1. Data Controller and Contact
The data controller responsible for the personal data processed under this policy is Oncera (operating at https://oncera.live).
For privacy inquiries, data subject requests, or questions regarding personal data, contact [email protected].
2. Information We Collect and Process
2.1 User Account Data (Stored)
When you register or sign in using email or Discord OAuth, we collect and securely store:
- Your verified email address.
- Discord User ID, username, handle, and avatar hash (if signing in via Discord).
- Account authentication timestamps and session tokens.
2.2 Server Metadata and Configuration (Stored)
When you connect a Discord server to Oncera, we store server identifiers necessary to operate the service:
- Discord Guild ID, guild name, and server icon URL.
- Channel role configurations (designated support, FAQ, brain, and ticket channels).
- Configured bot tone, response triggers, language preferences, and staff escalation roles.
2.3 Curated Knowledge Base Documents (Stored)
Articles, guidelines, and FAQs entered by server administrators in the dashboard are stored in our secure database. We generate mathematical vector embeddings (768 dimensions) via Google Gemini API to enable semantic search against incoming questions.
2.4 Dynamic Training Context (Short-term Working Memory)
Messages posted by authorised administrators in designated training channels are held in a temporary, rolling FIFO buffer of the last 30 messages to assist the bot with recent context. This transient buffer is automatically refreshed and purged upon bot restart.
2.5 Live Community Chat Inquiries (Ephemeral — NEVER Stored on Disk)
Volatile Memory Guarantee
When community members mention the bot or ask questions in configured support channels, the message text is processed in volatile memory solely to synthesize an answer via the AI inference API. Live member chat messages are NEVER written to a persistent database or storage disk, and are discarded immediately upon response dispatch.
2.6 Billing and Transaction Data
All payment transactions are handled directly by Razorpay under PCI-DSS compliance. Oncera stores plan status, subscription IDs, and renewal timestamps. We never store or have access to full credit card numbers or banking passwords.
3. Legal Bases and Purposes of Processing
| Processing Activity | Legal Basis | Purpose |
|---|---|---|
| User authentication & account management | Performance of Contract | Authenticate administrators and link servers. |
| Generating AI answers to questions | Performance of Contract / Legitimate Interests | Synthesize context-aware responses to server members. |
| Billing & subscription maintenance | Contract & Legal Obligation | Process recurring plan fees and maintain financial records. |
| Security logging & abuse prevention | Legitimate Interests | Protect infrastructure from prompt injection, spam, and attacks. |
4. Third-Party Subprocessors and AI Providers
We engage trusted third-party subprocessors to deliver the platform. Each provider is bound by strict contractual data privacy and security commitments:
| Subprocessor | Role | Data Transferred |
|---|---|---|
| Supabase Inc. | Database hosting, vector storage, and auth | Account details, server configuration, Knowledge Base embeddings. |
| Google Cloud (Gemini API) | Vector embeddings & primary AI inference | Knowledge text and member queries (commercial tier, not used for model training). |
| Groq Inc. | Secondary high-speed AI inference fallback | Sanitized prompts and context for fallback generation. |
| OpenRouter | Tertiary AI inference fallback | Sanitized prompts and context for fallback generation. |
| Razorpay Software | Payment gateway and billing processing | Customer email, plan selected, and transaction tokens. |
| Discord Inc. | Gateway bot API and message delivery | Inbound bot mentions, ticket channel creation, response dispatch. |
5. Data Retention and Erasure Schedule
- Account Data: Retained until you delete your account or submit a verified erasure request.
- Server Knowledge Documents: Retained until modified or deleted by the server administrator, or 30 days after bot disconnection.
- Live Inquiries: Ephemeral; discarded from volatile memory immediately after answer generation.
- Operational Logs & Error Traces: Retained on a rolling 14-to-30 day window for diagnostics and security monitoring.
- Statutory Billing & Tax Records: Retained for 7 years in compliance with applicable Indian tax and financial reporting laws.
6. Security Measures and Safeguards
Oncera applies industry-standard technical and operational safeguards:
- TLS 1.3 encryption for all data in transit across web, API, and bot connections.
- AES-256 encryption at rest for all database storage and backups.
- PostgreSQL Row-Level Security (RLS) enforcing strict multi-tenant isolation between different server owners.
- Zero persistent storage of server member chat histories.
7. Your Rights and How to Request Erasure
You have the right to access your personal data, correct inaccurate details, request account closure, and ask for data erasure. To submit a data inquiry or erasure request, email [email protected]. We acknowledge requests within 48 hours and process verified requests within 30 days.
If you have any questions regarding these privacy, privacy matters, or need to contact our Grievance Officer, please email us directly or join our community server.