Privacy Policy

Effective Date: October 16, 2026
Last Updated: October 16, 2026

1. Introduction

XeniaCore (“XeniaCore,” “we,” “us,” or “our”) respects your privacy and is committed to handling personal information responsibly.

This Privacy Policy explains how we collect, use, disclose, retain, and protect information when you visit our website, create an account, purchase hosting, use our billing system, or interact with our services.

Our services may include game server hosting, website hosting, Discord bot hosting, DNS management, and related hosting infrastructure.

By using our website or services, you acknowledge this Privacy Policy. Where applicable law requires consent for a particular activity, we will obtain that consent separately.

2. Information We Collect

The information we collect depends on how you interact with XeniaCore and which services you use.

2.1 Account Information

When you register or use our billing system, we may collect:

• Name or username.
• Email address.
• Account credentials and authentication information.
• Account identifiers and service history.
• Support requests and communications.
• Account preferences and configuration details.

We use this information to manage your account, provide support, and deliver the services you request.

2.2 Billing and Transaction Information

When you purchase a service, we may collect:

• Products and services purchased.
• Prices, billing intervals, and transaction records.
• Payment status and transaction identifiers.
• Billing contact information.
• Subscription and cancellation details.
• Information necessary to investigate billing disputes or suspected fraud.

Payments may be processed through Stripe or PayPal when those providers are enabled. Those providers may collect and process payment information under their own privacy policies.

We do not intend to store full payment card numbers or card security codes on XeniaCore's own systems. The actual handling of payment information depends on the payment integration and provider configuration.

2.3 Technical and Usage Information

When you access our website, billing system, control panel, or hosting services, we may collect technical information such as:

• IP addresses.
• Browser type and device information.
• Request timestamps and server logs.
• Authentication events and security logs.
• Error reports and diagnostic information.
• Service status and resource usage.
• Information used to detect abuse, fraud, or unauthorized access.

This information helps us operate, troubleshoot, and secure our infrastructure.

2.4 Domain and DNS Information

For website hosting and DNS management, we may process:

• Domain names associated with your services.
• DNS records and nameserver configurations.
• Website configuration settings.
• Certificate issuance and renewal status.
• Domain-related technical logs.
• Information needed to configure and operate your hosted website.

DNS records and domain names may be publicly accessible depending on the type of record and the domain's configuration. You should not place confidential information in public DNS records.

2.5 Hosted Content and Application Data

Depending on the service you purchase, our infrastructure may process or store files, databases, application code, game-server data, website content, Discord bot files, and configuration information that you upload or generate.

We access this information only as reasonably necessary to operate, secure, maintain, troubleshoot, or support our services, or when required by law.

You remain responsible for the content you upload and for maintaining independent backups of important data unless a specific backup service is included in your plan.

2.6 Communications

If you contact us for support, report a problem, or participate in a promotion, we may retain the information you provide, including correspondence and relevant attachments.

If you participate in a creator sponsorship or affiliate program, we may also process the information needed to administer that arrangement.

3. How We Use Information

We may use collected information to:

• Create and manage customer accounts.
• Process orders and payments.
• Provision hosting services automatically or manually.
• Configure domains, DNS records, and HTTPS certificates.
• Provide access to our billing system and control panel.
• Deliver customer support.
• Send service, security, billing, and account-related notices.
• Monitor system performance and investigate technical problems.
• Detect and prevent fraud, abuse, unauthorized access, and violations of our policies.
• Maintain backups where provided and operate our infrastructure.
• Comply with applicable laws and enforce our agreements.
• Improve our website, services, and customer experience.
• Administer optional promotions, sponsorships, and affiliate arrangements.

We will not use personal information for purposes materially incompatible with the purposes described here without an appropriate legal basis or notice where required by law.

4. Cookies and Similar Technologies

Our website, billing system, and control panel may use cookies or similar technologies to:

• Maintain login sessions.
• Support account authentication and security.
• Remember preferences.
• Operate essential website functionality.
• Measure website performance where analytics tools are used.

The specific cookies used depend on the applications and integrations enabled on our website.

You can manage cookies through your browser settings. Disabling certain cookies may prevent some features from functioning properly.

Where legally required, we will request consent before using non-essential cookies or similar tracking technologies.

5. Payment Processing

Payments are handled by the payment providers available at checkout, which may include Stripe and PayPal.

