Privacy Policy
This policy describes how the Kaspelon Documentation Office handles personal data collected through kaspelon.digital. It covers what's collected, why, how long it's kept, and how to make a request about your data. It applies to this site only.
Contents at a glance
What this page covers
Nine short sections explain the full picture: the information we collect when you write to us, why we keep it, how cookies and similar technologies work, how long messages and server logs stay on file, the choices you have, what we share and with whom, the measures that protect it, how updates to this policy are handled, and where to send a request.
The wording is deliberately plain. If a term needs context, it gets context in the same paragraph rather than a footnote. Requests about your data go through the contact page, and this policy applies to kaspelon.digital alone — other sites published by partners or clients keep their own policies.
- Data collected
- Name, email address, and message content when you write to us.
- Kept on file
- Messages sit with the review record while the linked document is published.
- Your requests
- Access, copies, corrections, deletions, and objections, handled in order received.
First section
Information we collect
Two kinds of information reach this site. The first is what you type: when you send a message through the contact page, we collect the name, email address, and message content you provide. Nothing more is asked of you, and there is no account to create before writing.
The second is what any web server records when a page is requested: IP address, browser type, referring page, and the time of the request. That record exists to move the page from our server to your browser; it is not assembled into a portrait of you as a reader.
We don't ask for payment information on this site, and we don't collect information about your organization beyond what you choose to include in a message. If you mention a document, a deadline, or a department in your note, that detail sits with the message and nowhere else.
Why we collect it
Every field on the contact page has a job, and that job is the reason it is there.
Answering your message
Message content and contact details are used to respond to your question, correction, or request, and to keep a review record of the correspondence. If you point out that a clause reads badly or a procedure step is missing, the record of that exchange is how the fix gets tracked.
Keeping the site running
Technical information is used to keep the site running, diagnose errors, and understand which pages are being read. A broken link on a policy page and a slow response on a documentation index show up in the same logs, and both get fixed faster when the record is complete.
What we do not do
We don't use it to build profiles of individual visitors, and we don't sell or rent personal information to anyone. Reading a procedure document does not sign you up for anything, and no advertising network is given a list of who read which page.
What you can expect back
A reply covers what was asked, or explains why it can't be answered. If a correction changes a published document, the change appears on the document itself, so the record you read and the record we hold stay the same.
Cookies on this site
Cookies and similar technologies
This site uses cookies as described in the cookie policy. Essential cookies keep the site functioning; analytics cookies help us understand how pages are used. You can control cookies through your browser settings, and the cookie policy explains how.
A short description of the two groups, in plain terms: essential cookies remember the choices a page needs to work — such as a dismissed notice or a form state — and they do not track you across other sites. Analytics cookies count page visits and reading order in aggregate, so we can tell which documents get opened and which ones never do.
Held on record
Retention
Contact messages
Messages and their replies are kept as part of the review record for as long as the associated document remains published, and are deleted when no longer needed for that purpose.
Server logs
Server logs are kept for a shorter, routine period. They follow a fixed schedule rather than a content-based one, so nothing in a log entry extends its own life.
Deletion requests
If you ask us to delete a message you sent, we'll do so unless we're required to keep it for a legal reason. When a request can't be granted in full, our reply names the reason and the part that stays on file.
Your choices and rights
You can ask what personal data we hold about you, request a copy, ask us to correct it, or ask us to delete it. You can also object to a particular use. A request does not need a form or a special phrase — a clear message is enough.
Requests go through the contact page and are handled in the order received. If your request concerns a message you sent, include enough detail for us to locate it — the email address you used, the approximate date, and the subject of the note usually do it. If you are writing about a document that cites your organization, name the document.
If a request is unclear, we'll come back with a question rather than guess at it; if it covers records we don't hold, we'll say so plainly. A request that asks us to change a published policy decision is answered as a review request instead, and the reason is explained in the reply.
What to include
- The email address you wrote to us from.
- Whether you want a copy, a correction, a deletion, or an objection recorded.
- Any document title or reference that connects your message to a published page.
- A preferred reply address, if it differs from the one you wrote from.
Requests are answered during working hours, Monday to Friday, 9:00 AM to 6:00 PM Eastern Time.
Data sharing and third parties
We don't sell personal information. We share it only with service providers who help operate the site — for example, a hosting provider — and only to the extent needed for that purpose. A provider that runs the servers can see the traffic that reaches them; it is not handed your message for any other use.
If we're required by law to disclose information, we'll do so to the extent required, and we'll tell you unless we're legally barred from doing so. "To the extent required" is meant literally: a request for one message does not open the whole review record.
When a service provider changes, the new provider takes on the same limits described here. When a provider is removed, the data that was shared for its purpose is deleted or returned, whichever the contract allows.
Protecting the record
Security
We take reasonable technical and organizational measures to protect the information we hold, including restricting access to the review record to the staff who need it. Access is granted by role, not by convenience: a person who edits a document does not automatically see every message about it.
No method of transmission or storage is completely secure, and we can't promise that a breach will never occur. If one does, we'll notify affected users as required by applicable law, and this page will carry the revision note described below.
Questions about these measures are welcome through the contact page. We'd rather explain how access works than leave you to infer it from a paragraph.
Changes to this policy
We'll update this page when our data practices change, and the current version is always the one published here. There is no archive of old wording to compare against — the page you are reading is the policy in force.
Material changes will be noted with a revision date at the top of the page, and continued use of the site after a change means the updated policy applies.
Superseded wording
Earlier versions of this policy are not published alongside the current one. If a change affects a request you already made, our reply refers to the wording that applied when you wrote.
Where the change also affects a published document, the document carries its own revision note — this page tracks the site's data practices, not the documents it hosts.
Questions? Start here.
Contacting us about privacy
Questions or requests about this policy go through the contact page. Mark the message as a privacy request so it's routed correctly. For a data access or deletion request, include the email address you used and enough detail for us to identify the relevant correspondence.
- [email protected]
- Phone
- +1 202-404-8117
- Address
- Kaspelon Policy & Documentation, 1600 Pennsylvania Avenue NW, Washington, DC 20500
- Working hours
- Monday to Friday, 9:00 AM – 6:00 PM Eastern Time. Messages sent outside those hours are answered the next working day.
Related pages: the cookie policy covers browser storage in detail, and the terms of service cover use of this site.