Privacy Policy

This policy explains what personal data Cleavo (the Discord bot, the dashboard at cleavo.xyz/dashboard and this website) handles, why, and what you can do about it. Cleavo is run by Server Guy Solutions – FZCO (“we”). Contact: contact@cleavo.xyz.

We’re responsible for the data we need to run Cleavo: dashboard accounts, billing, and the setup and records we keep for each server. What Cleavo collects about a server’s members depends on how that server’s admins set it up (its automations, forms and tickets), so they decide what is asked and why, and we handle it on their behalf.

1. What we collect

When Cleavo is in a Discord server

• the server’s ID, name and icon, its channels and roles, and the setup its admins build: automations, ticket types, forms, panels and settings;
• members’ Discord user IDs, usernames, display names and avatars, their roles, and when they joined, left or got a role;
• tickets: who opened them, which staff member they were assigned to, who claimed and closed them, their outcome and timestamps. Cleavo uses the content of messages only inside its own tickets (for transcripts, and to know when a ticket is active); it ignores and doesn’t store messages anywhere else;
• saved answers: each member’s latest answer to each form question, which the server’s automations can use. Files uploaded in a form are posted in the member’s ticket or the server’s logs channel; we only keep their names and a link to that message. While a member fills in a form of several pages, we note which page they’re on, so they can continue it;
• DM consent: whether a member allowed Cleavo to DM them in that server, and when and where they did (see section 4);
• the server’s activity log: every run of an automation, everything Cleavo did (roles given, tickets opened, messages sent) and every change made in the dashboard, with who made it. We also keep daily totals (numbers of runs, tickets and win-backs) that contain no member data.

Transcripts and the logs channel

On Pro and Business, when a ticket closes and its ticket type keeps transcripts, Cleavo builds its transcript: one HTML file with the conversation, its authors, times and images. It posts the file in the server’s logs channel with a short notice (ticket number, member, outcome, who closed it, how long it was open) and keeps no copy. The dashboard shows a transcript by fetching it from that message when an admin opens it.

Transcripts, form uploads and notices in the logs channel are the server’s own records. They live in that server’s Discord channel, the server decides who can see them, and they stay until the server deletes them, even if Cleavo is removed. A member gets their own copy of a transcript by DM only if they allowed DMs and the ticket type sends copies.

When a server connects a Whop

An owner or admin of a Whop can bind it to a server by installing Cleavo’s Whop App and approving the permissions it asks for. For that server, we then read from Whop:

• memberships: the plan and price, status (for example active, cancelling, past due or ended), renewal or end date, cancel reason and any promo code;
• the Whop’s products and plans, payments (amount, status and date, never card details), reviews (stars, text and the reviewer) and promo codes;
• each member’s Whop user ID.

Whop doesn’t tell us which Discord account a member uses. Instead, Cleavo sends Whop the Discord user ID of members of the bound server and asks for the memberships linked to it: the link a member made themselves on Whop to get their access through Whop’s own Discord bot. It does this when a Whop is bound, when a member joins, when Whop’s bot changes a member’s roles, and just before Cleavo acts on Whop for them. Whop sees which Discord IDs Cleavo asked about. Members who never linked Discord on Whop aren’t found, and Cleavo never asks them to link or writes any Discord data into Whop.

We keep each link found (a Discord user ID, a Whop user ID, how and when it was found) for that Whop only. A Whop’s data is used only for the servers bound to it, and never shared with another Whop or server.

Depending on the server’s setup, Cleavo can also act on the Whop: add free days to a membership, apply a one-use discount and undo a cancellation (only after the member confirms the new price), and post messages in the Whop’s support chat.

A binding stays until it’s cut on purpose: by an admin of the server, by any owner or admin of the Whop (who sees every server it’s bound to on the Whops page of their dashboard account, and can cut one or all), or by removing Cleavo’s app from the Whop on Whop, which cuts them all.

When you use the dashboard

• Signing in with Discord: your Discord user ID, username and avatar, the servers you’re in and your permissions there, which we check again on every visit.
• Signing in with Whop (to bind a Whop you run): your Whop user ID and the Whops you own or admin. We use Whop’s access token once to list them, then discard it.

When you buy a tier

Cleavo’s tiers are sold through Whop, which handles the payment and the tax. We receive the membership on Cleavo’s own Whop (the tier, its status and the end of the period) and which server it’s for, through our own server ID: we never send your Discord ID to the checkout. We never see your card details. Whop’s own privacy policy applies to the checkout.

