Who the controller is
For data about your own members, you are the controller and maxlevel is the processor — we handle it on your instructions under the terms of the DPA. For account data about the person who signs up, maxlevel is the controller.
What we collect
Account details (name, email, avatar), the communities you belong to, the actions you log and their timestamps, XP and level history, badges earned, and standard technical data such as IP address and browser for security and abuse prevention.
Why we collect it
To operate the service you asked for: calculating XP, ranking leaderboards, rendering the feed, and sending the digests you opted into. We also use aggregated, non-identifying data to understand which features are used.
What we do not do
We do not sell personal data, we do not use your action history to train models for other customers, and we do not use behavioural data for advertising targeting. Free-tier ads are contextual and served without profiling.
How long we keep it
Action history is retained for as long as the community exists, subject to the plan’s history window. Delete a community and its data is removed within 30 days, aside from anything we must retain for accounting or legal reasons.
Your rights
You can request access, correction, export, or deletion of your personal data. Where maxlevel is the processor, we route the request to the controller — your employer or community admin — and support them in fulfilling it.
AI drafting, and where those requests go
When a community admin uses "Suggest with AI", what they typed is sent to a large language model together with that community’s name, the names of its existing actions and their XP range — so the suggestions fit what the community already does. No member data is included: no names, no email addresses, no action history, no identifiers. Nothing is sent unless an admin presses the button; the feature never runs on its own. Requests are routed through OpenRouter, which forwards them to whichever provider currently serves the chosen model — so the specific company processing a given request is not fixed, and can differ between two requests made minutes apart. We choose the model, not the machine it runs on. We do not permit that content to be used for training. If you would rather nothing left the platform at all, the feature can be switched off for an entire instance, and every action and badge can still be written by hand.
Sub-processors
We use a small number of sub-processors for hosting, email delivery, and billing. The current list is available on request and we will give notice before adding a new one that touches personal data.
International transfers
Because the platform is cloud-agnostic, we can host a deployment in a specific region. Where a transfer outside the EEA is unavoidable, it is covered by standard contractual clauses.
Contact
Privacy questions and data-subject requests go to [email protected] and reach a person on the founding team, not a ticket queue.