Privacy & access logging
Updated 23 September 2026
This notice covers the KAI Project Portal at kotare.net. Kotare (KAI Project Portal) is responsible for the personal information described here. For privacy enquiries, contact kai@blue.uk.com.
What we record
When you successfully enter a project code or access a protected project page or PDF, we record your network IP address, the project, the date and time, and whether the request was a code entry, page view or document download. We also keep daily totals of these events and visits to the portal’s entry page.
The project-access log does not store the code you entered, session identifiers, your name or email address, precise location, browser fingerprints, or activity on other websites. An IP address is a network address, not reliable proof of a particular person’s identity. Our statistics therefore distinguish page views and distinct IP addresses from people.
Separately, our hosting server keeps ordinary operational access and error logs. These can include IP address, request URL, time, response status, browser information and referring page supplied by your browser. They help us operate the site and investigate faults or misuse.
Our private administration reports use the IP address to estimate country, region and city using a locally stored location database. These estimates may describe a network provider or VPN exit point rather than your actual location. Visitor IP addresses are not sent to a third-party location lookup service. We also classify likely automated requests from browser information to filter traffic statistics; this is not a reliable identification of individual people.
The project-access database stores a traffic category (unflagged, likely automated or unidentified), not the full browser header. Earlier records may have no category.
Why we use this information
We use project-access records to understand use of each project, distinguish repeat access from different network addresses, and administer access to shared project material. We rely on our legitimate interests in operating and understanding use of this project service, balanced against visitors’ privacy. We do not use these logs for advertising, cross-site tracking, or automated decisions with legal or similarly significant effects.
Cookies
The portal uses an essential session cookie to remember which project you have unlocked and protect form submissions. Access expires after 30 minutes of inactivity or eight hours in total, and choosing Leave removes the access cookie. This logging feature adds no analytics cookies, local-storage tracking or third-party tracking scripts.
Who can access the records
Access is restricted to the portal operator and authorised technical administrators and service providers supporting the portal. Reports and raw logs are not available to other project visitors and are not sold or provided to advertising services. The website and project-access database are hosted on our Hetzner server in Germany; authorised administration also takes place from the UK.
How long we keep the records
Project-access logs do not currently have an automatic expiry. We retain them while they are needed for ongoing project administration and access analysis, and review that need at least every six months and when a project closes or a visitor makes a relevant request. Records that are no longer needed should be deleted or anonymised; manual retention is not a commitment to keep personal information forever. Anonymous aggregate totals may be retained longer.
Separate routine hosting logs normally rotate daily with seven rotated files retained. Copies kept to investigate a specific problem or held in backups may remain until the investigation or applicable backup cycle ends.
Your right to object
You can object to our use of your personal information based on legitimate interests. Contact kai@blue.uk.com and explain your circumstances. We will consider your request and stop that processing unless there are overriding legitimate grounds or it is needed for legal claims.
Your other rights
Subject to the applicable conditions, you can ask for access to your personal information, correction, deletion or restriction of its use. You can also complain to the UK Information Commissioner’s Office. We may need proportionate information to verify a request without revealing another visitor’s records.
Your IP address is transmitted as part of connecting to the website. We do not require a name or email address to view a project. If you follow an external link, that service’s own privacy information applies.