When you make a payment, information may be shared with the relevant provider to authorize transactions, process recurring payments, prevent fraud, manage refunds, and comply with legal requirements.

Payment providers may independently process your information according to their own privacy policies and contractual obligations.

You should review the applicable provider's privacy documentation for more information about its data practices.

6. Service Providers and Information Sharing

We may share information with third parties when reasonably necessary to operate our business and provide our services.

These parties may include:

• Payment processors: to process payments, subscriptions, refunds, and disputes.
• Infrastructure providers: to supply servers, networking, storage, and related infrastructure.
• Software and control-panel providers: to operate billing, hosting management, and service provisioning.
• DNS and certificate providers: to configure domain records and issue or renew HTTPS certificates.
• Email providers: to deliver account notifications, invoices, and service notices.
• Security and technical providers: to protect infrastructure, investigate incidents, and diagnose technical problems.

We may also disclose information when required by law, in response to valid legal process, to protect rights and safety, or in connection with a business transfer where legally permitted.

We do not sell personal information to third parties in exchange for money. We do not share personal information for cross-context behavioral advertising unless our practices and applicable law permit it and the necessary disclosures and choices are provided.

We expect service providers handling personal information on our behalf to use it only as necessary for their services and under appropriate contractual or legal protections.

7. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this Policy, subject to legal, accounting, security, and operational requirements.

Retention periods vary depending on the type of information:

• Account information: generally retained while your account is active and for a reasonable period afterward.
• Billing and transaction records: retained as needed for accounting, tax, dispute resolution, and legal compliance.
• Technical and security logs: retained for periods appropriate to security, troubleshooting, and operational needs.
• Hosted content: retained according to the status of your service, applicable service terms, backup practices, and deletion procedures.
• Support communications: retained as needed to resolve issues and maintain relevant records.

When information is no longer needed, we may delete it, anonymize it, or securely dispose of it, subject to applicable law and legitimate retention requirements.

We cannot guarantee immediate deletion from every backup or system copy, but we will handle such information according to our applicable retention practices.

8. Security

We use reasonable technical and organizational measures intended to protect personal information against unauthorized access, loss, alteration, and disclosure.

These measures may include access controls, authentication mechanisms, network protections, security monitoring, and software updates.

No internet-connected service or storage system can be guaranteed completely secure. We therefore cannot promise absolute security.

You are responsible for protecting your account credentials, using appropriate authentication practices, and promptly reporting suspected unauthorized access.

9. International Data Transfers

XeniaCore initially intends to offer hosting services from North American infrastructure. However, some third-party service providers may process information in other countries.

Where personal information is transferred internationally, we will use appropriate safeguards when required by applicable law.

10. Your Privacy Rights

Depending on your location and applicable law, you may have rights to:

• Request access to personal information we hold about you.
• Request correction of inaccurate information.
• Request deletion of certain personal information.
• Request a copy of certain information in a portable format.
• Object to or request restrictions on certain processing.
• Withdraw consent where processing is based on consent.
• Opt out of certain types of data sharing or targeted advertising where applicable.
• Appeal a privacy-rights decision where required by law.

These rights are not absolute and may be subject to legal exceptions.

To make a privacy request, contact us through the contact methods published on our website. We may need to verify your identity before processing the request.

We will respond within the period required by applicable law.

11. Children's Privacy

Our services are not directed toward children who are not legally permitted to enter into the applicable service agreement.

We do not knowingly collect personal information from children in violation of applicable law. If you believe a child has provided personal information unlawfully, contact us so we can review the situation and take appropriate action.

12. Third-Party Websites and Services

Our website or services may contain links to third-party websites or integrate with external services.

We do not control the privacy practices of independent third parties. Their collection and use of information are governed by their own policies and terms.

We encourage you to review those policies before providing information to third parties.

13. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our services, technology, business practices, or legal obligations.

We will publish the updated version with a revised “Last Updated” date. Where required by law, we will provide additional notice or obtain consent.

Your continued use of our services after an update takes effect will be handled in accordance with applicable law.

14. Contact Us

If you have questions about this Privacy Policy, wish to make a privacy request, or have concerns about how your information is handled, contact XeniaCore through the contact methods published on our website.

Legal contact: [email protected]
Privacy requests: [email protected]

Please use the current contact information listed on our website so your request reaches the appropriate person.