Honours Privacy Notice
Scope and Application
This Privacy Notice explains the collection, processing, retention, and protection of personal data in connection with the Kaharagian Honours service at honours.kaharagia.org.
It applies to personal data submitted through the Service, including nomination submissions, contact-form enquiries, and tokenised correspondence responses, and to personal data published in the official honours registries.
This Notice forms an integral part of, and shall be read in conjunction with, the Honours Terms of Service.
Data Controller and Responsible Authority
The data controller for personal data processed through the Honours service is the Principality of Kaharagia, acting through its competent sovereign institutions. Day-to-day oversight of the Service is exercised by the Office of Digital Government & Cybersecurity, Secretariat of State, in coordination with the institutional authority responsible for the honours system.
Nature and Purpose of the Service
The Honours service is the official digital surface of the Kaharagian honours system. It exists to:
- Publish the registries of orders, decorations, and medals conferred by the Crown
- Provide reference information about each honour, its statutes, and its history
- Receive nominations from members of the public for the consideration of competent authority
- Enable Nominees and Recipients to confirm receipt of correspondence and provide updated contact details through tokenised links
- Receive enquiries through the contact channel
The Service does not, in itself, confer honours. Conferral is an exclusive prerogative of the Crown exercised through the established procedures of the honours system.
Categories of Personal Data Processed
The categories of personal data processed depend on the channel through which data is submitted.
Nomination Submissions (data about the Nominee, provided by the Nominator):
- Full name of the Nominee, including any titles or post-nominals
- Contact details of the Nominee (where provided), including email, postal address, telephone
- Background information about the Nominee, including occupation, accomplishments, and the grounds for nomination
- Supporting documentation submitted by the Nominator
- Identifying and contact information of the Nominator
Tokenised Correspondence Responses (data about the Nominee or Recipient, provided by them):
- Confirmation of receipt of official correspondence
- Updated or corrected contact details
- Acceptance, declination, or other response to a notification of intended conferral
Contact-Form Enquiries:
- Identifying and contact information of the sender
- Subject and content of the enquiry
Public Registries:
- Name of the Recipient as it appears in the conferring instrument
- Title and grade of the honour conferred
- Date of conferral and reference to the relevant statute or order
Technical and Operational Data:
- IP addresses, timestamps, and access logs collected for security and diagnostic purposes
- Submission identifiers and audit trails
The State does not knowingly process sensitive personal data through the Service unless strictly necessary for the operation of the honours system and authorised by Kaharagian law.
Legal Basis for Processing
Personal data is processed on the following legal bases, as applicable:
Performance of Public Administration Functions Processing is necessary for the performance of official functions relating to the Kaharagian honours system, exercised under sovereign authority.
Compliance with Legal Obligations Processing is required to comply with archival, record-keeping, and publication obligations under Kaharagian law.
Legitimate Interests of Public Administration Processing is necessary for the legitimate interests of operating the honours system, including the receipt and consideration of nominations and the maintenance of accurate records.
All processing is conducted in accordance with the principles of lawfulness, necessity, proportionality, and purpose limitation as established under Kaharagian data protection law.
Purpose Limitation
Personal data submitted through the Service is used exclusively for:
- Considering nominations and conducting the deliberations of the honours system
- Communicating with Nominees and Recipients in respect of intended or actual conferral
- Publishing the official registries of honours conferred
- Responding to enquiries submitted through the contact channel
- Maintaining the security and integrity of the Service
- Fulfilling archival and record-keeping obligations
Personal data is not used for behavioural profiling, marketing, or any purpose unrelated to the honours system.
Public Disclosure of Honours
Conferral of an honour is a public act of the Crown. The name of the Recipient, the honour conferred, the grade, and the date of conferral are matters of public record and are published in the Royal Kaharagian Gazette and in the registries of the Service.
This publication is essential to the constitutional function of the honours system and is not subject to the ordinary right of erasure. Suppression or correction of registry entries may be considered only in exceptional circumstances by competent authority.
