Privacy Policy

Overview

Short version. Arcalotl collects data to run checkout automation, dashboard accounts, billing state, analytics, support, and security. Some data is controlled by Arcalotl, and some member data is processed for community operators.

This Privacy Policy explains how Arcalotl collects, uses, shares, and protects information when people visit our website, sign in to the dashboard, connect a community, use checkout, subscribe to a community plan, donate, buy one-time access, or interact with Arcalotl bots and automations.

For operators, these privacy terms work with the Operator Terms and Data Processing Addendum. For subscribers using checkout, these privacy terms work with the Subscriber Checkout Terms.

Our role

Short version. Arcalotl is not the merchant of record for member purchases. We provide software that connects operators, members, Stripe, and community platforms.

Arcalotl is generally a controller for website visits, dashboard accounts, product analytics, security, support, legal compliance, and Arcalotl fee collection. For member and subscriber data that we process to provide checkout, access automation, billing state, retention workflows, and analytics for an operator's community, Arcalotl generally acts as a processor or service provider for that operator.

Information we collect

Short version. We collect the data needed to identify operators, connect accounts, process checkout state, grant access, run support, prevent abuse, and improve the product.

Website and usage data. We collect page views, referring pages, device and browser details, approximate location from IP address, interaction events, feature usage, error events, and performance data.

Dashboard account data. When an operator signs in with Discord, we receive and store Discord user ID, username, display name, email address where provided, email verification status, avatar, guild list snapshot, session data, membership roles, audit events, hashed IP data, and user agent data.

Community and configuration data. We collect server IDs, community names, connected platform IDs, role or perk IDs, plan names, plan descriptions, feature lists, prices, billing intervals, donation settings, notification settings, retention settings, and dashboard activity.

Member and subscriber data. We store member platform IDs, membership identifiers, provider customer IDs, subscriptions, one-time purchases, donations, plan selections, billing mode, billing period, access state, role assignment state, payment status, refund status, dispute status, and retention workflow state.

Payment metadata. Stripe handles card numbers, CVVs, bank account details, and sensitive payment credentials. Arcalotl stores payment metadata needed to operate the Service, including amounts, currencies, Stripe customer IDs, subscription IDs, checkout session IDs, payment intent IDs, charge IDs, refund IDs, invoice IDs, timestamps, status, and application fee amounts.

Event and operational data. We log webhook events, subscription lifecycle events, durable job state, access automation events, replay state, errors, metrics, traces, logs, and raw webhook payload references. Some raw payloads are stored in object storage for debugging, reconciliation, replay safety, and auditability.

Support and communications. If you contact us, we process the information you provide, contact details, message content, attachments, troubleshooting data, and follow-up history.

How we use information

Short version. We use information to run the product, secure it, support users, process operator fees, and improve the Service.

• Authenticate dashboard users and maintain sessions
• Connect community platforms and Stripe accounts
• Create and manage checkout, Billing Portal, and access flows
• Grant, revoke, and reconcile community access
• Track subscriptions, purchases, donations, refunds, and disputes
• Operate dunning, cancellation saves, and term optimization
• Provide dashboard analytics and operational activity feeds
• Calculate and collect Arcalotl application fees
• Debug issues, replay failed events, and prevent duplicate actions
• Monitor reliability, security, abuse, and fraud signals
• Provide support and respond to legal requests
• Improve product flows, onboarding, checkout, and documentation

Analytics and cookies

Short version. We use necessary cookies for sessions and security. We also use product analytics and error analytics. We do not use advertising cookies in the current product.

The dashboard uses session and CSRF cookies to keep operators signed in and protect unsafe requests. Arcalotl also uses analytics tools, including PostHog and Vercel Analytics, to understand page views, product events, checkout events, feature usage, performance, and errors. Product analytics, performance analytics, and error analytics may use cookies or similar technologies. In the dashboard, PostHog may identify a signed-in operator by user ID, email address, and display name.

Arcalotl redacts sensitive checkout and setup tokens before sending analytics events where our instrumentation controls the event payload. Where required by law, we request consent before using non-essential analytics cookies or similar technologies. We do not currently use third-party advertising pixels or sell personal information for advertising.

