ARTICLE 16: TRANSPARENCY, RECORDS & DATA
Posted: Thu Sep 11, 2025 12:24 am
ARTICLE 16: TRANSPARENCY, RECORDS & DATA
16.1 Mandatory Registers:
KPRF shall maintain proper records for transparency, administration, race history, financial discipline, and future reference.
The Federation may maintain the following registers in physical and/or digital form:
━━━━━━━━━━━━━━━━━━━━━━━
16.2 Access to Records:
Access to official KPRF records shall be restricted to authorized persons only.
Authorized persons may include:
KPRF may allow supervised review of approved records at a suitable time and place.
No member shall demand unrestricted access to confidential, financial, disciplinary, legal, bank-related, personal, or sensitive Federation records.
━━━━━━━━━━━━━━━━━━━━━━━
16.3 Data Ownership:
All official data, records, documents, photographs, videos, results, race charts, member details, ring records, loft records, points tables, prize records, website content, forum posts, certificates, designs, announcements, and historical records are the property and intellectual assets of KPRF.
This includes:
Any person using KPRF data without permission may face disciplinary action, removal of access, recovery action, public correction, or legal action where necessary.
━━━━━━━━━━━━━━━━━━━━━━━
16.4 Publication of Race Results:
By joining KPRF or participating in KPRF races, members and participants agree that their name, loft name, pigeon ring details, race position, velocity, points, prizes, photographs, and performance records may be published by KPRF.
Such publication may be made through:
━━━━━━━━━━━━━━━━━━━━━━━
16.5 Privacy & Personal Data Protection:
KPRF shall take reasonable care to protect sensitive personal and financial data of members.
Sensitive information may include:
Members shall not misuse, leak, screenshot, forward, or publicly share another member’s private information obtained through KPRF.
━━━━━━━━━━━━━━━━━━━━━━━
16.6 Media Consent:
By joining KPRF or participating in any KPRF race, event, meeting, training toss, basketing, liberation, prize distribution, or public program, members and participants consent to reasonable use of their photographs, videos, loft names, race achievements, interviews, and public participation images for KPRF-related purposes.
KPRF may use such media for:
━━━━━━━━━━━━━━━━━━━━━━━
16.7 Record Retention:
General KPRF records should preferably be retained for a minimum period of ten (10) years wherever practical.
Important historical, disciplinary, legal, financial, race, championship, and long-distance achievement records may be retained permanently.
Disciplinary records, legal records, dispute records, fraud-related records, and records connected with unresolved matters shall be retained until the matter is fully resolved and thereafter for such period as the KPRF Leadership / Managing Committee considers necessary.
━━━━━━━━━━━━━━━━━━━━━━━
16.8 Digital Records & Backups:
KPRF may maintain digital backups of important records to protect against loss, damage, deletion, theft, or technical failure.
Digital backups may include:
No member shall delete, alter, damage, hack, misuse, or take control of KPRF digital records, website, forum, domain, email, or storage system.
━━━━━━━━━━━━━━━━━━━━━━━
16.9 Transparency with Discipline:
KPRF is committed to transparency in race results, schedules, rules, points, prizes, and official announcements.
However, transparency shall not mean unrestricted public access to confidential records, private member details, financial documents, internal committee discussions, disciplinary files, legal matters, or sensitive information.
The Federation shall balance transparency with privacy, discipline, legal safety, and proper administration.
━━━━━━━━━━━━━━━━━━━━━━━
16.10 Correction of Records:
If any mistake is found in race results, member details, ring records, points, prize records, names, distances, dates, or any official data, KPRF may correct the record after verification.
Corrections may be made physically, digitally, through official forum updates, revised result sheets, amended documents, or official announcements.
No correction shall be made privately or secretly for personal benefit.
All major corrections shall be recorded where necessary.
━━━━━━━━━━━━━━━━━━━━━━━
16.11 Final Authority on Records & Data:
The KPRF Leadership / Managing Committee shall have final authority over the creation, maintenance, access, correction, publication, preservation, and protection of all Federation records and data.
Every member and participant shall respect KPRF’s ownership and control over its official records.
Every Flight Breaks Limits. Every Return Writes History.
16.1 Mandatory Registers:
KPRF shall maintain proper records for transparency, administration, race history, financial discipline, and future reference.
The Federation may maintain the following registers in physical and/or digital form:
- Member Register
- Minute Book / Meeting Records
- Cash Book / Financial Ledger
- Bank Transaction Records
- Receipt Register
- Asset Register
- Race Register
- Training Toss Register
- Ring Register
- Loft GPS / Distance Register
- Result Register
- Prize & Points Register
- Sponsorship Register
- Donation Register
- Disciplinary Register
- Complaint / Objection Register
- Audit / Financial Review Records
- Amendment Register
- Official Announcement Register
- Website / Forum / Digital Records
━━━━━━━━━━━━━━━━━━━━━━━
16.2 Access to Records:
Access to official KPRF records shall be restricted to authorized persons only.
