Privacy Policy

This Privacy Policy explains how Titan Systems collects, uses, stores and protects information when you use our website, dashboard, Discord bots, subscriptions and support services.

By using Titan Systems, you acknowledge the data practices described in this policy.

We may collect Discord account information such as your user ID, username, display name and avatar when you sign in with Discord.

We may collect Discord server information such as server ID, server name, icon, ownership status and permissions where required to display or manage eligible servers.

We may also collect product configuration, subscription status, support records, audit logs, feature access and technical service data.

Titan Systems may use Discord OAuth to authenticate users and confirm which Discord servers they are authorised to manage.

We only request Discord permissions that are reasonably required for authentication, server selection and permission checks.

Your Discord password is never provided to Titan Systems.

When you configure a Titan product, we may store server settings such as staff role IDs, category IDs, logging channel IDs, transcript channel IDs, department settings and branding preferences.

These settings are used to provide and maintain the service for the selected Discord server.

Titan Modmail may process direct messages, ticket messages, attachments, user IDs, staff IDs, timestamps and ticket actions while a ticket is active.

This information is required to route messages, display ticket history, manage staff replies and generate transcripts.

Open ticket data may be stored temporarily while the ticket remains active or while a transcript is being generated.

When a Titan Modmail ticket is closed, an HTML transcript may be generated and uploaded to the Discord transcript channel selected by the customer.

Titan Systems does not intend to permanently store completed ticket transcripts on its own systems.

Temporary transcript files may be created during generation and deleted after successful delivery.

Customers are responsible for controlling access to transcript channels and deciding how long transcripts remain available in their Discord server.

We may retain limited ticket metadata after closure, such as ticket ID, server ID, user ID, department, staff member, creation time, closure time and close reason.

This information may be used for analytics, abuse prevention, staff statistics, support and service improvement.

We do not intend to retain the full closed ticket conversation after transcript delivery.

Payments may be processed by Stripe or another approved payment provider.

Titan Systems may receive information such as customer ID, subscription ID, payment status, product, price, renewal date and limited billing details.

Titan Systems does not store full payment card numbers.

Payment information is handled by the payment provider under its own privacy practices.

When you contact Titan Systems support, we may collect your Discord details, email address, server ID, product information and the contents of your enquiry.

We may also store internal support notes, assignment history, escalation details and resolution information.

You should not send passwords, bot tokens, full payment card details or unnecessary sensitive information.

Authorised Titan Systems staff may access customer information where required for support, billing, security, development or service management.

Access is intended to be limited according to staff roles and responsibilities.

Sensitive staff activity may be recorded in internal audit logs.

We may collect technical information such as IP address, browser type, device information, request timestamps, error logs, service response times and security events.

This information may be used to operate, secure, monitor and improve Titan Systems services.

We use information to provide Discord authentication, display manageable servers, operate Titan products, process subscriptions and respond to support requests.

We may also use information to prevent abuse, investigate errors, monitor service health, enforce our policies and improve product performance.

We do not sell customer personal information.

Where applicable, we may process information because it is necessary to provide a requested service or perform a contract.

We may also process information based on legitimate interests such as security, fraud prevention, service improvement and customer support.

In some circumstances, processing may be required to comply with a legal obligation or based on your consent.

We may share limited information with service providers that help us operate Titan Systems, including hosting, database, payment, authentication and infrastructure providers.

We may disclose information where required by law, to protect users or services, or to investigate fraud, abuse or security incidents.

We do not allow service providers to use customer information for unrelated purposes.

Titan Systems may rely on third-party services such as Discord, Stripe, hosting providers and database platforms.

Those providers may process information under their own terms and privacy policies.

Titan Systems is not responsible for the independent privacy practices of third-party services.

We retain information only for as long as reasonably necessary for the purpose it was collected.

Account, server, subscription and configuration data may be retained while the customer continues to use Titan Systems.

Support records, audit logs and limited ticket metadata may be retained for security, legal, operational or customer-service purposes.

Temporary ticket and transcript data should be deleted when it is no longer required.

Titan Systems uses reasonable technical and organisational measures to protect information from unauthorised access, loss, misuse or alteration.

These measures may include access controls, encrypted connections, restricted credentials, role-based permissions and service monitoring.

No online service can guarantee complete security.

Depending on your location, you may have rights to request access to, correction of or deletion of your personal information.

You may also have rights to object to certain processing, request restriction or obtain a copy of information in a portable format.

Some information may need to be retained where required for legal, security, fraud-prevention or contractual reasons.

You may request deletion of eligible Titan Systems account information by contacting support@titansystems.uk.

Removing a Titan bot from a Discord server does not automatically delete all associated configuration, subscription or audit data.

Before completing a deletion request, we may need to verify your identity and authority over the relevant Discord account or server.

Titan Systems services are not intended for children under the minimum age required to use Discord or enter into the relevant agreement.

Paid Titan Systems subscriptions must only be purchased by someone legally able to enter into the purchase agreement.

Titan Systems and its service providers may process information in countries outside your own.

Where required, appropriate safeguards may be used to protect information transferred between countries.

We may update this Privacy Policy as our products, service providers, legal obligations or data practices change.

The latest version will be published on this website with an updated effective date.

Privacy questions and data requests can be sent to support@titansystems.uk.

Please include enough information for us to identify the relevant Discord account, server or service.