Privacy Policy

1. Scope and privacy approach

This policy applies to personal information handled through Galactic+, our paid Discord bot hosting service, and related account, billing, support and service operations. Galactic Hosting aims to handle personal information responsibly and transparently. Depending on applicable law and the circumstances of the business, certain privacy laws may apply.

This policy describes our current practices without asserting that any particular privacy law applies in every circumstance. Where applicable law gives you additional rights or imposes additional obligations on us, those rights and obligations continue to apply.

2. Information we handle

Depending on how you use Galactic+, we may handle:

• Discord identity information: your Discord user ID, username, display name and avatar. Your Discord user ID is the stable identity for your Galactic+ account.
• Account and contact information: Galactic+ account identifiers, an email address made available by Discord or supplied by you, and your notification preferences. An email address is used for hosting-account provisioning and service contact; it is not used as your Galactic+ authentication identity.
• Billing and offer information: subscription status, Stripe customer and subscription references, limited invoice and payment metadata, and promotion and trial eligibility or redemption history. Galactic Hosting does not store full credit or debit card numbers. Stripe processes payment details.
• Hosting information: Pterodactyl user and server identifiers, hosted server resource allocations, bot names and status, and provisioning, suspension and other server lifecycle metadata.
• Security and technical information: session identifiers and, where collected, IP address, security and rate-limit information, together with operational, diagnostic, audit and reliability logs.
• Communications: support requests and other communications you send to us, including support conversation history, attachments, the contact details and information you choose to include.

3. How we receive information

We receive information directly from you when you use account controls or contact us; from Discord when you authenticate and use connected Discord features; from Stripe in connection with Checkout, payments and subscription events; from Pterodactyl and the infrastructure that operates your hosted bot servers; and automatically from Galactic+ systems when they create sessions, provision resources, apply rate limits, keep audit records or record operational events.

4. Why we use information

We may use personal information as reasonably necessary to:

• authenticate you through Discord, create your account and maintain secure sessions;
• provide Galactic+ and provision or administer Pterodactyl hosting accounts and bot servers;
• process billing and manage subscriptions, invoices, cancellations and payment recovery;
• determine promotion and trial eligibility and prevent repeated or abusive redemptions;
• prevent fraud and abuse, apply rate limits, investigate security events and protect customers and infrastructure;
• provide support, send customer and service notifications, and synchronise eligible Discord roles;
• monitor service reliability, diagnose failures, reconcile provider state and maintain operational and audit records; and
• meet accounting, dispute-handling and other legal or regulatory obligations where applicable.

5. Service providers and disclosures

We disclose information only where reasonably necessary to operate, secure and support Galactic+, administer our relationship with you, comply with law, or protect legitimate rights and interests. Providers and categories of recipients may include:

• Discord, for customer authentication, connected bot features, role synchronisation, service notifications and support conversations;
• Stripe, for Checkout, payment processing, invoicing and subscription management;
• Pterodactyl-hosted infrastructure, for hosting-account and bot-server provisioning and administration;
• hosting or VPS providers that operate the compute and network infrastructure used by Galactic+;
• database and Redis infrastructure used for application records, sessions, coordination and rate limiting; and
• operational monitoring or alerting providers where they are used to maintain security and reliability.

Website support messages are stored and bridged to Galactic Hosting staff through Discord. Staff replies return to your website ticket. Supported attachments may be processed or stored through Discord or our hosting infrastructure.

These providers may handle information under their own privacy terms and contractual or legal obligations. We may also disclose information where required by a lawful request, or where reasonably necessary to investigate misuse, protect safety, enforce our terms, or establish, exercise or defend legal rights.

6. Cookies and sessions

Galactic+ uses essential authentication and session cookies and related technical mechanisms to sign you in through Discord, maintain a secure session, support CSRF and other security protections, and operate the service. Galactic+ does not use an email-and-password login. We do not currently use advertising or cross-site behavioural tracking cookies as part of Galactic+.

Blocking essential cookies may prevent sign-in or other account features from working. Third-party services you visit, including Discord and Stripe, may use their own cookies under their respective privacy policies.

7. International processing

Discord, Stripe and infrastructure providers may process or store information outside Australia, depending on their systems and the locations from which they provide services. Privacy protections and lawful access rules can differ between countries. We do not claim that every provider or processing location is in Australia.

8. Data retention

Retention depends on the type of information and why it is held. We may retain records while an account or subscription is active and afterwards where reasonably needed for billing, accounting, disputes, legal compliance, fraud and security controls, trial or promotion abuse prevention, auditing and service reliability. Copies may remain for a reasonable period in protected backups before being overwritten through normal backup cycles. We do not promise a single deletion period for every category of record.

Support records may be retained for providing the service, security investigations, dispute handling and legal purposes, including after a ticket has been closed.

Customer bot files are stored through the hosting infrastructure administered using Pterodactyl. Their retention and deletion behaviour may differ from Galactic+ account records, and Galactic+ database backups do not necessarily include customer bot files. You should keep independent copies of bot code, configuration and other important data.

9. Security

We use reasonable technical and organisational safeguards appropriate to the service. These include access controls, authenticated sessions, encrypted HTTPS connections in production, restricted provider credentials, logging and auditing, rate limiting, and infrastructure access controls. No internet service or storage system is completely secure, so we cannot guarantee absolute security.

You are responsible for protecting your Discord account and any credentials or secrets in your bot files. Please contact us promptly if you believe your Galactic+ account or information may have been compromised.

10. Your requests and concerns

You may contact us with a privacy question, an access or correction request, an account or data concern, or a complaint. Where required by applicable law, you may also have rights to request deletion, restriction, objection or a portable copy of certain information. These rights may be subject to lawful exceptions, identity verification, and records we must or reasonably need to retain for billing, security, fraud prevention, dispute resolution or legal compliance.

We will consider privacy requests and complaints in light of the circumstances and any applicable law. If applicable law gives you a right to contact a privacy regulator, that right is not limited by this policy.

11. Changes to this policy

We may update this policy as Galactic+, our providers or applicable requirements change. The current version and its last-updated date will be published on this page. Where appropriate, material changes may also be communicated through the website, dashboard, Discord, or email or direct message. Changes apply prospectively; rights that cannot lawfully be excluded remain unaffected.

12. Contact

For privacy questions, requests, account or data concerns, and complaints, contact Peter Benjamin Charlton trading as Galactic Hosting at legal@galactichosting.net. For ordinary service help, you may also use the support page.

Operator: Peter Benjamin Charlton, sole trader
Business name: Galactic Hosting
ABN: 91 635 830 529
Jurisdiction: New South Wales, Australia