Privacy Policy

This policy explains what TibiaNexus processes, what stays on your device, when optional features send data online, and your choices.

1. Local data

Selected folder paths, original hunt logs, screenshots, exported videos and analysis caches stay on your device. Characters, saved hunt classifications and variants, notes, routes, setups, planners, journals, manually pasted party logs and story-edit instructions are stored in your account to sync between Web and Desktop. Story instructions contain references to local images, not the images themselves. An internal device cache preserves pending saves through brief connection interruptions. Sanitized local diagnostics are limited to 30 days and 1,000 entries. Packaged releases record warning/error diagnostics only, not verbose informational events. Screenshot cache keys use a path-derived identifier instead of the raw path; the Hunts parse cache keeps only relative paths and a one-way folder fingerprint; all local analysis/profile caches expire after 30 days, and the character cache is capped at 200 profiles.

Passive hotkeys are optional. Windows Raw Input is filtered at the native boundary so only configured virtual-key codes and modifiers reach the app. Unrelated keys, typed text, scan codes, and extra metadata are discarded and never logged or stored. A hotkey triggers only after Tibia is confirmed in the foreground.

2. Licensing, purchases, support, and website use

To measure app adoption, we keep the UTC dates when an account successfully syncs from Web or Desktop, for up to 180 days. These dates may include background sync and are not a record of time spent in the app. Updated clients also report whether the app is in the foreground with recent interaction. We retain foreground dates, daily session counts (a new session begins after 30 minutes without foreground activity), and dates when a signed-in account opens the purchase page for up to 180 days. We retain first and latest activity timestamps and first observed feature milestones, such as configuring a character, syncing a manual hunt, or viewing recommendations, with the account. We do not record keystrokes, screen contents, or interaction text for these measurements. Checkout records include creation failures and reported cancelled returns. These measurements are included in account-data export and deletion. Anonymous website visits are not linked to account identities.

Paid access requires a license key, status and expiry, an app-generated device ID, activation and validation times, transfer state, and limited device metadata. Server-side keys are encrypted before persistence. Self-service deletion removes optional device names, app versions, contact data, linked coin orders, and audit events while retaining the minimum entitlement and purchase references needed for access, fraud prevention, accounting, refunds, and support.

Stripe handles cards. Tibia Coins orders may include character name, email, amount, receipt and fulfillment state, and a support note. License and support mail passes through the configured provider, currently Zoho SMTP. Those providers apply their own terms.

The public website records privacy-limited first-party analytics: coarse page categories, visit and page-view counts, visible engagement time, scroll-depth buckets, call-to-action, download, and checkout clicks, coarse acquisition categories, and explicit campaign labels. A random per-tab session ID expires after 30 minutes of inactivity, is hashed before persistence, and its working state is deleted within 48 hours. Daily aggregates are retained for up to 24 months. We do not store IP addresses or hashes, fingerprints, full referrer URLs, query strings, or advertising identifiers, and use no advertising trackers or remote web fonts. Short-lived keyed source pseudonyms are used only to enforce abuse-prevention rate limits and expire with their limit window.

Accounts use a verified email and an identity provider for sign-in. We keep account and license ownership, purchases and revocable session records to provide access in both apps. Receipt email and key ownership can differ for gifts. Passwords are handled by the sign-in provider. Optional update-email consent starts off; you can change it in Account or unsubscribe from a release email. Saved app data and its edit history are stored privately with your account on our hosting and database providers, currently Google Cloud and Neon. Original media is not included in account sync. Explicit sharing or image-based online features send only the content needed for that feature.

3. AI-assisted features

If you choose managed translation, OCR, weekly-task extraction, or AI voice, selected text, images, instructions, or speech text is sent through our API to OpenAI. TibiaNexus does not persist those contents or outputs. Responses calls set store: false. OpenAI states API data is not used to train its models, but default abuse-monitoring logs may retain content for up to 30 days; speech has the same default period. Images undergo safety scanning, and seriously flagged content may be retained for review. See OpenAI API data controls.

We keep only monthly aggregate AI usage counts, never prompts or images, for up to 24 months.

4. Optional Boards

Boards are opt-in. A shared hunt can include place, mode, time, duration, XP, profit, loot, supplies, damage, healing, kills, tasks, levels, revisions, Wheel allocations, route geometry, and moderation state. The verified publisher character can be public. Other party-member names are replaced before upload and stored only as generic entries with role, vocation, and level.

Verification checks a one-time phrase in the public Tibia.com comment. Pending secrets expire. Public hunts remain until publisher deletion or moderation removal.

4a. Tokens, companions and reward checks

Reward features send a limited hunt summary to our service, including the owning character, hunt time and duration, XP, and place or creature evidence. This also applies to eligible local or private hunts; it does not publish the hunt to Boards or upload the original log or screenshots. We keep account-wide reward receipts, spending and item ownership, companion progress, earning limits, and review outcomes to provide rewards and prevent duplicate or implausible claims.

We compare reported hunt windows across characters verified to the same account. Overlaps and repeated rejected claims can appear in the private administrator dashboard. Authorized administrators can record a review note and pause reward earning; a timing mismatch alone is not proof of cheating. These records are private and remain while the account is active so reimports and device changes cannot repeat rewards. They are included in account-data export and removed through account-data deletion, subject to the financial/security retention and backup provisions below. Deleting a local hunt or removing its public share does not reset its reward receipt.

5. Public data and asset providers

Character, history, and event features may query Tibia.com, TibiaData, and GuildStats. Maps use TibiaMaps tiles from GitHub Pages; Field Guide assets may come from Firebase Storage; source links may open TibiaWiki/Fandom. These contacts can reveal ordinary network metadata such as IP address and user agent. We do not send them keys, hunt logs, or screenshots.

6. Retention

Closed feedback, completed or stale orders, closed reports, inactive licenses, and AI usage aggregates are removed after 24 months unless law, security, fraud, disputes, or accounting require longer. Expired verification challenges are deleted or cleared. Public Boards data remains until deletion or moderation. Account data and edit history remain until account-data deletion is requested through support; local deletion of a record retains its recovery history. You can download a backup from the app. Backups may persist through normal rotation.

7. Your choices

Boards tools export and delete shared hunts, verification, pets and awards, sessions, feedback, and reports tied to the publisher. Licensed users have authenticated license-data export and deletion from the active device. You may ask support for access, correction, or deletion. We may verify the license, device, email, order, or character and retain legally required records.

8. Security

Service credentials stay server-side. License credentials are encrypted before persistence, local entitlement values use OS protection when available, HTTPS validates certificates, and support bundles exclude raw telemetry and machine/user IDs. No system is absolutely secure.

9. Contact

Email support@tibianexus.com for privacy requests or questions.