Information submitted in connection with a nomination, including the identity of the Nominator, the supporting material, and the substance of the deliberations, is not public and is treated as confidential.
Data Retention and Archival
Personal data is retained in accordance with Kaharagian archival and records-management law and the institutional retention schedules of the honours system.
- Registry entries (Recipient name, honour, date) are retained permanently as part of the historical record.
- Nomination files are retained in accordance with archival requirements for honours administration, which may extend long beyond the determination of the nomination.
- Tokenised correspondence is retained for the period necessary to administer the conferral process and for any subsequent record-keeping requirement.
- Contact-form enquiries are retained only as long as necessary to address the matter raised.
- Technical and access logs are retained under standard rotation, longer where required for an ongoing security investigation.
Upon expiration of the applicable retention period, personal data is securely deleted, anonymised, or transferred to the national archives in accordance with established procedures.
Security Measures
The State implements reasonable, proportionate technical and organisational measures to protect personal data processed through the Service. Measures include:
- Role-based access controls limiting access to authorised personnel
- Encryption in transit using current TLS standards, with disk-level encryption of underlying storage
- Logging and audit of administrative access and data processing activities
- Procedural safeguards including staff training and incident-response protocols
Notwithstanding these measures, no system can be guaranteed to be absolutely secure. Users acknowledge the inherent risks of digital data processing.
Data Sharing and Disclosure
Personal data submitted through the Service may be shared or disclosed in the following circumstances:
Intra-Governmental Sharing Data may be shared between competent Kaharagian institutions where necessary for the consideration of a nomination, the administration of an honour, or compliance with legal requirements.
Legal and Regulatory Requirements Data may be disclosed where required by Kaharagian law, judicial order, or administrative requirement.
Public Registries Information about conferred honours is published as set out in this Notice.
Personal data is not sold, rented, traded, or disclosed for commercial purposes or to third parties for their independent use.
International Hosting and Data Transfers
The Service is currently hosted on technical infrastructure located in the Federal Republic of Germany, with the associated domain registered through a registrar also based in the Federal Republic of Germany. Hosting and registrar arrangements may change over time as operational requirements evolve.
Such arrangements are made for technical and operational reasons and do not alter the governing law applicable to personal data, which remains subject exclusively to Kaharagian data protection law and sovereign jurisdiction.
Where personal data of Nominees or Recipients is processed in respect of persons resident outside Kaharagia, processing remains governed by Kaharagian law. Foreign data-protection regimes apply only to the extent expressly recognised within the Kaharagian legal order.
Rights of Data Subjects
Subject to applicable legal provisions and the public-record nature of conferred honours, data subjects may:
- Request confirmation of whether personal data concerning them is being processed
- Access personal data held concerning them
- Request correction of inaccurate personal data
- Request deletion of personal data in limited circumstances
These rights may be limited or excluded where necessary for:
- The constitutional function of the honours system, including public publication of registries
- Compliance with archival, records-management, and publication obligations
- The protection of the deliberative process of the honours system
- Public administration or law enforcement purposes
Requests should be submitted in writing to the appropriate contact authority below.
Contact and Enquiries
External and Cross-Border Legal Matters
All enquiries and correspondence relating to external legal matters, including data-protection requests from foreign jurisdictions and cross-border data access requests, shall be directed exclusively to:
Office of Legal Affairs
legal@state.kaharagia.org
Internal Law and Data Subject Rights
All enquiries relating to Kaharagian data protection law, data subject rights requests, and internal complaints shall be directed exclusively to:
Office of Laws & Justice
justice@state.kaharagia.org
Effect of Correspondence
Submission of correspondence does not create any obligation upon the State to respond within any particular timeframe, does not suspend or toll any proceedings, and does not replace formal legal procedures.
Amendment and Revision
This Privacy Notice may be amended at any time without prior notice. The current version shall be published and shall supersede all prior versions. Continued use of the Service following publication constitutes acceptance.
Governing Law
This Privacy Notice is governed exclusively by the laws of the Principality of Kaharagia. Any dispute arising from or relating to this Notice shall be resolved in accordance with Kaharagian law.