Axis Labs Policies

Privacy Policy

How Axis Sage collects, uses, stores, and shares information when you use the bot in a Discord server.

Last updated July 23, 2026

This Privacy Policy describes how Axis Sage ("the bot"), operated by Axis Labs , collects, uses, stores, and shares information when you use the bot in a Discord server.

Axis Sage is an AI-powered Discord bot that answers questions using a server-specific knowledge base. This policy applies to server owners, administrators, moderators, and end users who interact with the bot.

A read-only copy of this policy is also available as a Google Doc

Axis Sage operates on Discord and processes Discord API Data only as necessary to provide its stated functionality, in line with Discord's Developer Terms of Service and Developer Policy.

Who Operates Axis Sage

Axis Sage is developed and operated by Axis Labs . Axis Labs is not a registered business entity. References to "we," "us," or "our" in this policy mean Axis Labs as the operator of Axis Sage.

What Information We Process

Information from Discord

When Axis Sage answers a question, it may read:

  • The content of messages in configured response channels
  • Recent conversation context from reply chains within the server's configured memory window (default: the last 15 minutes and up to 5 question-and-answer pairs)
  • Server, channel, and role identifiers needed to operate the bot
  • Discord user identifiers present in messages the bot reads

Message content is not stored persistently. Conversation context is fetched live from Discord when needed and is not saved to a database or knowledge base.

Server Configuration

For each server that uses Axis Sage, we store configuration such as:

  • Active response channels
  • Admin roles
  • Personality traits
  • AI settings (including selected models and memory settings)
  • Knowledge base links (Google Doc identifier)
  • Configured website page URLs
  • Usage limits and enabled/disabled status

This configuration does not include per-user profiles or private member data beyond what is needed to operate the bot.

Usage Information

We store monthly usage counters for each server, such as:

  • Weighted chat request counts
  • Weighted ingestion counts

These counters help enforce usage limits. Different response and embedding models may count as more than one request toward the monthly limit. Limits reset at the start of each UTC month.

Knowledge Base Content

When a server administrator runs ingestion, Axis Sage processes:

  • Content from the server's linked Google Doc
  • Content from website page URLs configured by administrators

Processed knowledge base content is stored so the bot can answer questions for that server. Website fetching respects each site's robots.txt rules.

How We Use Information

We use the information described above only as needed to:

  • Provide answers based on a server's knowledge base
  • Maintain conversation context during active interactions
  • Configure and operate the bot per server
  • Enforce usage limits
  • Improve reliability, security, and support
  • Respond to support requests and policy-related inquiries

We do not :

  • Use Discord message content to train or fine-tune machine learning models
  • Use Discord API Data to profile users, advertise, or sell data
  • Contact users outside Discord using information obtained through Discord
  • Send unsolicited direct messages unrelated to the bot's functionality

Third-Party Service Providers

Axis Sage relies on third-party service providers to deliver its functionality. These providers process data on our behalf only as needed to operate the bot.

OpenAI

We send data to OpenAI for:

  • Generating answers to user questions
  • Processing knowledge base content so it can be searched effectively

This may include message content from active conversations and content derived from a server's knowledge base.

OpenAI processes this data under its API terms. We do not use Discord message content to train our own models, and OpenAI API inputs are not used to train OpenAI models under the standard API terms.

OpenAI privacy information: https://openai.com/policies/privacy-policy

Google

We use the Google Docs API to retrieve content from Google Docs that administrators link as a server's knowledge base.

Google privacy information: https://policies.google.com/privacy

We do not disclose internal hosting or database providers by name in this policy.

We do not share Discord API Data with data brokers, advertising networks, or monetization-related services.

What We Do Not Store

Axis Sage does not persistently store:

  • Full chat logs or message history
  • Attachments or images from Discord messages
  • Per-user conversation archives

Conversation memory is always fetched live from Discord within the limits set in AI Settings.

Data Retention

Data type Retention
Server configuration Retained while the bot remains in the server
Usage counters Retained while the bot remains in the server
Processed knowledge base content Retained while the bot remains in the server
Live message content Not stored; read only during active responses

When Axis Sage is removed from a server, associated data is deleted manually within approximately one month .

If a server owner or administrator requests deletion, associated data is deleted manually within approximately one week of the request being received.

If Discord or an applicable user requests deletion or modification of Discord API Data, we will process that request promptly as required by Discord's Developer Terms and applicable law.

How to Request Data Deletion or Changes

To request deletion or modification of your server's data:

  1. Open a support ticket in the Axis Labs Discord server
  2. Identify the server and describe your request

We do not currently offer an automated in-bot data deletion command. Deletion and modification requests are handled manually by the Axis Labs team.

When the bot is removed from a server, cleanup of that server's stored data is performed manually.

Security

We use commercially reasonable administrative and technical safeguards designed to protect stored data from unauthorized access, use, or disclosure. This includes protecting stored data at rest.

If we become aware of unauthorized access to Discord API Data, or an incident that is reasonably likely to compromise systems that process Discord API Data, we will:

  • Begin remediation promptly
  • Notify Discord as required by Discord's Developer Terms
  • Notify affected users to the extent required by applicable law

Report suspected security issues through a support ticket in the Axis Labs Discord server .

AI and Message Content

Axis Sage uses AI to generate responses. In practice:

  • Discord message content is used only for inference : to understand and answer the current question, not for training or fine-tuning
  • Axis Labs does not train its own models on Discord message content
  • Knowledge base content comes from administrator-provided Google Docs and configured website pages, not from Discord messages
  • Error logs are not intended to retain message content

Children's Privacy

Axis Sage is intended for use within 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.

If you believe a child has provided personal information through the bot, contact us via a support ticket.

International Use

Axis Sage may be used by communities around the world. By using the bot, you understand that information may be processed in locations where our service providers operate.

This policy is written in neutral terms and is not specific to any single country's privacy law. Users are responsible for ensuring their use of the bot complies with applicable local requirements.

Discord Platform Rules

Use of Axis Sage 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 regarding Discord API Data, Discord's terms control for that conflict.

Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this document and the linked Google Doc copy.

Continued use of Axis Sage after changes take effect constitutes acceptance of the updated policy.

Contact

For privacy questions, data requests, or security concerns:

We do not currently provide a dedicated privacy email address.

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