When you visit this website

Our server logs your IP address, browser and the pages requested, for security. These logs are kept for about two weeks. This website has no analytics or tracking.

2. Why we use it

• To run Cleavo for each server as its admins set it up: open tickets, show forms, give and remove roles, send messages and DMs, and run win-back and review rewards.
• To let you sign in to the dashboard and manage the servers you’re an admin of.
• To bill tiers.
• To keep the Service secure and fix problems.
• To meet legal obligations.

Our legal bases are performing our agreement with the servers that use Cleavo, our and the servers’ legitimate interest in running their communities, your consent for DMs, and legal obligations where they apply. We don’t sell personal data or use it for advertising.

3. Server admins and their members

Each server decides how Cleavo is set up there: which questions are asked, which roles are given, what goes to the logs channel and whether a Whop is bound. If you’re a member of a server and want your data removed, ask that server’s admins, or contact us directly. We delete what we hold; files in a server’s logs channel are that server’s to delete.

4. DMs and your consent

Cleavo DMs you only after you press Allow DMs in a server. You then agree that Cleavo may message you, for that server, about your membership and that server, for example a cancellation, a failed payment, a ticket or a review. Your consent is per server, and we record when and where you gave it. Every Cleavo DM has a Stop DMs button, which withdraws it at once. Without your consent, a server can still reach you in a ticket in that server, or in its Whop’s support chat if you have a membership on its Whop.

5. Who we share it with

We only share personal data with the services needed to run Cleavo:

• Hetzner Online GmbH, Germany: hosting. Our servers, database and encrypted backups are in the EU.
• Discord: Cleavo works through Discord’s platform.
• Whop: for servers that bind a Whop, the Discord ID lookups and the actions above; and the payments for Cleavo’s tiers.
• Functional Software, Inc. (Sentry), USA: error reports, with member data removed before they’re sent.

When data leaves the EU, it’s protected by the safeguards the law requires, such as the European Commission’s standard contractual clauses. We may also disclose data if the law requires it.

6. How long we keep it

• A server’s setup, and what we keep for it (its members, activity log and daily totals), is kept while Cleavo is in the server. When Cleavo is removed, it’s kept 30 days in case it’s added back, then deleted. The server’s tier and billing records stay (see below).
• Saved answers are deleted 30 days after a member leaves the server, unless they come back. Which page of a form a member is on is kept 24 hours after the last page they sent.
• The activity log is kept for the server’s tier: 7 days on Free, 90 days on Pro, 1 year on Business. After a downgrade, older entries are kept 30 more days, then deleted. Daily totals hold no member data and are kept.
• Your name and avatar from your last dashboard sign-in, which the activity log shows next to your changes, are kept 30 days after that sign-in, and after that for as long as something we keep shows them (an activity log entry, a Whop binding you made, a pair you marked on a role map). Then they’re deleted.
• Whop data (the Whop’s name, logo and app install, memberships, payments and the links between Discord and Whop accounts) is deleted 7 days after the Whop’s last binding is cut or Cleavo’s app is removed from the Whop, unless it’s bound again by then. A server Cleavo is removed from keeps its binding as long as its setup is kept.
• Transcripts and files in a logs channel aren’t kept by us; they stay in the server until it deletes them.
• Billing records are kept as long as accounting law requires.
• Logs (website and Cleavo’s own) are kept about two weeks.
• Backups are encrypted and replaced over time; deleted data is gone from all of them within 6 months.

When you ask us to delete your data, we do it within 30 days.

7. Cookies

This website doesn’t use tracking or advertising cookies. The dashboard only sets cookies it can’t work without, such as the one that keeps you signed in, which ends when you sign out or your session expires.

8. Your rights

Depending on where you live (including under the GDPR in the EU), you can ask to access, correct, delete or export your data, and to restrict or object to how we use it. You can withdraw your DM consent at any time with Stop DMs. Email us at contact@cleavo.xyz. You can also complain to your local data protection authority.

9. Children

Cleavo follows Discord’s minimum age. It isn’t meant for anyone younger than that, or younger than the age of digital consent where they live.

10. Changes

If we change this policy, we’ll update the date at the top. Significant changes will be announced in our Discord server.

See also: Terms of Service · Legal notice