1. Purpose

This policy describes how PakPedia manages, stores, preserves, and provides access to non-personal civic records, and how the platform handles lawful requests from authorities or institutions. Since PakPedia does not collect or store personal data, legal requests relate only to public civic information or administrative documentation.

2. Scope

This policy applies to:

• Civic datasets
• Legal and administrative references
• District and geographic information
• Editorial logs (non-personal)
• Version histories
• Transparency reports
• Records of correction, dispute, and moderation actions (non-identifiable)

PakPedia does not store user identities, personal logs, or private data.

3. Records Management Principles

3.1 Integrity

Records must remain accurate, complete, and verifiable.

3.2 Transparency

Non-sensitive records may be made publicly accessible through transparency reports and archives.

3.3 Preservation

Historic civic information is maintained for long-term public benefit.

3.4 Neutrality

Record-keeping must not favor political, ideological, or institutional interests.

3.5 Evidence-Based Governance

Records support traceability of content decisions, updates, and data corrections.

4. Types of Records Maintained

4.1 Civic & Legal Reference Records

• Laws, amendments, gazettes
• Court-referenced material
• Governance structures

4.2 Geographic & Administrative Records

• District boundaries
• Police jurisdictions
• Local governance mappings

4.3 Editorial & Platform Logs

(All non-personal)

• Page version history
• Correction request logs
• Dispute resolution summaries
• Moderation decision summaries
• Transparency notes

4.4 Operational System Records

• System uptime logs
• API usage metrics (non-identifiable)
• Backup integrity logs

PakPedia does not store:

• Names, emails, or IP addresses of general users
• Personal browsing histories
• Contributor identities beyond internal non-public IDs

5. Storage & Retention Rules

5.1 Long-Term Preservation

PakPedia retains:

• Historic civic data
• Legal references
• Administrative revisions
• Public datasets
• Annual transparency reports
• Prior website versions (for archival documentation)

5.2 Limited Retention

Some operational logs are kept for a defined technical period and then securely deleted.

5.3 Deletion Requirements

PakPedia may delete:

• Outdated or superseded administrative records
• Incorrect or unverifiable data
• Redundant internal system logs

All deletions must be documented through version history or internal logs.

6. Access to Records

6.1 Public Access

The following may be publicly accessible:

• Civic and legal datasets
• District profiles
• Transparency reports
• Archive snapshots

6.2 Restricted Access

The following are internal:

• Editorial logs
• Moderation notes
• System security archives
• Operational error logs

6.3 No Personal Records

PakPedia holds no personal data, so access requests for individual user information cannot be fulfilled.

7. Legal Requests Policy

PakPedia responds only to legitimate, lawful, and scope-appropriate requests involving non-personal civic information or platform documentation.

7.1 Types of Valid Requests

• Verification of publicly listed civic or legal information
• Confirmation of administrative changes or corrections
• Requests from government bodies for accuracy updates
• Academic or institutional inquiries for archival references

7.2 Requests That Will Be Declined

PakPedia will not respond to:

• Requests for personal user information (none exists)
• Requests seeking contributor identities
• Political or partisan content alteration requests
• Attempts to influence civic explanation or legal interpretation
• Requests for internal moderation or dispute logs

7.3 Accepted Requestors

• Government authorities (non-political)
• Courts (for verification of public data only)
• Public institutions
• Academic researchers
• NGOs working on civic transparency

8. Submission Process for Legal Requests

Requests must be sent to:

[email protected]

Requests must include:

1. Full name of institution or authority
2. Legal basis or purpose
3. Clear description of the records requested
4. Expected timeline or deadline
5. Explanation of public-interest relevance

PakPedia may seek additional clarification before responding.

9. Review & Response Workflow

9.1 Verification

PakPedia reviews whether the request:

• Is lawful
• Falls within PakPedia’s available records
• Contains no political or influence-based intent
• Targets only non-personal information

9.2 Response

Responses may include:

• Confirmation of publicly available information
• Provision of civic data references
• Referral to the appropriate public dataset
• Clarification regarding how content was last updated

9.3 Rejection

Requests are rejected when:

• They involve personal data
• They attempt to influence content
• They exceed PakPedia’s scope
• They involve internal contributor or system information

A reason may be provided where appropriate.

10. Security & Confidentiality

Even though PakPedia stores no personal data:

• Internal operational records remain confidential
• Only authorized staff may handle legal requests
• Sensitive system information is never shared
• External parties cannot access internal logs or databases

11. Documentation & Transparency

All legal requests are logged internally, including:

• Request type
• Date received
• Decision made
• Summary of reasoning

Annual reports may include aggregated, non-identifiable statistics.

12. Compliance

PakPedia complies with applicable:

• Pakistani law
• Ethical open-data guidelines
• Civic neutrality principles
• Internal governance policies

Legal requests must not compromise platform integrity or public trust.