The rules of the vault. Please read before entering.
Last updated: October 2, 2026
By accessing or using Guild Vault ("the Service"), you agree to be bound by these Terms of Service. If you do not agree to these terms, do not use the Service. These terms apply to all users, including guild owners, guild members, and visitors.
Guild Vault is a subscription-based guild and clan management platform for online gaming communities. Features include roster management, rank and permission systems, event scheduling, performance tracking, statics composition tools, announcements, and recruitment application forms.
The Service is provided on a per-guild subscription basis. One guild owner holds the subscription; all members of that guild receive access to the tools enabled by the subscription tier.
Guild Vault offers an optional Discord bot integration available to Premium subscribers. The bot connects your Guild Vault guild to your Discord server to automate event posting, attendance scanning, announcements, DKP commands, role menus, and other features described in the Service.
The guild owner is responsible for adding the bot to their Discord server and for all bot activity that occurs as a result of their guild's configuration. By adding the Guild Vault bot to your Discord server, you confirm that you have the authority to do so (i.e., you are the server owner or have "Manage Server" permission) and that your use of the bot complies with Discord's Terms of Service and Community Guidelines.
The bot requests a scoped set of permissions — not Administrator — covering what its features need: viewing and posting in channels you configure, editing its own posted messages, mentioning @everyone/ roles for announcements and reminders, managing roles for self-role menus and class sync, and creating custom emoji when class icon sync is enabled. Because it does not hold Administrator, it can only see and post in channels its role has been explicitly granted access to, and can only manage roles positioned below its own role in your server's role list — private channels and role assignments may require a one-time permission grant from a server admin. The bot does not read private messages, does not log general message content, and does not monitor server activity beyond what is required for the features you enable.
By enabling the Discord bot, you authorize Guild Vault to access Discord server data as described in our Privacy Policy, including Discord user IDs of linked members, voice channel membership during attendance scans, and server role lists for self-role menu configuration. This data is used solely to provide the bot features and is not shared with third parties except as described in the Privacy Policy.
Your use of Discord in connection with Guild Vault is also governed by Discord's own Terms of Service and Privacy Policy. Guild Vault is not affiliated with or endorsed by Discord Inc. We are responsible for the behavior of our bot within the limits of Discord's API policies and our own Terms. We are not responsible for Discord platform outages, changes to Discord's API, or Discord's decisions regarding bot access.
You may remove the Guild Vault bot from your Discord server at any time via Discord's server settings. Removing the bot stops all bot activity in your server. Your guild data on the Guild Vault website is not affected. You may also disconnect the Discord integration from Guild Settings within Guild Vault, which clears stored channel and role configurations without affecting your guild data.
The Discord bot is a Premium feature. If your subscription downgrades to Standard or your subscription lapses, the bot will stop posting and syncing in your Discord server. The bot will remain in your server but will not respond to commands or post content until Premium access is restored. You may remove the bot manually if you no longer wish it to remain in your server.
You must create an account to use Guild Vault. You may register via email and password, or through a supported OAuth provider (Discord, Google, or Twitch). You are responsible for maintaining the confidentiality of your account credentials.
You must be at least 13 years of age to use Guild Vault. By registering, you confirm you meet this requirement. If you are between 13 and 18, you confirm you have parental or guardian consent.
You agree to provide accurate and complete information when creating your account and to keep it up to date. We reserve the right to suspend or terminate accounts with false or misleading information.
Guild Vault offers the following subscription tiers for guild owners: Standard and Premium. Members who join an existing guild do not pay — only the guild owner holds the subscription. Pricing is displayed at guildvault.net/#pricing and on your Billing page. Prices may change with 30 days notice to active subscribers.
Each Standard or Premium subscription includes a 14-day free trial with full access to the subscribed tier. No payment information is required during the trial. At the end of the trial, access is restricted until a subscription is activated.
Each account is limited to one active trial guild at a time. If you wish to create a new trial guild, you must first subscribe to your existing guild or delete it. This limit exists to prevent abuse of the trial period.
You may choose to be billed monthly, quarterly (every 3 months), semi-annually (every 6 months), or annually (every 12 months). Multi-cycle plans are charged upfront in full at the discounted rate for the entire period. Discount percentages are displayed on the Billing and Pricing pages and may be adjusted by Guild Vault with 30 days notice.
Your subscription renews automatically at the end of each billing cycle at the same cycle length and tier, unless you cancel or change your plan before the renewal date.
Switching to a longer billing cycle (e.g. monthly to annual) is treated as an upgrade. During an active trial, the new cycle takes effect when your trial ends — no charge is made today. On a paid subscription, you are charged a pro-rated amount immediately and credited for unused time on your current cycle. Switching to a shorter cycle is always scheduled to take effect at your next renewal with no charge today.
