Privacy Policy

How Axis Manager collects, uses, stores, and shares information when you use the Discord bot or the organizer dashboard.

Last updated October 18, 2026

This Privacy Policy explains how Axis Manager ("the bot"), operated by Axis Labs ("we," "us," "our"), collects, uses, stores and shares information when you use the Discord bot or the organizer dashboard at manager.axis-labs.xyz. Axis Labs is not a registered business entity.

Axis Manager is a Discord bot and web dashboard for esports teams, tournaments and scrims: registration, lobbies and slots, confirmations, bans, scoring in Google Sheets, and Results images made with Google Slides. Optional Auto Score reads organizer-uploaded match screenshots with AI. This policy applies to server owners, event administrators, team managers, registered players, dashboard users and anyone else who interacts with Axis Manager.

Axis Manager processes Discord API Data only as needed to provide its stated functionality, in line with Discord's Developer Terms of Service and Developer Policy. Using Axis Manager means you agree to this policy and to the Terms of Service.

The short version

We store the team, roster, event, scrim and server-configuration data needed to run competitions, plus Discord identifiers.
We do not request Discord's Message Content intent and do not store chat history.
Auto Score screenshots and related AI inputs go to OpenAI, which may use them to improve its models. We do not keep the screenshot files.
Scoring data goes to Google Sheets and Slides. Workbooks are often editable by anyone with the link.
We never sell data or use it for advertising.
To ask for deletion or changes, open a ticket in our Discord server.

What Information We Process

Information from Discord

Axis Manager works through slash commands, buttons, select menus and modals, and uses Discord sign-in for the dashboard. It may process:

Discord user IDs for team managers, roster players (when linked), command users, dashboard users and staff
Discord usernames and avatars of signed-in dashboard users
Server, channel, role and message IDs needed to run events, scrims, dashboards, slot lists, approvals, confirmations and role grants
Server membership and permission information that decides which servers and events a dashboard user can manage
Member presence checks (via Discord's Guild Members privileged intent) when an event requires players to be in the server

Axis Manager does not request Discord's Message Content privileged intent. It does not store Discord chat messages. Content shown in Discord (slot lists, team cards, approvals, dashboards) is rendered through Discord's APIs, and our database stores identifiers and structured snapshots used to re-render it.

Team and roster information

Team name, tag, country, optional logo image (stored in object storage we operate with a public URL; older logos may be Discord CDN links), and an internal team ID
Manager Discord user IDs (one to five per team)
Roster details: slot number, in-game name, in-game ID, optional Discord user ID and optional country
Soft-delete and pending-disband records (status, timestamps, related Discord user IDs)

Teams are global across servers using Axis Manager: the same team and roster can appear in events on several Discord servers.

Tournament and scrim information

Event or scrim name, server ID, admin, stage, lobby, waitlist and captain role and channel IDs, and related message IDs (including permanent dashboards)
Organizer settings: stages, lobbies, registration and confirmation windows, schedules, VIP seats, auto-accept, auto-clear, confirmation text and roster-edit allowances
Registrations that link a team to an event, with status, lobby assignment and history, and a locked team snapshot (team details, managers and roster at registration time)
Scrim runs, run reports, activity records, and bans (the banned team or user, reason, and remaining days) that organizers or sheets apply
Google Sheets workbook and tab IDs used for scoring sync, with sync state, and Google Slides presentation and slide IDs used for Results

Server configuration, plans and credits

For each server we store guild-level configuration: plan, plan limits, auto-scoring status, credit balances (monthly and purchased) and credit usage. This does not include per-user profiles beyond the data in this policy.

Payment-related information

Axis Manager has no checkout page and does not collect card numbers. Plans and credit packs are arranged through a ticket in our Discord server, where staff take and record payment. We keep a record of the plan or pack, the server, and the date. Payment details you share in a ticket stay with the staff handling it and any payment service they use to take the payment; do not post them in public channels. Tickets and the support server are subject to Discord's own handling of that content.

Auto Score information

When auto-scoring is enabled, event admins upload match screenshots on the dashboard. We may process:

Screenshot images (typically 1 to 10 per run)
Current-stage lobby roster context used for matching: registration IDs, team names and tags, and player in-game names
Extracted placements, kills and rule-compliance results, and organizer save or cancel choices
Credit reservations and usage for the server and event
Append-only operational records for reliability, cost analysis and support (server and event IDs, image counts, model, token and cost estimates, outcomes). These are not a copy of the scoreboard or the images.

Screenshots are sent to OpenAI to be read during a run. Axis Labs does not store Auto Score screenshot files.

