Privacy Policy
This Privacy Policy describes how kihubstat Ltd (the company) collects, uses, stores, and discloses information in connection with its observational archival environment. The policy applies to visitors, requesters, and observers who interact with the site or submit requests for documentation and archival exports. It sets out the categories of data processed, the lawful basis for processing when applicable, retention approaches for records and request metadata, cookie usage, and how to contact the documentation team regarding data subject requests or export inquiries. The platform is intended for neutral recording and archival reference; the operational model privileges record fidelity, provenance, and auditability.
1. Data collection and categories
The platform processes two principal categories of information: primary observational records and requester/contact metadata. Primary observational records are event objects submitted or ingested from connected sources; they include canonical fields such as timestamp, source reference, actor role, contextual tags, and an unstructured observation body. Each primary record also contains a raw payload that mirrors the original submission to preserve provenance. Requester and contact metadata includes name, email, optional telephone number, subject lines, and any descriptive details supplied when requesting documentation or export bundles. The system also records administrative metadata such as audit entries, associative layer authorship, and timestamps for each editorial action. Collected information is used to provide neutral documentation, prepare structured extracts for export, maintain audit trails, and to respond to legitimate requests for information. Processing is undertaken with the aim of preserving record fidelity and traceability while ensuring contactability for fulfilment of documentation requests.
2. Cookies, tracking, and local storage
The site uses essential cookies and client-side storage to preserve session context, accessibility preferences, and cookie consent state. A non-intrusive cookie consent banner provides a choice to accept or reject non-essential cookies; essential functions remain available regardless of the selection. The platform does not use analytics that collect personal identifiers by default. Where lightweight tracking or performance monitoring is employed, it is limited to anonymised metrics and aggregated telemetry intended to maintain site availability and accessibility. Consent is requested for any non-essential tracking; the user's preference is stored locally in the browser. Cookie types may include session cookies for interface state, persistent cookies for preference retention, and storage used to remember consent choices. Users may clear cookies via their browser settings; instructions for common browsers are available from browser vendors.
3. Retention, exports, and data portability
Retention policies are documented per deployment environment and can be configured to meet institutional archival requirements. Primary records are preserved in immutable form; associative layers such as annotations and curated groupings are stored as separate objects with their own metadata. When a requester asks for an export, the archival team prepares two bundles where applicable: a canonical extract that maps normalized schema fields and a raw bundle that contains original payloads. Exports are provided in common archival formats and include provenance metadata and audit trails to ensure traceability. Data portability requests for requester-supplied contact information or for extracts of specific archival subsets are handled through the documentation contact process. Export procedures aim to preserve both normalized records and raw payloads as separate artifacts to maintain fidelity of the original observation set.
4. Security, access control, and disclosure
Access to records and associative layers is role-based and restricted to authorised personnel according to documented permissions. The system records an audit trail for every editorial action, including actor, timestamp, and rationale. Security measures include transport-level encryption for data in transit and administrative controls for data handling. The platform does not disclose personal data to third parties except where required to fulfil export requests, respond to lawful process, or where necessary to provide requested documentation; in such cases disclosures are logged in the audit trail. Where third-party services are used for hosting or delivery, they are selected based on appropriate data protection practices and the use is documented in contractual arrangements. The documentation team evaluates disclosures on a case-by-case basis and preserves records of any transfer or sharing operations for traceability.
5. Data subject rights and contact
Individuals may contact the documentation team to request access to requester-supplied contact records, to seek correction of factual errors in request metadata, or to request exports of data they supplied. Requests should be addressed to the contact details below and should include sufficient information to identify the relevant records or request bundles. The documentation team will respond with instructions and any necessary verification steps. Where lawful basis and retention policies permit, the team will provide extracts or corrections as appropriate. For complaints about data handling practices, please refer to the contractual or regulatory mechanisms in your jurisdiction. The company contact for privacy enquiries is: kihubstat Ltd, 12 Regent Street, London, SW1Y 4PE, United Kingdom; phone +44 20 7946 0958; email [email protected]. For export requests, include canonical identifiers and a concise scope description to assist the archival team in preparing the appropriate bundles.