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Imprint & Privacy Policy

Secret HQ — Secret AI Club. Provided in English for our international community. This page is the legal notice (Impressum, § 5 DDG) and the privacy notice (Datenschutzerklärung, GDPR). · Last updated: 27 June 2026

Imprint (§ 5 DDG)

Responsible for the content under § 18 (2) MStV: Ferris Sakura Ehre (address as above).

Secret HQ / Secret AI Club is a non-commercial, private hobby project. No goods or paid services are offered; joining the Discord community is free. Any in-community points, ranks or collectibles are play money: they have no monetary value, cannot be bought, paid out, traded for real money or redeemed for anything of value, and are simply a measure of activity.

Online dispute resolution

We are neither willing nor obliged to take part in dispute-resolution proceedings before a consumer arbitration board (§ 36 VSBG). Note: the EU Online Dispute Resolution (ODR) platform was discontinued by the European Commission on 20 July 2025 and is no longer available.

Liability for content & links

As a service provider we are responsible for our own content on these pages under the general laws (§ 7 (1) DDG). Under §§ 8–10 DDG we are not obliged to monitor transmitted or stored third-party information. This page links to external websites (in particular Discord) over whose content we have no influence and for which we accept no liability; the respective provider is responsible. We remove unlawful links as soon as we become aware of them.

Copyright

Content created by the site operator on these pages is subject to German copyright law. Contributions by third parties are marked as such. Downloads and copies of this site are permitted for private, non-commercial use only.

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Privacy Policy

How we handle your data — under the EU General Data Protection Regulation (GDPR / DSGVO)

Who is responsible

The controller for data processing is Ferris Sakura Ehre (address and e-mail in the Imprint above). For any privacy request — including deletion of your data — write to it@fanatix.de or open a ticket in our Discord server.

1. This website (secret-hq.de)

This is a static information page. It uses no cookies, no tracking, no analytics, no advertising, and loads no external fonts or scripts from third-party servers. There are no contact forms, so we do not actively collect personal data here.

Server log files: when you open the page, our hosting provider automatically processes technical access data in server logs (e.g. IP address, date and time, the file requested, amount of data transferred, browser type and operating system) solely for the secure and stable operation of the site. Legal basis: our legitimate interest, Art. 6 (1)(f) GDPR. The logs are deleted after a short time. Hosting: Contabo GmbH, Aschauer Straße 32a, 81549 Munich, Germany (server location: Germany), under an Art. 28 GDPR data-processing agreement.

External links: this page links to Discord (Discord Netherlands BV / Discord Inc.). Only when you click a Discord link are you redirected to Discord; from that point Discord's privacy policy applies (discord.com/privacy). No data is sent to Discord before you click.

2. Our Secret HQ Discord community & bots

Secret HQ runs on Discord. Discord is the platform we use; your Discord account and your use of Discord are governed by Discord's own privacy policy. In addition, we operate our own bots that process some data to run community features. To keep data collection to a minimum, a single bot reads server events and shares them internally with our other bots over a private, encrypted connection, so privileged access is used only once, in one place. All connections we use are encrypted in transit (TLS), and any member or feed data we store on our own servers is encrypted at rest.