Results information

When organizers generate Results, we may process scoring workbook values, team names and tags, player in-game names, team logos and Google Slides template data. Optional AI commentary uses leaderboard and MVP statistics (team names, points, player figures), not Discord chat.

Dashboard sign-in and device storage

The dashboard uses Discord OAuth. We receive the Discord identifiers needed to authenticate you and list servers you can manage, and store session information so you stay signed in. We never receive your Discord password. We keep session data in cookies or similar storage that sign-in needs. The Axis Labs website also saves your chosen color theme in your browser's local storage; it stays on your device and is not sent to us. We do not use advertising or cross-site tracking cookies.

Operational logs

Operational logs are sent to a Discord webhook. They may include command or action names; server, user, team and event IDs; and error messages and stack traces. Error-level logs may ping a configured alert role.

Support requests

If you open a ticket or message us in the support server, we process what you send and your Discord account details to help you and to keep a record of the request.

How We Use Information

Create and manage teams and rosters
Run registration, approvals, lobby assignment, confirmations, waitlists, roster edits, stage advancement, scrim days, bans and clears
Render Discord messages, slot lists, team cards and dashboards
Operate the dashboard, including sign-in and access control
Grant or remove organizer-provided Discord roles
Sync rosters into scoring workbooks and write reviewed scores to them
Process Auto Score screenshots and generate Results images and optional AI commentary
Apply plan limits and credits, and arrange plan changes and purchases
Maintain reliability, detect abuse, secure the service and support users
Respond to support requests, and to legal obligations or Discord's requirements

We do not:

Sell, rent or license Discord API Data or any other personal information
Use Discord API Data to train or fine-tune machine learning models, to profile users, or for advertising
Use Discord message content, which we do not request
Contact users outside Discord with information obtained through Discord, except as needed to operate the signed-in dashboard
Send unsolicited direct messages unrelated to the bot's functionality

Who We Share Information With

We share information only with the service providers below, as needed to run Axis Manager, and in the limited cases at the end of this section. We do not share Discord API Data with data brokers, advertising networks or monetization services.

Discord

Discord is the platform the bot runs on and the identity provider for dashboard sign-in. Interactions, messages, roles, membership checks and OAuth use Discord's services under Discord's terms and privacy policy.

Google

We use the Google Drive, Sheets and Slides APIs (through a Google Cloud service account) to claim, share and update scoring workbooks and generate Results images. Roster fields, scores and logo images may be written into those files.

Scoring workbooks are typically shared so anyone with the link can edit, which means anyone who has the link can view or change the contents. Custom Results slide files you connect follow those files' Google sharing settings. Google's privacy information is at policies.google.com/privacy.

OpenAI

For Auto Score and optional Results commentary we send data to OpenAI to read screenshots, match extracted results to the registered lobby roster, and write short commentary. This may include screenshot content, model outputs, and roster context such as team names, tags, registration IDs and player in-game names.

Axis Labs has enabled OpenAI's sharing of API inputs and outputs for Axis Manager. Everything sent to or received from OpenAI for Axis Manager may be used by OpenAI to develop and improve its services, including training its models. There is currently no opt-out. Do not use these features if that is not acceptable. OpenAI's privacy information is at openai.com/policies/privacy-policy.

Cloudflare (object storage)

Team logos are stored in Cloudflare R2, which we operate, and served from a public URL so Discord and Results images can display them. Anyone with a logo URL can view that image. Auto Score screenshots are not stored there.

Database hosting

Team, registration, event, scrim, configuration, plan, credit, dashboard identity and Auto Score operational records are stored in a MongoDB database run by the operator. We do not name internal hosting providers here.

Other disclosures

We may disclose information when needed to comply with law or a valid legal request, to enforce our Terms, to protect the rights, safety or security of users or the service, or to Discord when its Developer Terms require it. If Axis Manager is transferred to a successor operator, data may transfer with it under the same commitments.

Much of what you give Axis Manager is shown to other people by design: team names, tags, logos, rosters and in-game names appear in Discord, on slot lists, in scoring sheets and on Results images that organizers post. Teams are shared across servers.

