kept for 3 years with an IP hash that becomes unlinkable after 36 hours. Server audit logs visible in your dashboard follow the same retention rules as the rest of your guild data and are purged with the 30-day guild deletion.
Does the automated retention task ever miss? The daily task has a built-in audit trail. Each run reports the number of records purged. If the task fails, it is retried on the next scheduled run so no cleanup cycle is skipped.