Legal bases for processing

Short version. For people in the European Economic Area, United Kingdom, or similar jurisdictions, we process data under contract, legitimate interests, legal obligations, consent where used, and operator instructions.

• Contract. To provide the Service, dashboard, checkout, billing automation, access automation, and support.
• Legitimate interests. To secure the Service, prevent abuse, debug issues, improve product flows, measure product usage, and communicate about the Service.
• Legal obligations. To keep records, respond to lawful requests, handle disputes, and comply with accounting, tax, security, or consumer protection obligations.
• Consent. Where we ask for consent for optional processing or where law requires consent.
• Processor instructions. For member data processed on behalf of operators under the Data Processing Addendum.

How we share information

Short version. We share information with providers needed to run Arcalotl, with connected platforms, with Stripe, with operators, and when required by law.

• Stripe. Payment, customer, subscription, checkout, refund, dispute, and account data is shared with Stripe to process payments through operator connected accounts.
• Community platforms. We use supported platform APIs such as Discord APIs to authenticate operators, inspect manageable servers, manage access, send messages, and operate bot features.
• Operators. Operators can see member, subscription, purchase, donation, payment, access, and dashboard activity data for their communities.
• Infrastructure and operations providers. Hosting, database, object storage, telemetry, monitoring, analytics, deployment, and alerting providers process information for us.
• Legal and safety. We may disclose information to comply with law, enforce terms, protect rights, prevent abuse, resolve disputes, or protect people and systems.

Our current subprocessor list is available at /subprocessors.

International transfers

Short version. Arcalotl and its providers may process data in multiple countries. We use appropriate transfer safeguards where required.

Arcalotl and its providers may process information in the United States, European Economic Area, United Kingdom, and other countries where we or our providers operate. Where required, transfers rely on appropriate safeguards such as standard contractual clauses, data processing agreements, or other lawful transfer mechanisms.

Data retention

Short version. We keep data while needed to run the Service, support users, preserve auditability, and meet legal or operational obligations.

We retain account, configuration, subscription, purchase, donation, payment metadata, access state, event log, webhook payload, audit, analytics, and support records for as long as needed for the purposes described in this policy. We may retain some records after account closure or deletion requests where needed for fraud prevention, chargebacks, disputes, tax, accounting, security, legal claims, backup integrity, or replay safety.

There is no self-serve deletion button yet. Deletion and export requests are handled through an operator-led process that verifies the requester and scope, then deletes or anonymizes eligible records while preserving records that must be retained.

Security

Short version. We use technical and organizational safeguards to protect the Service, but no system is risk-free.

Arcalotl uses safeguards such as TLS, secure session cookies, CSRF protections, webhook signature verification, access controls, credential protection, audit events, monitoring, and operational review. Stripe handles raw card data and card-processing security through its own payment infrastructure.

Your rights

Short version. Depending on where you live, you may have rights to access, correct, delete, export, restrict, or object to processing of your personal information.

Depending on your jurisdiction, you may have rights to access personal information, correct inaccurate information, request deletion, request portability, object to processing, restrict processing, withdraw consent where processing is based on consent, and lodge a complaint with a data protection authority.

California residents may have rights to know, delete, correct, opt out of sale or sharing, limit certain sensitive personal information uses, and receive non-discriminatory treatment for exercising privacy rights. Arcalotl does not currently sell personal information or share it for cross-context behavioral advertising.

To exercise privacy rights, contact privacy@arcalotl.com. If your request concerns member data controlled by a community operator, we may direct you to that operator or assist the operator in responding.

Children

Short version. Arcalotl is not intended for children.

The Service is not directed to children under 13 or the applicable age of digital consent in their jurisdiction. We do not knowingly collect personal information from children.

Changes to this policy

Short version. We update this policy as the product, providers, or legal requirements change.

We may update this Privacy Policy from time to time. We will post the updated policy on our website and update the "Last updated" date. Material changes may also be announced through the Service where practical.

Contact

For privacy questions or requests, contact privacy@arcalotl.com.