What We Do Not Store

Full Discord chat logs or general message history
Auto Score screenshot files
Discord message attachments, other than the team logos described above
Passwords or Discord login credentials
Card or bank details

Data Retention

Data type	Retention
Teams and rosters	Kept while needed to operate the product; soft-deleted teams stay in the database until manually purged
Events, scrims, runs and registrations (including snapshots and bans)	Kept while needed to operate the product; soft-deleted or withdrawn records may remain for audit and message accuracy until manually purged. Registrations stay after a scrim clear.
Server configuration, plan, credit and usage records	Kept while the bot is configured for the server. Plan and payment records may be kept longer as needed for accounting and support.
Team logo files	Kept while the logo is on the team; replaced or removed when a manager changes or deletes it
Auto Score screenshot files	Not stored by Axis Labs. Any further retention is under OpenAI's terms
OpenAI API inputs and outputs	Processed by OpenAI and may be used to improve its services and models. Retention after the request is controlled by OpenAI
Auto Score operational and cost logs	Kept while needed for reliability, support and usage accounting; may be manually purged
Google Sheets and Slides contents	Kept in Google under each file's sharing settings; not automatically scrubbed when Discord data changes
Dashboard session and sign-in data	Kept while the session is valid, then expired or replaced on sign-out or timeout
Operational webhook logs	Kept according to the Discord channel and webhook settings chosen by operators
Support tickets	Kept in the Discord support server while needed to resolve the request and for our records
Live Discord message bodies	Not stored in our database; rendered through Discord

Teams and events are soft-deleted (marked deleted with a timestamp) rather than erased right away. Withdrawn registrations are kept so team and event pairs can be revived and past Discord messages stay accurate.

When processing a valid request, operators can remove a user's Discord IDs from active teams and registration snapshots, and remove them from multi-manager teams. In-game names and IDs on rosters are team-entered competition data and are not erased automatically. Sole-manager teams are not silently disbanded. Data already written to Google Sheets or Slides, or sent to OpenAI, is not removed automatically and we may not be able to delete it.

When the bot is removed from a server, we delete that server's data manually within about one month. Global team data may remain if the team is used in other servers. Non-guild-linked Auto Score analytics may be kept in aggregated form.

Your Choices and Rights

Depending on where you live, you may have rights to access, correct, delete, restrict or object to our processing of your personal information, to withdraw consent, and to complain to your data protection authority. We offer these to all users where we reasonably can:

Ask what we hold about your Discord ID, or ask us to correct it. Team managers can also edit team and roster details in Axis Manager.
Ask us to delete or remove your information, subject to the limits above.
Stop processing by removing the bot from your server, leaving a roster, or no longer using the dashboard.
Do not use Auto Score or AI commentary if OpenAI's use of inputs is unacceptable. Players can ask organizers not to upload screenshots that identify them unnecessarily.

To make a request, open a support ticket in the Axis Labs Discord server, name the server, team, event and Discord user involved, and describe what you want. We may need to confirm you are the person or an administrator concerned. We handle requests manually, usually within about one week, subject to technical limits (past Discord messages, logo URLs already fetched by Discord or Google, copies of shared sheets outside our control, and data already sent to OpenAI). We do not offer an in-bot hard-delete command for all records. If Discord or an affected user requests deletion or modification of Discord API Data, we process it promptly as Discord's Developer Terms and applicable law require.

Security

We use commercially reasonable administrative and technical safeguards intended to protect stored data from unauthorized access, use or disclosure, including protecting data at rest where our infrastructure supports it. No system is perfectly secure.

If we learn of unauthorized access to Discord API Data, or an incident reasonably likely to compromise systems that process it, we will begin remediation promptly, notify Discord as its Developer Terms require, and notify affected users to the extent required by law.

Report suspected security issues through a ticket in the Axis Labs Discord server. Treat scoring workbook links as sensitive and avoid posting them in public channels unless you intend wide edit access. Prefer screenshots and scoring data that do not contain unrelated personal information.

Children's Privacy

Axis Manager is meant for Discord communities managed by server administrators. Consistent with Discord's requirements, we do not knowingly collect personal information from children under 13, or under the minimum age required by law in their country if higher. Do not register or store information about users who do not meet Discord's age requirements. If you believe a child has provided personal information through Axis Manager, open a support ticket and we will remove it.

International Use

Axis Manager is used around the world. Information may be processed in countries where our service providers operate (including Discord, Google, OpenAI, Cloudflare and database hosting), which may have different data protection laws from yours. By using Axis Manager you understand this. This policy is written in neutral terms and is not specific to any one country's privacy law. Server administrators are responsible for ensuring their use complies with local requirements.

Discord Platform Rules

Use of Axis Manager must also comply with Discord's Terms of Service, Community Guidelines, Developer Terms of Service and Developer Policy. If this policy and Discord's terms conflict on Discord API Data, Discord's terms control for that conflict.

Changes to This Policy

We may update this Privacy Policy from time to time. We will change the "Last updated" date above and, for material changes, announce them in the support server or the dashboard. Changes apply from the date posted. Continuing to use Axis Manager afterward means you accept the updated policy.

Contact

For privacy questions, data requests or security concerns, open a support ticket in the Axis Labs Discord server. We do not currently provide a dedicated privacy email address.