Privacy Policy
The short version
- We collect what we need to run your account and your guild: your username, email, and the content you and your guild create.
- We don't sell your information, show ads, or use advertising or analytics trackers.
- Your guild's admins can see your username, email and role in their guild, and anything a guild publishes publicly can be seen by anyone.
- We use a few service providers (hosting, storage, email, security) to run Spawnix, listed below.
- You can ask us to see, fix, export or delete your information at [email protected].
1. Who we are
Spawnix ("Spawnix", "we", "us") is a platform for gaming guilds: websites, member management, forums, polls, events and rosters. Spawnix is in development and is operated by its founder; this policy will be updated to name the company that operates Spawnix once one is formed. You can reach us at [email protected].
This policy covers spawnix.gg, the dashboard at app.spawnix.gg, guild websites hosted on Spawnix (for example yourguild.spawnix.gg or a guild's own domain), and the Spawnix app for Discord (together, the "Service").
2. Information we collect
Information you give us
- Account details: your username, email address and password. We store your password only as a one-way hash, never in readable form.
- Guild details: if you create a guild, its name, web address, game, settings and plan.
- Billing: if you buy a paid plan, you pay on a checkout page run by Stripe, so your card and payment details go to Stripe, not to us. We receive and store Stripe's reference numbers for your guild's customer record and subscription, which plan it's on, and its status and renewal date.
- Content: what you create or upload in the Service, such as website pages, forum posts, polls and votes, events and RSVPs, rosters, and images and other files.
- Messages to us: anything you send us, for example in a support email.
Information from Discord
If you sign in with Discord, Discord shares your Discord user ID, username, avatar and verified email address with us. If a guild connects the Spawnix app to its Discord server, we store that server's ID and name, the channel chosen for announcements, and references to the messages the app posts there. When you use the app's buttons in Discord (for example to vote or RSVP), we receive your Discord user ID so we can match it to your Spawnix account.
Information collected automatically
- Usage and device information: your IP address, browser type, the pages and features you request, and the time of each request, recorded in our server logs.
- Account activity: when you sign in, and security events such as failed sign-in attempts, which we use to protect accounts from password guessing.
- Security checks: sign-in and sign-up forms may use Cloudflare Turnstile to tell people from bots. Turnstile processes information about your browser and connection; see Cloudflare's privacy policy.
Cookies and similar technologies
We use only what the Service needs to work. We don't use advertising or analytics cookies.
| Name | Purpose | Duration |
|---|---|---|
spawnix_session | Keeps you signed in across spawnix.gg and guild websites. | 24 hours, or until you sign out |
| Discord sign-in state | Protects the "Sign in with Discord" step against forgery. | Up to 10 minutes |
| Browser storage (theme) | Remembers whether you chose the light or dark theme. | Until you clear it |
3. How we use information
- To provide the Service: create and secure your account, host your guild's website and content, and show you what your role allows.
- To send service emails: password resets, guild invitations you are sent, and security notices such as a changed password. We don't send marketing emails without your permission.
- To keep the Service safe: prevent abuse, spam and fraud, enforce our Terms of Service, and investigate problems.
- To respond to you when you contact us.
- To meet legal obligations.
If you are in the European Economic Area or the United Kingdom, we rely on these legal bases: performing our contract with you (providing the Service), our legitimate interests (keeping the Service secure and improving it), your consent where we ask for it, and complying with the law.
4. Who can see your information
Your guild
Guilds decide much of what happens with information inside them. A guild's owners and admins can see the usernames, email addresses, roles, ranks and last sign-in times of its members, and can manage, edit or remove members and content in their guild. Other members can see your username, rank and the content you post where they have access. In an anonymous poll, other members can't see how you voted, but your vote is still linked to your account in our database so that each person votes once.
The public
Content a guild publishes on its website, and posts in forum categories a guild makes public, can be seen by anyone, including search engines. Announcements a guild posts to Discord are visible to that Discord server's members.
Service providers
We share information with companies that help us run the Service, only as needed for them to do that work:
| Provider | What they do for us |
|---|---|
| Amazon Web Services (Lightsail) | Hosts our servers and database in the United States. |
| Cloudflare | Domain name service, secure connections and protection from attacks; Turnstile bot checks; storage for uploaded files and database backups (R2). |
| Mailgun | Delivers our service emails. |
| Stripe (including Link) | Sells paid plans as merchant of record: checkout, payments, receipts, sales tax and VAT, and payment support. Stripe uses your payment information under its own privacy policy. |
| Discord | Sign-in with Discord, and the Spawnix app for guilds that connect it. |
| Google Workspace | Our email, including messages you send to [email protected]. |
Legal reasons and business changes
We may disclose information if we believe the law requires it, or to protect the rights, property or safety of Spawnix, our users or others. If Spawnix is reorganized, sold or merged, information may transfer as part of that, and this policy will continue to apply to it.
We do not sell or rent your personal information, and we don't share it for advertising.
5. How long we keep information
- Account and content: for as long as your account or guild exists. When an account is deleted, its profile is removed; posts it made in a guild's forums may remain there, shown as from a deleted user, because they are part of that guild's discussions. You can ask us to remove them too.
- Billing records: for as long as the guild exists. Stripe keeps payment records for as long as the law requires.
- Backups: nightly database backups are kept for 14 days, then deleted automatically.
- Server logs: kept in size-limited logs that are overwritten automatically as new ones are written. We don't archive them.
- Password reset links: expire after 1 hour and work once.
6. Your choices and rights
- You can change your password in the dashboard. Your guild's admins can update your username, email and role or remove you from the guild, and so can we on request.
- You can ask us to access, correct, export or delete your information, or to object to or restrict how we use it, by emailing [email protected] from the address on your account. We'll respond within 30 days.
- Guild owners can ask us to delete their guild and its content.
- Depending on where you live (for example the EEA, the UK, or California), you may have additional rights, including to complain to your local data protection authority. We don't sell or share personal information as those terms are defined under California law, and we won't treat you differently for exercising your rights.
7. Security
We use encrypted connections (HTTPS), store passwords and reset tokens only as one-way hashes, limit who can access what by role, and rate-limit sign-in attempts. Uploaded files and backups are encrypted at rest by our storage provider. No system is perfectly secure, so please use a strong, unique password. If we learn of a breach that affects your information, we'll notify you as the law requires.
8. Age requirement
You must be at least 16 years old to create a Spawnix account. We don't knowingly collect information from anyone younger. If you believe someone under 16 has an account, contact us at [email protected] and we'll delete it.
9. International users
Spawnix is run from the United States and our servers are there. If you use the Service from elsewhere, your information will be transferred to and processed in the United States, where data protection laws may differ from those where you live.
10. Changes to this policy
When we update this policy we'll change the effective date at the top. If a change materially affects how we handle your information, we'll tell you in advance, by email or in the dashboard.
11. Contact
Questions or requests about privacy: [email protected].