Privacy Policy

Who is responsible for your data

Cronus Zens runs the Cronus Zens Discord app and is the data controller for what it does with your data, as described here. To ask about any of it, or to have something deleted, email us at biz@cronuszens.com or get in touch on our Discord server.

cronuszens.com also uses this Discord app to sign people in, add them to our server, give and remove their roles, post in our channels and send our team copies of script files uploaded there. That, and anything you buy from us, is covered by our privacy-notice instead.

What the app reads

Discord sends the app every message posted in a channel it can see, with the author’s name and roles, and tells it when someone joins a server. The app needs this to notice its commands. It ignores any message that is not one of its commands or covered by a feature a server has switched on, and it keeps none of them apart from what is described below. It does not receive direct messages.

What each feature does with your data

Tickets

When you open a ticket, the app creates a channel for it and records your Discord user ID with the channel, the ticket’s type and its number, which is how it keeps you to one open ticket per server.

When the ticket is closed, the app reads the whole channel and builds a transcript: for each message, the author’s username, the time, the text and whether it was edited, and the name, size and Discord link of each attachment. It sends the transcript as a file in a direct message to the person the server named for transcripts, or to the server owner if nobody is named, mentioning who opened and closed the ticket. Then it deletes the channel. We do not keep a copy. From then on the transcript is in that person’s hands, and what happens to it is up to them and the server.

The script form

A server can post a form for sending its owner a .gpc script file. If you use it, the app downloads your file from Discord and sends it in a direct message to the server owner, with your Discord mention and anything you wrote in the Source box. It does not keep the file or what you wrote.

Files-only channels and automatic reactions

In a files-only channel, the app deletes a message that has no attachment and posts a short notice naming its author, which it removes after 8 seconds. In a channel with automatic reactions, it adds the server’s chosen reactions to each new message from a person. Neither keeps anything about you.

Moderation

When a moderator bans, temporarily bans, softbans or unbans someone through the app, Discord carries it out and the moderator’s name and reason go into the server’s audit log. The app posts a confirmation in the channel the command was used in, mentioning the member and showing the reason. A softban, or a ban given a deletion window, has Discord delete that member’s messages from up to the last 7 days. For a temporary ban, the app keeps the banned member’s user ID, the moderator’s user ID, the reason and the time the ban ends, so it can lift the ban on time, and writes the reason in the audit log again when it does. To unban everyone, it reads the server’s ban list but does not keep it.

AI answers in our server

In one channel only, #chat in the Cronus Zens Discord server, which is where Support Chat on cronuszens.com takes Club members, the app answers questions using an AI model from Anthropic.

To follow the conversation, it keeps the latest messages posted there in memory, up to 200, whoever wrote them, and reads the last 50 when it starts. For each one it holds the author’s user ID and display name, a label for their role (staff, cronus2K owner, Club member, All Scripts owner or bot), who they replied to, the text with mentions turned into names, up to three image links, and the names of any other files and stickers attached. This is never written to disk and is gone whenever the app restarts.

It answers only members with our Customer role. When one of them posts, the app may send Anthropic:

• up to 14 recent messages from the channel, each cut to 300 characters, with the display names and role labels of the people who wrote them;
• your display name and role label, and whether you own cronus2K;
• your conversation with the app from the last 30 minutes;
• up to three images you posted, as Discord links that Anthropic fetches itself; and
• a code made from your Discord user ID, rather than the ID itself, which Anthropic uses to detect abuse.

Unless you mention the app or reply to it, it first asks the model whether your message needs an answer. Anything posted in that channel can be part of what is sent when the app answers someone else. If you would rather what you write did not reach Anthropic, use a different channel.

Skin roles

In servers we run, a moderator can make a role named after any Minecraft Java account and give it to a member, and members can claim one for themselves through a form, which only boosters can use where the server has a booster role. Either way the app sends the username to Mojang to find the account’s ID, then sends that ID to mc-heads.net, or if that fails to minotar.net and then crafthead.net, to fetch the player’s head for the role’s colour and icon. None of them receives anything about your Discord account.

For a role you claim, the app keeps your user ID, the role it gave you and the server it is in, and, where the server has a booster role, checks regularly whether you still boost it. If you have left or stopped boosting, it deletes your role and that record.

Joining our server

When someone joins the Cronus Zens Discord server, the app checks how many times the server’s custom invite link has been used. If the count went up, it mentions the new member in a channel and deletes that message 2 seconds later. It keeps only the count, in memory.