You may upgrade your plan or billing cycle at any time. If you are still within your free trial period, the change takes effect immediately but no charge is made today — your card is charged at the new plan's rate when the trial ends. There is no pro-rated credit during a trial since no payment has been made.
If your trial has ended and you are on a paid subscription, upgrading mid-cycle will charge a pro-rated amount based on the price difference and the number of days remaining in your current billing period. The upgrade takes effect immediately. Your next full billing cycle starts at your existing renewal date.
You may schedule a downgrade from Premium to Standard at any time. The downgrade takes effect at the end of your current billing period. No refund is issued for the remaining time on your current plan — you retain full Premium access until the period ends. At renewal, you are billed at the Standard rate. Premium features (including Discord bot sync and any advanced integrations) are disabled at the time the downgrade takes effect.
You may cancel your subscription at any time. Upon cancellation, your guild remains accessible until the end of the current billing period, after which it will be set to inactive. Inactive guilds retain all data indefinitely — records are not automatically purged after a fixed period — but Standard and Premium features are disabled until the guild is reactivated with a new subscription. You are responsible for exporting any data you wish to keep before your guild becomes inactive, since continued access to that data through the Service depends on an active subscription. Deleting a guild outright (see Content & Data, below) is permanent and immediate and is not subject to any retention period.
Payments are non-refundable except where required by law. This includes unused time remaining after a downgrade or cancellation. If you believe you were charged in error, contact us at billing@guildvault.net within 7 days of the charge.
If a renewal payment fails, your guild's access is restricted immediately and your subscription is marked past due. We do not retry on a fixed schedule and there is no automatic grace period — access remains restricted until you update your payment method and the outstanding invoice is paid. Restricting access is not the same as cancellation: your subscription is not automatically canceled while past due, and no time is deducted from a period you have already paid for. You can update your payment method from your Billing page at any time to retry payment and restore access immediately upon success. If a past-due guild is later canceled or otherwise becomes inactive, the Cancellation and Content & Data sections of these Terms govern what happens to your data.
Guild Vault may, at its discretion, extend a guild's subscription period as a courtesy (for example, to compensate for service disruptions). Granted time is applied to the guild's billing period and is non-transferable and non-refundable. It has no cash value.
Guild ownership may be transferred to another guild member. The recipient must accept the transfer before it takes effect. Upon acceptance, the remaining paid subscription time carries with the guild — the new owner retains access through the end of the current billing period at no additional charge. Starting from the next billing cycle, the new owner is responsible for maintaining the subscription. The previous owner is no longer billed after the transfer is accepted. Ownership transfers may also be initiated by a Guild Vault administrator on behalf of a guild; the same billing terms apply.
You agree not to use Guild Vault to:
We reserve the right to suspend or terminate accounts that violate these rules, with or without notice.
You retain ownership of the content you submit to Guild Vault, including guild information, announcements, and performance data. By submitting content, you grant us a limited license to store and display it as part of providing the Service.
You represent that you created submitted images, have permission from the rights holder, or are otherwise legally entitled to upload and display them. Fan art, community use, attribution, or an ownership disclaimer does not by itself establish permission. Guild Vault may remove or restrict content after a rights complaint or when we reasonably believe it violates these Terms, and may suspend or terminate repeat infringers. See our Copyright & Takedown Policy.
The guild owner controls guild-level data including member records, rank structures, and configurations. When a guild is deleted, all associated data is permanently removed.
You may delete your account at any time via Profile → Danger Zone. If you own a guild with an active subscription or trial, you must transfer ownership or delete the guild before your account can be deleted; any inactive guilds you own are deleted automatically at the same time. Requesting account deletion immediately ends your session and access. Your account data is then retained for 180 days before being permanently and irreversibly erased, solely to allow you to cancel the deletion request within that window if you change your mind; it is not used for any other purpose during that time. Once the 180-day period elapses, deletion cannot be undone.
Guild Vault, its logo, design, and software are the intellectual property of Guild Vault and its licensors. You may not copy, reproduce, or create derivative works from our platform without express written permission.
Game names, logos, and trademarks referenced within the platform (e.g., World of Warcraft, FFXIV) belong to their respective owners. Guild Vault is not affiliated with or endorsed by any game publisher.
The Service is provided "as is" without warranties of any kind, express or implied. We do not guarantee uninterrupted or error-free operation of the Service.
To the maximum extent permitted by law, Guild Vault shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of or inability to use the Service, even if we have been advised of the possibility of such damages.
We reserve the right to modify, suspend, or discontinue any part of the Service at any time. We will provide reasonable notice of significant changes where possible. Continued use of the Service after changes constitutes acceptance of the updated terms.
These Terms are governed by applicable law. Any disputes arising from these Terms or your use of Guild Vault shall be subject to the exclusive jurisdiction of the competent courts.
Questions about these Terms? Contact us at legal@guildvault.net.
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