Authorized persons may include:
- Permanent President
- Founder
- Secretary
- Treasurer
- Managing Committee Members
- Appointed Auditor / Chartered Accountant
- Authorized Race Officials
- Any other person approved by the KPRF Leadership / Managing Committee
KPRF may allow supervised review of approved records at a suitable time and place.
No member shall demand unrestricted access to confidential, financial, disciplinary, legal, bank-related, personal, or sensitive Federation records.
━━━━━━━━━━━━━━━━━━━━━━━
16.3 Data Ownership:
All official data, records, documents, photographs, videos, results, race charts, member details, ring records, loft records, points tables, prize records, website content, forum posts, certificates, designs, announcements, and historical records are the property and intellectual assets of KPRF.
This includes:
- Race results
- Race schedules
- Member database
- Loft distance records
- Ring records
- Championship points
- Prize records
- Race photographs and videos
- Official posters and banners
- KPRF logo, name, slogan, and branding
- Website and forum content
- Historical race records, including long-distance achievements
Any person using KPRF data without permission may face disciplinary action, removal of access, recovery action, public correction, or legal action where necessary.
━━━━━━━━━━━━━━━━━━━━━━━
16.4 Publication of Race Results:
By joining KPRF or participating in KPRF races, members and participants agree that their name, loft name, pigeon ring details, race position, velocity, points, prizes, photographs, and performance records may be published by KPRF.
Such publication may be made through:
- KPRF official website
- KPRF forum
- WhatsApp groups
- Social media pages
- Posters and banners
- Certificates
- Prize distribution materials
- News articles or federation records
- International result platforms, where applicable
━━━━━━━━━━━━━━━━━━━━━━━
16.5 Privacy & Personal Data Protection:
KPRF shall take reasonable care to protect sensitive personal and financial data of members.
Sensitive information may include:
- Aadhaar details or identity documents
- Residential address
- Phone number
- Bank details
- Payment records
- Personal complaints
- Disciplinary records
- Private communication
- Medical or family-related information, if any
Members shall not misuse, leak, screenshot, forward, or publicly share another member’s private information obtained through KPRF.
━━━━━━━━━━━━━━━━━━━━━━━
16.6 Media Consent:
By joining KPRF or participating in any KPRF race, event, meeting, training toss, basketing, liberation, prize distribution, or public program, members and participants consent to reasonable use of their photographs, videos, loft names, race achievements, interviews, and public participation images for KPRF-related purposes.
KPRF may use such media for:
- Race reports
- Result posts
- Club announcements
- Prize distribution posts
- Website and forum updates
- Promotional posters
- Historical records
- Social media content
- Federation publicity and documentation
━━━━━━━━━━━━━━━━━━━━━━━
16.7 Record Retention:
General KPRF records should preferably be retained for a minimum period of ten (10) years wherever practical.
Important historical, disciplinary, legal, financial, race, championship, and long-distance achievement records may be retained permanently.
Disciplinary records, legal records, dispute records, fraud-related records, and records connected with unresolved matters shall be retained until the matter is fully resolved and thereafter for such period as the KPRF Leadership / Managing Committee considers necessary.
━━━━━━━━━━━━━━━━━━━━━━━
16.8 Digital Records & Backups:
KPRF may maintain digital backups of important records to protect against loss, damage, deletion, theft, or technical failure.
Digital backups may include:
- Cloud storage
- External hard drives
- Website / forum database backups
- PDF copies
- Spreadsheet copies
- Scanned documents
- WhatsApp export records
- Email records
No member shall delete, alter, damage, hack, misuse, or take control of KPRF digital records, website, forum, domain, email, or storage system.
━━━━━━━━━━━━━━━━━━━━━━━
16.9 Transparency with Discipline:
KPRF is committed to transparency in race results, schedules, rules, points, prizes, and official announcements.
However, transparency shall not mean unrestricted public access to confidential records, private member details, financial documents, internal committee discussions, disciplinary files, legal matters, or sensitive information.
The Federation shall balance transparency with privacy, discipline, legal safety, and proper administration.
━━━━━━━━━━━━━━━━━━━━━━━
16.10 Correction of Records:
If any mistake is found in race results, member details, ring records, points, prize records, names, distances, dates, or any official data, KPRF may correct the record after verification.
Corrections may be made physically, digitally, through official forum updates, revised result sheets, amended documents, or official announcements.
No correction shall be made privately or secretly for personal benefit.
All major corrections shall be recorded where necessary.
━━━━━━━━━━━━━━━━━━━━━━━
16.11 Final Authority on Records & Data:
The KPRF Leadership / Managing Committee shall have final authority over the creation, maintenance, access, correction, publication, preservation, and protection of all Federation records and data.
Every member and participant shall respect KPRF’s ownership and control over its official records.
Every Flight Breaks Limits. Every Return Writes History.