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Kolai Privacy Policy

Last Updated: April 10, 2025

Welcome to Kolai (the "Bot"). This Privacy Policy explains how we collect, use, store, and safeguard your personal data when you interact with our Discord bot and related services. By installing or using Kolai in a Discord server, you agree to the practices described in this Policy.

1. Who We Are

  • Bot Name: Kolai
  • Purpose: To provide educational AI-powered crypto analysis and insights directly in Discord.
  • Operator: Kolai Bot ("we," "us," or "our")
  • Contact:
    • Email: support@kolai.gg

If you do not agree to the terms in this Policy, do not install or use Kolai.

2. What Data We Collect

Discord User ID, Server ID, and Channel ID

We collect unique IDs (e.g., your user ID, server ID, channel ID) to operate Kolai's features—like responding to commands, tracking settings per server, and ensuring the right messages are delivered to the right user or channel.

Messages and Command Interactions (if applicable)

If Kolai needs to read or process Discord messages (e.g., for moderation tools or command triggers), we only handle the relevant portions for the requested function. We strive to minimize persistent storage of message content, unless explicitly required by a feature (e.g., logging or analytics).

Email and Payment-Related Information (Subscription Services)

If you subscribe to a paid plan or otherwise engage in transactions requiring payment, we may collect additional data, such as your email address, billing address, and payment details to process payments and manage your subscription.

Other Voluntarily Provided Data

In certain cases, you may voluntarily provide information (e.g., through support forms or direct contact). We only collect what you choose to submit.

3. Why We Collect Your Data

We collect and process your information for the following purposes:

To Provide and Maintain Kolai

To recognize users, respond to commands, and ensure Bot functionality in the correct server or channel.

Subscription and Payment Processing

To process payments, manage billing, and maintain subscriber accounts.

Improvement and Development

To troubleshoot issues, enhance user experience, and develop new Bot features.

Legal and Compliance

To comply with legal obligations (e.g., tax, accounting) and respond to lawful requests by public authorities.

4. Lawful Basis for Processing (GDPR)

Depending on your location and the nature of our relationship, our processing of personal data may rely on one or more of the following lawful bases under the GDPR:

  • Contract Performance: To fulfill our agreement with you to provide Kolai's services.
  • Legitimate Interests: For example, to prevent abuse of the Bot, ensure service security, or improve functionality.
  • Consent: In cases where consent is required (e.g., marketing communications or specific data uses).
  • Legal Obligations: For instance, retaining payment-related data for tax or financial regulations.

If you have any questions regarding the legal basis for processing, feel free to contact us.

5. Role as Data Controller or Data Processor

  • We act as a data controller when we collect and determine the purpose of using your data (e.g., storing your server settings or subscription information).
  • If you provide data for specific features where you define how the data is used (e.g., custom commands or logs that you configure), we may act as a data processor, processing information solely on your instructions.

6. Privacy of Children

Kolai is not directed at individuals under the age of 13 (or other minimum age as required by local law). We do not knowingly collect personal data from children. If you believe a child has provided us personal data, please contact us so we can delete it promptly.

7. How We Store and Protect Your Data

Data Storage

Data is stored on secure servers hosted by [Your Hosting Provider], which may be located in the European Economic Area (EEA) or another jurisdiction offering adequate data protection. If data is transferred outside the EEA, we ensure an adequate level of protection via recognized safeguards (e.g., Standard Contractual Clauses).

Data Retention

  • We keep personal data only as long as necessary for the purposes outlined in this Policy.
  • For subscription services, we may retain billing records as required by law.
  • If Kolai is removed from a server, we generally delete associated server data after a grace period or immediately, depending on your settings and our retention policy.

Data Security

We utilize industry-standard security measures (e.g., TLS encryption, secure access controls) to protect data from unauthorized access, alteration, or disclosure.

Data Breach

In the unlikely event of a data breach that compromises personal data, we will notify affected users and relevant authorities as required by law, and take appropriate steps to mitigate any potential harm.

8. Sharing of Data

Third-Party Service Providers

We may share data with vendors or service providers (e.g., hosting, payment processors) strictly to provide our services. They are obligated to keep your data confidential and use it only as needed to perform agreed-upon services.

Compliance and Legal Obligations

We may disclose information if required by law, subpoena, or court order, or if we believe such action is necessary to protect rights, property, or safety of ourselves, users, or others.

Business Transfers

In the event of a merger, acquisition, or asset sale, user data may be transferred as part of that transaction. We will notify users if their data becomes subject to a different Privacy Policy.

9. Payment Processing

For paid plans or subscriptions, we rely on third-party payment processors (e.g., Stripe, PayPal) to handle payment details securely. We do not store full payment information on our own servers (such as credit card numbers). Payment processors adhere to PCI-DSS standards. Please review the processors' privacy policies for details on their data handling.

10. Managing Your Information

  • Access & Updates: You may request access to or correction of your personal data by contacting us.
  • Deletion: You can request deletion of your personal data. However, some data (e.g., transactional records) may be retained for legal or security reasons.
  • Server Removal: If Kolai is removed from your server, we generally delete associated server IDs and user-specific data within a defined period, unless otherwise needed for compliance or legitimate interests.

11. Your Rights (GDPR and CCPA)

GDPR (EEA Residents)

  • Right to Access: Obtain confirmation about whether we process your data and request a copy.
  • Right to Rectification: Request correction of inaccuracies or incomplete data.
  • Right to Erasure ("Right to be Forgotten"): Ask us to delete your data under certain circumstances.
  • Right to Restrict Processing: Under certain conditions, request limiting how we use your data.
  • Right to Object: Object to processing if it's based on legitimate interests or direct marketing.
  • Right to Data Portability: Request export of your data in a structured, machine-readable format.
  • Right to Withdraw Consent: If processing is based on consent, you may withdraw it at any time.

CCPA (California Residents)

  • Right to Know: Request disclosure of the categories and specific pieces of personal data we have collected.
  • Right to Delete: Request deletion of personal data.
  • Right to Opt-Out of Sale: We do not sell personal data, but if we ever consider it, you have a right to opt out.
  • Non-Discrimination: We will not discriminate against you for exercising any CCPA rights.

To exercise any of these rights, please contact us at support@kolai.gg. We may require verification of your identity before processing requests.

12. Do Not Track Signals

Kolai operates solely on Discord and does not track your activities across third-party websites or services. As such, we do not respond to browser-based "Do Not Track" signals.

13. Advertisements (If Applicable)

If Kolai displays or shares targeted ads, we may use aggregated, non-identifying information. We do not share personally identifiable information for advertising purposes unless you have provided explicit consent.

14. Links to Other Resources

Kolai or its related documentation may contain links to external websites or services. We are not responsible for the privacy practices of those external platforms. We encourage you to review their privacy policies before disclosing any personal data.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal reasons. The "Last Updated" date at the top of this Policy indicates when it was revised. We will notify users of significant changes via an announcement in our Discord or another appropriate channel. Your continued use of Kolai after any modifications indicates your acceptance of the updated Policy.

16. Acceptance of This Policy

By installing or using Kolai, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree, you must not use the Bot.

17. Contact Us

If you have questions, concerns, or wish to exercise your data rights, please reach out to us:

We will make every effort to respond promptly and work with you to address any concerns regarding your privacy.