Privacy Policy

Last updated: 31 October 2026

This policy explains what information the Civita Discord bot ("Civita") stores, why, and what rights you have over it. Civita is developed and operated by the Civita team.

In short

• Civita never reads or stores the content of your messages.
• It only keeps what the game and the server tools need: Discord ID numbers, city and contribution statistics, server settings and moderation records.
• Your information is never sold, used for advertising or shared with third parties.
• You can ask for your data to be deleted at any time.

What we store

About servers:

• The server's Discord ID
• Settings chosen by admins: language, IDs of the announcement / welcome / moderation log channels, IDs of the auto role, title roles, the verification role and the support ticket staff role, the account age that needs staff approval during verification, the welcome message text, build mode, festival preference, and whether the server joined the world ranking
• The city's state: treasury, buildings and when they were completed, current project, founding date, Council votes (the vote message ID and options), which weeks the weekly gazette was posted, the city's daily totals (number of rewarded messages, minutes in voice, games played, Marble and Olives earned; not per person) the day's Council Orders, city events (event type, options and outcome) and temporary production effects from events, and the days a hearth gathering took place (with how many people were in the voice channel)
• Sister cities: the IDs of paired servers and when they paired, unused invite codes (for up to 24 hours), and caravans sent (sending and receiving server, resource, amount and day)

About members:

• The Discord user ID
• Contribution statistics: Marble, Olives and Coins earned, contribution points, daily contribution points, minutes spent in voice channels each day and Coins earned from games each day
• Votes cast in Council votes and city events
• Achievements earned and how many mini games you played and won
• Ancient artifacts you found (which one, when and how: chat, voice, game or Council vote) and the artifacts you donated to the city's museum
• Daily totals of how often each command is used (not who used it)
• If moderation is used: warning records (the IDs of the warned member and the moderator, the reason and the date)
• If a support ticket was opened: the ticket number, the ID of its thread, the IDs of the members who opened, claimed and closed it, and when it was opened and closed. The ticket's subject and conversation are not stored by Civita; they stay in the server's own Discord thread.

What we don't store

• Message content: Civita does not use Discord's "message content" permission. It only sees that a message was sent and counts it to earn Marble for the city.
• Voice: Civita never listens to or records voice channels; it only checks who is in a voice channel and whether they have deafened themselves.
• Usernames, nicknames and profile pictures are not stored. For the welcome card, the profile picture is fetched from Discord on the spot and not kept after the card is drawn.
• Verification: If verification is on, Civita reads when a new member's account was created and whether it has a profile picture from Discord at that moment. This is not stored; it is only posted to the server's moderation log channel so the staff can decide.
• Server names are not stored. The name shown in the world ranking is read from Discord at that moment.

What we use it for

• Running the city game (resource production, buildings, votes, titles, leaderboards, mini game rewards)
• Running the server tools chosen by admins (welcome messages, auto role, moderation, support tickets, member verification)
• Preventing abuse and fixing bugs

Who can see it

• Contribution statistics, titles and leaderboards are shown to members of the Discord server they belong to.
• Warning records are only visible to moderators with the required permission in that server.
• A support ticket is only visible to the member who opened it, members added to it and that server's staff.
• If a server chooses to join the world ranking, its name, prestige and building levels are shown in other servers that use Civita. Servers that don't join are never shown anywhere else.
• Sister cities are formed only with the approval of both servers' admins. Sister cities can see each other's name, level, prestige and vitality, and caravans are announced in the receiving city's announcement channel.

Where it is stored

Data is kept in a database on the Oracle Cloud server where Civita runs (Frankfurt, Germany). Technical error logs may contain server and user ID numbers and are kept for a limited time. When Civita joins or leaves a server, the server's name, ID and member count, and error reports when something goes wrong, are posted to a private channel in the Civita team's own Discord server. The database is backed up every night, also on Oracle Cloud (Frankfurt).

How long we keep it and how to delete it

Data is kept while Civita is in your server. When Civita is removed from a server, that server's city is not deleted right away, so it can continue where it left off if Civita is added again.

To have data deleted, write to civitabot@gmail.com:

• Members can ask for their own user data to be deleted.
• Server owners can ask for all of their server's data to be deleted.

Requests are fulfilled within 30 days. We may ask for extra information through Discord to verify your identity.

Your rights

Depending on where you live (for example the GDPR in the European Union or the KVKK in Türkiye), you have the right to access information about you, to ask for it to be corrected or deleted, and to object to its processing. To use these rights, contact us by email.

Children

Civita is subject to Discord's Terms of Service and does not knowingly collect information from anyone under the minimum age Discord sets for their country.

This website

This website is hosted on GitHub Pages; this service may see technical information such as your IP address in order to work. Fonts are part of the site itself and are not loaded from any other service. The site itself uses no cookies or visitor tracking; it only remembers your chosen language in your browser.

After you add Civita, Discord sends you to the "Civita was added" page on this website. Discord puts the server's ID and a one-time code in the page address; the page uses the server ID only to show a "Back to your server" button and removes both from the address right away. Nothing is sent anywhere or stored.

Web dashboard

Server admins can manage Civita in the browser at civita-panel.kenzai.dev. You log in on Discord's own page; we never see your password. When you log in, Discord tells us your user ID, username, avatar, language and the list of servers you're in with your permissions there. We use this only to show the servers you can manage. The access Discord gives us is cancelled right after login.

• The dashboard keeps a login cookie in your browser for up to 14 days, or until you log out. On our side only a scrambled (hashed) form of it is stored, together with the information above.
• A server's page is only shown to people with the "Manage Server" permission there, and this is checked again with Discord before every change.
• Setting changes made in the dashboard or with Civita's commands are recorded (who, what, when) and shown to that server's managers on the dashboard's "Change log" page.
• Traffic to the dashboard passes through Cloudflare, which may see technical information such as your IP address. The dashboard uses no tracking or advertising cookies; it only remembers your chosen language and theme in your browser.

Changes

If this policy changes, the current version will be published on this page and the date above will be updated.

Contact

The Civita team — civitabot@gmail.com