The control standard for how Kashiwa Help may collect, structure and propose information. Publicly reachable does not by itself mean free to collect, store, reproduce or republish. This page sets out what the system does and, boundary by boundary, what it does not.
Version 4.9, effective 2026-10-05, replacing v4.8
This English text is a translation; the Japanese version is authoritative.
01
Seven boundaries
Each boundary is stated from both sides. The outer column is the substantive half.
B1
Who operates this
Who runs the service.
Held by a control
Inside the boundary
An independent civic project run by one individual living in Kashiwa.
Public-sector information is presented as a link to its source.
Outside it — not done
Not Kashiwa City or any other public body, and neither commissioned nor endorsed by one.
No review, approval or partnership by any organisation cited here is implied.
No public body's name, logo or visual identity is used.
B2
Standing and reliance
How far this may be relied on.
Held by commitment
Inside the boundary
Statements carry their source and the time they were taken, so they can be checked against the original.
Reports of error are accepted, and content is corrected or withdrawn.
Outside it — not done
Not an official announcement, and not legal, medical, administrative or financial advice.
No guarantee of accuracy, completeness or currency is given.
Not to be used as primary information for disaster, evacuation or emergency decisions. Check the city and the responsible authority.
B3
Capability in service
What is actually running.
Held by a control
Inside the boundary
Ordinary public HTML pages in Kashiwa City's sitemap are read once a day at 04:17 JST, prioritizing facilities and events without following links. URLs returning 404, 410, redirects or non-HTML within the last 30 days are skipped. Council index and official event calendar discovery are separate, narrowly reviewed exceptions.
The model runs on equipment the operator manages in Japan; no external AI service is used. The X keyword scan is not offered in this version.
Latest news combines published city facts, events, council sessions, issues and proposals. Code ranks deadlines within seven days, events within seven days, new items within 48 hours and safety keywords, penalizing external/resident doubtful items. Daily at 06:30 JST, and weekly on Mondays, top items yield 3–5 Japanese sentences and English/Chinese translations with dates, numbers and places checked in code. Official-only digests have no model verdict or doubtful label; mixed digests judge only external/resident sources and their headlines. Integrity failures stay private; model failure retains the previous digest without push. Topic news push is capped at one per member per Tokyo day; preferences are deleted on account closure.
A separate non-AI source conditionally polls official JMA disaster-information XML every two minutes. Only VPWW54 format 1.2_2 for Kashiwa 1221700 is deterministically parsed; unknown formats fail closed. Warnings/emergency warnings appear on every public page and first in news; advisories use a compact strip. Report/fetch times over two hours behind the newest Chiba entry, or fetch failure lasting over ten minutes, show an unavailable message and source link. Newly issued warnings notify opted-in members once per kind per six hours. No model participates in retrieval, display, notification or translation; JMA items are excluded from AI digests.
避難場所图层是确定性非AI的国土地理院GeoJSON数据，依据国土地理院内容利用规约（兼容CC BY 4.0），署名并链接原始清单。每周获取八种灾害类型的紧急避难场所及普通/福祉避难所；代码限制cyberjapandata.gsi.go.jp主机和获准的z10瓦片路径。图层以日英中说明：数据可能过时或缺失并须向柏市确认；紧急避难场所与避难所不同且按灾害类型指定；数据会更新，下载或打印副本可能过期。不使用模型或AI摘要处理这些数据。
Evacuation sites are a deterministic non-AI layer from GSI GeoJSON under the GSI Terms of Use (compatible with CC BY 4.0), with attribution 出典：国土地理院（指定緊急避難場所・指定避難所データ） and a link to GSI. Eight hazard-specific emergency-site layers and general/welfare shelter layers are fetched weekly. Code restricts requests to cyberjapandata.gsi.go.jp and the approved z10 tile paths. The layer visibly states that records may be outdated or missing (confirm with Kashiwa City), emergency sites differ from shelters and are designated by hazard, and data changes over time so downloaded/printed copies may be stale. No model or AI digest uses this data.
Garbage item names and categories are deterministically parsed from the city's guide and displayed verbatim. Select Kashiwa or former Shonan; NFKC and kana folding rank name/reading prefix before substring matches, then append exact or prefix related-term matches, capped at 50. A locally hosted model only creates search-aid keywords offline, stored and validated by code, never at query time and never deciding a category. Related-term matches are marked; disposal/category and item links, data dates and attribution remain visible. Empty, not-yet-loaded and unavailable states are honest; area applicability comes from the city guide. No translation or AI digest processes this dictionary.
