Privacy Policy

Last updated: July 2026

Data Controller

The data controller responsible for your personal data is Cole Hammond, a sole proprietor based in New Zealand, operating Vantom. For any privacy inquiry, contact us on Discord: @colehammond65 (see our support page).

Categories of Personal Data We Collect

  • Discord account identifiers (user ID, username, discriminator, avatar) for authentication and service delivery
  • Guild (server) IDs and server configuration you provide
  • Moderation records, tickets, form submissions, and support interactions you create or are referenced in
  • AFK status and highlight/keyword subscriptions
  • Economy account balances and transaction history
  • Payment information (processed by Stripe; card details are not stored by us)
  • Aggregate usage statistics (message counts, command usage) for analytics

Purposes of Processing

  • To provide and maintain the bot and dashboard service
  • To process payments through Stripe
  • To improve the service based on aggregate analytics
  • To secure the service (e.g. two-factor authentication)
  • To comply with legal obligations

Retention Periods

  • Support tickets and transcripts: 90 days
  • Audit logs: 1 year
  • Economy transactions: 1 year
  • Guild data: retained until the bot is removed from the server or until you request deletion
  • Account data: retained until account deletion is requested

Sub-processors

  • Discord — authentication and service delivery
  • Stripe — payment processing
  • Our hosting provider — infrastructure and storage

International Data Transfers

Personal data is processed in New Zealand and, where our sub-processors (Discord and Stripe) are located outside New Zealand (for example in the United States), we rely on Standard Contractual Clauses (SCCs) and equivalent safeguards recognized under applicable data protection law.

Age and Consent

Under GDPR Article 8, where the processing is based on consent and the data subject is a child, the service may only be offered to children aged 16 or older, or with verifiable parental consent for those under 16. By using Vantom you confirm you meet this requirement.

Your Rights as a Data Subject

Subject to applicable law — including the New Zealand Privacy Act 2020 and, where relevant, the EU GDPR — you have the right to access, rectify, erase, and port your personal data. You can exercise these rights directly from your account page:

  • Access & portability: export your data as JSON from the account page
  • Erasure: permanently delete your account and associated personal data from the account page
  • Rectification: update your information via the dashboard or by contacting support

Cookies

We use a single encrypted, http-only session cookie to keep you signed in to the dashboard. We do not use advertising or third-party tracking cookies. You can clear this cookie at any time, which will sign you out.

Contact

For privacy inquiries or to exercise your data-subject rights, contact us on Discord: @colehammond65 or visit our support page.