Privacy Policy
This policy explains how kilorfile collects, processes, retains, and protects personal data associated with contact requests, indexing records, and interface preferences. It describes data subject rights and administrative procedures for recorded requests and data exports.
Controller and scope
The data controller for information collected via this site is kilorfile Administration, located at 14 Rutland Street, Suite 3A, Cambridge, MA 02139, United States. This policy applies to personal data collected through the website and any associated administration workflows. It covers identifying contact details provided voluntarily by users when submitting recorded requests, and minimal interface preference data such as cookie consent stored locally to remember user choices. The policy does not apply to anonymized data used for statistical or research summaries where individual identity cannot be reasonably re-associated. Where the site provides exported or indexed records for research or administrative workflows, those exports will include provenance markers and version identifiers; any personal data included in such exports will be handled in accordance with the retention and disclosure rules described below.
Categories of data collected
kilorfile processes the following categories of personal data when supplied by users: name, organization, email address, telephone number, and the content of submitted messages or structured requests. Administrative metadata such as submission timestamps, assigned internal reference keys, and subject classification are recorded to support routing and traceability. Interface preference information (cookie consent) may be stored locally to remember choices for subsequent visits. Where administrators provide exports to requesters or internal reviewers, such exports will include only the fields necessary for the stated purpose and will be accompanied by provenance metadata that documents who generated the export and under what authorization. The site does not collect special categories of personal data unless explicitly supplied in a request, in which case the administration will treat such data in accordance with applicable law and governance procedures and will annotate the record with relevant handling instructions.
Purpose and legal basis for processing
Data submitted via the contact form and recorded request workflow is processed for the limited purposes of routing inquiries to the appropriate administrative team, responding to recorded requests, maintaining an auditable trace of administrative interactions, and fulfilling data-access, schema, or indexing requests. The legal basis for processing personal data is the legitimate interest of the controller in administering recorded requests and maintaining traceability for governance and audit purposes, and processing necessary to respond to and document correspondences initiated by data subjects. Consent is requested and recorded for interface preference cookies where required. Where processing relies on other legal bases under applicable jurisdictional law, such as contractual necessity for services explicitly requested, those bases will be documented in the record and in communications with the requester.
Cookies and similar technologies
The site uses minimal cookies to remember interface preferences and to store cookie consent choices when granted. A non-intrusive cookie banner appears in the bottom-right corner allowing users to Accept or Reject non-essential cookies. Technical cookies required for site functionality (such as session management for the mobile menu overlay) are necessary for the operation of the site; these are not used for profiling. Consent decisions are stored locally in the user's browser when permitted. Administrators may record cookie consent as part of a submitted request if the user elects consent in the contact form. Users may withdraw consent by clearing local storage or by using browser controls; withdrawal of consent does not affect processing based on other lawful bases prior to withdrawal. Detailed information about cookies and their durations is available on the administrative index upon request.
Data retention and deletion
Recorded request entries and associated administrative metadata are retained for periods necessary to satisfy governance, audit, and administrative needs. Typical retention periods are set to balance traceability with data minimization principles and are declared in archival notes attached to each request record. Where requests concern data exports or schema materials, retention periods for related artifacts are declared in the export record. Personal data included in administrative records may be removed or redacted on request where consistent with legal obligations and governance requirements; deletion requests are processed through the recorded workflow and actions are appended to the record to preserve an audit trail of the deletion operation. Requests for erasure or retention adjustments should be submitted using the contact form with a clear subject classification to facilitate routing to the governance office.
Disclosure and third-party access
kilorfile does not sell personal data. Personal data may be shared with third parties only where necessary to fulfill the administrative request, to comply with legal obligations, to respond to authorized audits, or to provide exports under documented governance approvals. Where third-party processors are engaged (for example, for hosting or archival services), contracts require appropriate technical and organizational measures and limit processing to documented instructions from kilorfile administration. Exports provided to requesters may include personal data only when necessary for the stated purpose and will be accompanied by provenance metadata and retention instructions. Where disclosure is compelled by law, the controller will seek to limit the scope of disclosure and, when permitted, notify the data subject about legal demands unless prohibited by law or court order.
Security measures
The administration applies reasonable technical and organizational measures to protect personal data against unauthorized access, alteration, disclosure, or destruction. Measures include access controls for administrative interfaces, transport layer security for data in transit, and local-storage practices for client-side consent that limit exposure. Exports and archival artifacts provided as part of administrative responses are transmitted via approved channels and marked with provenance and retention metadata. Where specific high-risk requests involve sensitive information, the governance office applies additional handling instructions and records them as part of the request workflow. While kilorfile endeavors to protect personal data, no internet transmission is completely secure; users should avoid submitting highly sensitive personal data unless required for the request and should contact the administration for secure transfer procedures if necessary.
Data subject rights
Data subjects may exercise rights to access, rectification, restriction of processing, portability, objection, and erasure where applicable under local law. Requests should be submitted via the contact form with a clear subject indicating the right being exercised and any identifying metadata to assist routing. The administration verifies requester identity as appropriate before fulfilling rights requests. Where a request cannot be fulfilled due to legal obligations or governance retention rules, the administration will provide a reasoned explanation and record the decision in the request workflow. Appeals regarding decisions on rights requests are handled by the governance office and are recorded with the same traceability standards applied to other administrative actions.
Changes to this policy
This Privacy Policy may be updated to reflect changes in practice, law, or governance. Material changes will be published on this page with a revision date. The administration maintains a change log describing the nature and rationale of significant updates. Users who have submitted recorded requests will have those request records annotated with the policy version in effect at submission time to preserve interpretive context for downstream audits and longitudinal analyses.
Contact for privacy inquiries
For privacy-related inquiries, data subject requests, or governance questions, contact the kilorfile Administration at [email protected] or by telephone at +1 (617) 555-0134. Postal correspondence may be directed to 14 Rutland Street, Suite 3A, Cambridge, MA 02139, United States. Requests sent by email should include sufficient identifying information and specify the nature of the request to enable routing. All inquiries are processed through the recorded request workflow and entered into the administrative index for traceability.