What it keeps, and for how long

The app keeps a few records in files on the machine it runs on, each filed under the Discord server it belongs to:

• ticket settings, which are the ticket category, the person who receives transcripts and the next ticket number: until you ask us to delete them;
• open tickets, which are the opener’s user ID, the channel, the type and the number: until the ticket is closed with its Close ticket button. If the channel is deleted by hand instead, the record stays until that member next opens a ticket in that server, or until you ask us to delete it;
• temporary bans, which are both user IDs, the reason and the end time: until the ban ends or is lifted with ,unban. If it is lifted any other way, including with ,unbanall, until it would have ended. If the app cannot lift it when it ends, because it has been removed from the server or has lost Ban Members, it keeps the record and keeps trying until it can or you ask us to delete it;
• files-only channels: until each is switched off;
• automatic reactions: the channels until each is switched off, and the chosen reactions until you ask us to delete them; and
• skin roles claimed through the form, which are the member’s user ID and the role: where the server has a booster role, until the member leaves the server or stops boosting it, and elsewhere until you ask us to delete them. If the role is deleted by hand, the record also goes when that member next claims one.

Some things are kept only in memory, and are gone whenever the app restarts: the latest messages in #chat described above, a count of AI answers given today, the use count of our server’s invite link, and Minecraft usernames it has looked up, for up to 6 hours.

What it never keeps

Apart from a temporary ban’s reason, nothing in the files the app keeps contains the text of anyone’s messages. They hold no images and no copy of any server’s member list.

Logs

While it runs, the app writes a log to the console of the machine it runs on, so we can find and fix faults. It records the IDs of the servers, channels, users and roles involved when something happens or goes wrong, error messages from Discord and Anthropic, how much of the AI model each answer used, a Minecraft username when Mojang could not be reached or gave an unexpected answer, a Minecraft account ID when its head could not be fetched, and a link the app could not download: an image for its picture or banner, or a file sent through the script form. For each message in #chat that the AI looks at, it records whether it chose to answer and a few words the model wrote about what the message is about. It does not log the text of messages.

Who else sees it

• Discord, which everything the app does goes through. Discord handles your data under its own privacy policy.
• Anthropic, only for AI answers in #chat in our server, and only what is listed above. Anthropic processes it for us under its Commercial Terms and Data Processing Addendum, and may not train its models on it. Neither do we.
• Mojang, and mc-heads.net, minotar.net and crafthead.net, only for skin roles. They receive a Minecraft username or account ID, never anything about your Discord account.
• WispByte, which hosts the app and so holds the files it keeps and its log.
• The people a server chooses: ticket transcripts go to the person the server named, or its owner, and script form submissions go to the server owner.
• Anyone we are legally required to disclose to.

We do not sell your personal data, and we do not share it for anyone else’s marketing.

Why we use it, and what allows us to

• To run the features a server has switched on: tickets, the script form, files-only channels, automatic reactions and moderation. Our legitimate interest, and the server’s, in running the server the way it has chosen.
• To run our own servers: skin roles and the mention when someone joins. Our legitimate interest in running our servers.
• To answer questions in #chat: our legitimate interest in helping our customers, and yours in getting an answer.
• To keep the app working: the logs. Our legitimate interest in finding and fixing faults.

Where we rely on a legitimate interest, you can object to it.

Your rights, and having data deleted

You have the same rights over what the app holds about you as over anything else we hold. Our privacy-notice lists them, along with how to complain. To use any of them, ask us on our Discord server or email us at biz@cronuszens.com, and we will answer within a month. There is no charge. The app has no command that exports or deletes data, so we do it by hand.

Removing the app from a server

A server can remove the app at any time, and the app then stops receiving anything from that server. Removing it does not delete the records it kept for that server, listed above, so ask us and we will. Transcripts and form submissions already sent stay with the people they were sent to.

Children

The app is not intended for children. You need a Discord account to use it, and Discord sets the minimum age for that. If you believe a child has given us personal data through the app, tell us and we will delete it.

How we keep it safe

The app talks to Discord, Anthropic and the Minecraft services over encrypted connections. The files it keeps are on the machine it runs on, and access to them is limited to the people who run Cronus Zens and our hosting provider.

Where it goes

Discord and Anthropic are based in the United States, so using the app involves your data being transferred there. Where we rely on a transfer mechanism, we use either the UK extension to the EU–US Data Privacy Framework, where the recipient is certified under it, or the UK International Data Transfer Agreement.

Changes to this policy

If we change what the app does with your data, we will update this page and the date at the top. Where a change matters to you, we will say so on our Discord server.