What we process, and why

• Identity: your Discord user ID, username / display name and avatar — to attribute your activity, show you on leaderboards and operate features.
• Membership & member cache: to run a member-leave / audit log for moderation, we keep a small profile cache for each member: your Discord ID, username and display name, server nickname, avatar, the date your Discord account was created, your server join date, your server roles, Discord badges (public flags) and — if applicable — your server-boost date. This cache is refreshed roughly every 14 days. We need it because a raw "member left" event from Discord contains only a user ID, so without the cache we could neither show who left (with which roles and after how long) nor reliably delete the right record. As soon as you leave the server, your cached profile data is deleted automatically — receiving the "member left" event is exactly what lets us erase it the moment you are gone. We do not store your presence / online status.
• Messages: message content in public channels is processed in real time for anti-spam & moderation, text commands, a temperature unit converter (°C ↔ °F) and translation. Some optional features send the message you wrote — and a little surrounding context — to an external AI provider so it can return a result (inference only): chatting with our AI character bot, our idea / "spark" bot, automatic emoji suggestions, AI translation, and the AI evaluation and image moderation described below. We do not use your messages to train our own AI models. Apart from the short-lived public-chat feed described next, we do not permanently store message content.
• Public-chat feed (optional): where enabled for an allow-listed public channel (e.g. the general chat), we keep a short-lived copy of messages (author and text) to show a community feed on our login-protected website. We only include messages from members who have given their consent — everyone is asked first and can decline. These entries auto-delete after 7 days.
• Activity, points & leaderboards: to run our rankings and leaderboards we store activity-derived data — for example your level/points (XP earned by participating), ranks, likes given and received, and challenge scores — linked to your Discord ID and display name. We store these scores, not your messages.
• Likes & reactions: which posts you liked and when, to compute the art gallery / like rankings.
• Art submissions & AI evaluation: images you submit to our art challenges (e.g. the World Record Art Challenge) are scored by automated AI judges. For this, submitted images and short text prompts are processed by AI models — some on our own infrastructure, some by third-party AI providers (see section 3) — for inference / scoring only; the resulting scores and rankings are stored. We do not use your content to train AI models.
• Collectibles & in-community points: if you take part in our optional collectibles and points features, we store a record of what you earned or hold, linked to your Discord ID. These have no monetary value and cannot be cashed out.

Legal basis: our legitimate interest in operating, moderating and running a safe and engaging community (Art. 6 (1)(f) GDPR); and your consent (Art. 6 (1)(a) GDPR) where we ask for it.

Automated moderation & your options: uploaded images — and, for anti-spam, message text — are checked automatically. This can lead to a post being removed automatically and, in cases of abuse such as image spam, to a temporary timeout or a penalty role. A human moderator reviews flagged content and can restore it, and you can always ask for human review or appeal a decision (see "Delete your data / contact" below).

3. Recipients & third parties

We do not sell your data. Data may be processed by: Discord (the platform itself); our hosting provider (Contabo GmbH, Germany, under an Art. 28 GDPR data-processing agreement; servers located in Germany / the EU); and the AI providers we use for the features above — OpenAI (our AI chat / idea / emoji-fallback features, AI art evaluation and an image-moderation second opinion), Groq (image analysis for automatic emoji suggestions) and Prodia (automated NSFW image moderation). Content is sent to these providers only so they can return a result (inference); we do not use it to train AI models. Some providers may process data outside the EU/EEA (e.g. in the USA); such transfers are based on appropriate safeguards (e.g. the EU Standard Contractual Clauses contained in those providers' data-processing agreements).

4. How long we keep data

We keep community data only for as long as it is needed for the relevant feature. Website server access logs are rotated and deleted after at most 14 days. The optional public-chat feed auto-deletes after 7 days. The member cache is refreshed about every 14 days, and an entry is deleted automatically as soon as the member leaves (or earlier on request). Leaderboard scores, points, likes and collectible records are kept while the feature and your account are active, and are deleted or de-identified when they are no longer needed or when you ask us to delete them.

5. Minors

Our community is for users aged 13 and over (Discord's minimum age; a higher minimum age may apply under the law of your country). Children under 13 are not allowed. If we become aware that a member is under 13, we remove them from the community and delete all the data we hold about them. Any mature / R13+ content is available only in an optional, age-gated area that you actively choose to enter.

6. Your rights

You have the right to access (Art. 15), rectification (16), erasure (17), restriction (18), data portability (20) and objection (21 GDPR), and the right to lodge a complaint with a supervisory authority. To exercise any of these — including to have your community data deleted — simply contact us (below).

7. Delete your data / contact

8. Changes

We may update this notice to reflect new features or legal requirements; the current version is always available on this page.