Last updated: 1 October 2026
XIV Mods is a small, UK-based community project. This policy covers the website, Keeper of the Grimoire Discord bot and the related XIV Mods API.
Information collected
Public browsing uses no advertising or behavioural analytics. If you use the contact form, FormSubmit processes the name, email address, subject and message you choose to provide.
Administrator and contributor accounts
The protected Keeper’s Desk uses ChatGPT sign-in. XIV Mods receives a stable account identifier, email address and, where available, display name to confirm authorised access and attribute edits. Account access records are retained while the account is active and for reasonable security administration.
Contributor applications
If you apply, we store your ChatGPT account identifier and email, preferred name, contribution plans, optional published-work details and application decision. Administrators use these to review access requests. Pending and decided applications are retained for access administration; you can request removal through the contact form. Application details are not published. If signup alerts are enabled, Discord receives a generic new-application notification and a protected review link; names, emails and questionnaire answers are not sent. Approval grants draft-contributor access, and Discord membership does not grant website access.
Discord review notifications
When the owner enables Discord notifications, new draft names and protected review links are sent to the configured staff channel. Account emails and full draft text are not included. Discord processes these messages under its own privacy policy. Staff can retain messages until they are removed in Discord; deleting a website draft does not automatically delete its notification. Contact the Hierophant through the contact form for removal requests.
Keeper of the Grimoire
Keeper of the Grimoire is operated as part of XIV Mods. It may be used in the official XIV Mods Discord server and, if we make it available more widely, in third-party Discord servers.
When you use a bot command or interaction, we process the information needed to receive and respond to it. Depending on the interaction, this may include your Discord user ID, server and channel IDs, command name, command options or query text, timestamps and other technical Discord interaction metadata.
The bot does not require or intentionally collect message content outside commands and interactions. If a future feature needs that content, we will explain what it processes and update this policy before enabling it. The bot is not intended to collect sensitive personal information. Avoid including sensitive personal information in commands or queries unless it is genuinely necessary.
The bot may call https://api.xivmods.com to retrieve public catalogue information.
Bot operations, providers and retention
Operational logs may record technical events, errors, command usage and server or channel identifiers to support reliability, prevent abuse and troubleshoot problems.
Data needed to operate the bot may be processed by Discord and the hosting or cloud providers used by XIV Mods. Discord also handles information under its own privacy policy.
Service secrets, including Discord bot tokens and API credentials, are stored server-side and are not made available to users.
If bot interaction data or operational logs are retained, we keep them only for as long as reasonably needed to operate the service, maintain security, investigate errors or abuse, or meet legal obligations. We remove or anonymise them when they are no longer required.
If the bot becomes available to third-party servers, their administrators are responsible for informing members about its use and this policy where local law or Discord rules require this. XIV Mods remains responsible for its own handling of personal data.
Cookies
Authentication and security services may use essential cookies. External websites have their own privacy and cookie terms.
Your rights
Privacy questions or requests about the website, Keeper of the Grimoire or the related API can be sent through the contact form. You may also complain to the UK Information Commissioner’s Office.