Terms of use

Terms of Use
Convence Internal Management System ("CIMS")
Last updated: 04.09.2025

1. Introduction
Welcome to the Convence Internal Management System ("CIMS"), also referred to as "the Tool".
CIMS is an external staff tool owned and operated by Convence. It is designed to support moderation, administration, and internal coordination within the following Discord servers:

Convence Discord
Chronos' Milsim
By accessing or using CIMS, you agree to comply with these Terms of Use. If you do not agree, you are not permitted to use the Tool.

2. Eligibility and Access
CIMS is strictly limited to authorized staff members of Convence and its affiliated communities.
Access rights are granted by Convence management and may be revoked at any time, with or without notice.
Users must keep their login credentials secure and are fully responsible for all activities carried out under their account.

3. Purpose of the Tool
CIMS is intended for:

Moderation and sanction tracking of users within the supported Discord servers.
Logging, documenting, and processing staff-related tasks and decisions.
Coordinating events, scheduling, and other internal organizational purposes.
Any use of CIMS outside of these intended purposes is strictly prohibited.

4. Acceptable Use Policy
When using CIMS, you agree not to:

Use the Tool for personal gain, harassment, or any non-staff-related activities.
Share, leak, or disclose internal information stored in or generated by CIMS to unauthorized individuals.
Manipulate or falsify records, reports, or moderation outcomes.
Attempt to reverse-engineer, tamper with, or disrupt the functioning of the Tool.

5. Data Handling & Privacy
CIMS may process and store data related to Discord users (e.g., usernames, Discord IDs, sanctions, and moderation notes).
This data is collected solely for moderation and administrative purposes within the specified Discord servers.
Data shall not be shared outside of Convence staff without explicit approval from Convence management, unless legally required.
Users of CIMS (staff members) are responsible for treating all data with confidentiality.

6. Ownership and Intellectual Property
CIMS is the exclusive property of Convence.
All designs, features, functionalities, and related intellectual property remain under the ownership of Convence.
Unauthorized reproduction, copying, or distribution of the Tool or its content is prohibited.

7. Accountability and Disciplinary Measures
Staff members found misusing CIMS may face internal disciplinary measures, including but not limited to:

Revocation of access
Suspension from staff duties
Permanent removal from Convence communities
Severe violations may also result in legal consequences, depending on the nature of the misconduct.

8. Disclaimer of Warranties
CIMS is provided on an “as is” and “as available” basis.
Convence does not guarantee uninterrupted access, error-free operation, or the absence of technical issues.
Convence is not responsible for any damages or losses resulting from the use or inability to use CIMS.

9. Limitation of Liability
To the maximum extent permitted by applicable law, Convence and its affiliates shall not be liable for:

Loss of data, profits, or reputation resulting from the use of CIMS.
Unauthorized access or misuse of staff credentials.
Errors or decisions made by staff using the Tool.

10. Amendments
Convence reserves the right to amend these Terms of Use at any time. Staff members will be notified of significant updates. Continued use of CIMS constitutes acceptance of the revised terms.

11. Governing Law
These Terms of Use shall be governed by and construed in accordance with the applicable laws of Switzerland, without regard to conflict of law principles.

12. Contact
For questions, issues, or concerns related to CIMS, staff members may contact Convence management directly through internal channels.

🛡️ Data Policy

System: CIMS (Convence Internal Management System)

Organization: Convence

Governing Entity: Convence Group CHE

 
1. Purpose of Data Logging and Session Tracking

 
CIMS collects and logs certain user actions and sessions to ensure the secure and compliant handling of data within our internal platforms. This includes the use of session tracking and replay tools that record user interactions (such as navigation, form inputs, and changes made within the system).

These features exist solely to ensure compliance with data protection and operational integrity regulations, both local and international. They allow the Convence Compliance Team to review access logs and verify that:

Personal or client data is accessed, viewed, or modified only when necessary,
Any changes to sensitive data are justified and properly documented,
Client requests for access, correction, or deletion of data are handled transparently and securely.

 

2. Data Categories Collected

The system may record and store the following information for internal audit purposes:

User session identifiers and timestamps,
User actions within the platform (e.g., data access, edits, deletions),
Navigation and system interaction logs,
Technical information (e.g., browser type, device, and session duration).

No sensitive personal content (such as passwords or private correspondence) is intentionally recorded.

3. Legal Basis and Compliance

All processing of session and log data is carried out under the principles of:

Lawfulness, fairness, and transparency (as per Swiss FADP and EU GDPR standards),
Purpose limitation – Data is used exclusively for compliance monitoring, not for profiling or employee surveillance,
Data minimization – Only essential information required for compliance validation is stored,
Integrity and confidentiality – All records are securely stored and accessible only to authorized members of the Convence Compliance Team.

 

4. Data Retention

Session logs and replay records are retained only for the period necessary to fulfill compliance and audit requirements. After this period, they are securely deleted or anonymized.

 
5. User Rights

Users whose sessions are recorded retain the following rights under applicable privacy laws:

Right to access their data logs upon request,
Right to rectification of any inaccurate information,
Right to deletion of personal data if it is no longer necessary for compliance or legal purposes,
Right to restriction of processing under certain conditions.

Requests can be raised via ticket system on CIMS.

6. Security and Access Control

All logs and session recordings are stored in protected data environments under Convence Group CHE’s internal data infrastructure.

Access is strictly restricted to authorized compliance officers and system administrators.

Any unauthorized access, sharing, or manipulation of such data constitutes a violation of company policy and data protection law.

7. Consent

By accessing and using the CIMS platform, you acknowledge and consent to:

The recording of your system interactions for compliance and audit purposes,
The secure and limited use of your session data as described above,
Convence’s right to process and store such data under applicable data protection regulations.

If you do not agree with these terms, please refrain from using the CIMS system and contact the Convence Compliance Team for guidance.

 
© Convence Group CHE — All rights reserved

Last updated: November 2025