Outside it — not done
Official city information receives classification and labelling only, never AI publication or doubtful judgements. External sources and civic submissions retain full AI judgement governance. Automated social replies are not enabled.
City AI processing can reach only the model and the registered Kashiwa source. The app-owned moderation worker reaches only the app database and locally hosted model. The digest worker reaches the app database, read-only public-source database and local model; account data and notification topics never reach the model.
Fetching is one request every three seconds, serial, at most 16 ordinary pages plus eight council requests and three council model calls per run. Events have two month views, at most four truncated day views, twelve detail pages and twenty-four model calls. City information, events and council share 60 total source requests in 24 hours including indexes and the sitemap. The garbage dictionary is loaded every half month by a dedicated job outside the daily request cap, at most 110 requests including indexes, three seconds apart. A 403, 429 or any 5xx, a slow response, or two errors in a row ends that run at once. A 404 does not count toward consecutive errors.
Inference runs in scheduled workers, not visitor requests. Model unavailability or invalid output leaves submissions pending and private.
B4
Personal data
Whose information is not processed.
Held by a control
Inside the boundary
Run records are kept for 30 days and offered as a download.
The model receives allowed city-page text and submitted civic text. Residents author local issues; proposals are currently authored only by operators.
Which model is in use, who provides it and where it runs are shown on the operations page. An outside provider is named in the privacy policy as well.
Outside it — not done
Help requests are always private and never sent to a model. Account data and submitted coordinates are never sent either. Resident civic text reaches the operator's locally hosted model in Japan; no external AI service is used.
A provider that trains on what it is sent is not used.
No resident profiles are built and no sensitive attributes are inferred.
Public facility phone numbers, email and addresses are contact details; a person's name with an address is rejected in code. Published council member names are used as officials acting in office. Resident privacy rules are unchanged.
B5
Sources, rights and access
How material is collected.
Held by a control
Inside the boundary
Only registered sources are in scope, and a robots Disallow is treated as a prohibition. Ordinary city information starts from the sitemap. Operator request 2026-10-04 permits council discovery only from the regular/extraordinary session index to session indexes and five HTML page types: results, bills, preliminary results, schedules and question notices. Except for bounded official event calendar views, nothing but an html page on the city site is requested.
Rate limits and change detection apply; unchanged material is not processed. Council child pages are revisited only when conditional session-index retrieval reports a change. The minutes service ssp.kaigiroku.net is never fetched because its robots.txt disallows the text paths; full minutes are linked only.
Operator policy 2026-10-04: facts, events and council information from the city site, marked official in the source registry, receive classification and labelling only. The model never issues allow, doubtful or block judgements. Deterministic integrity failures in evidence, lengths, reproduction, a person's name with an address, numbers or duplicates prevent publication; otherwise the existing official-source attribution is shown, never a doubtful label. AI classifies fact topics, event categories and question topics; places still require source text and the gazetteer. English/Chinese council summaries are labelled machine translations. Page text is never stored.
Only current/next month views of the official event calendar are read, adding day views only for days truncated behind More. Discovery accepts same-host HTML event details, never arbitrary CGI or recursive links. Dates, times and venues are parsed deterministically where possible and integrity is checked in code. Event titles and original one-to-two-sentence summaries remain Japanese in every locale. Coordinates come only from a unique gazetteer match of a venue/place copied from the page, never the model. Events ended more than 30 days ago are hidden, not deleted.
Official JMA XML is a separate source under the Government Standard Terms of Use, source conditions checked 2026-10-04. Verbatim kind names carry 出典：気象庁, a source link and report time. Only the dedicated site-owned job fetches HTTPS www.data.jma.go.jp/developer/xml/; external entities, redirects and unknown formats are refused. JMA uses a CDN: this job's NetworkPolicy permits port 443 excluding private, link-local and shared-address ranges, with a code-enforced host allowlist. The stale bosai JSON is never used.
GSI GeoJSON evacuation sites are a deterministic non-AI source under the GSI Terms of Use (compatible with CC BY 4.0), attributed and linked to the GSI list. Weekly fetches cover eight hazard-specific emergency-site layers and general/welfare shelters; code restricts the host to cyberjapandata.gsi.go.jp and approved z10 tile paths. The layer states in Japanese, English and Chinese that data may be outdated/missing (confirm with Kashiwa City), emergency sites differ from shelters and are hazard-specific, and downloaded/printed copies may become stale as data is updated. No model or AI digest uses these records.
The sync refuses redirects and keeps prior rows if validation fails, including results below the 50-site sanity floor.
Operator direction 2026-10-05 permits only two sorting-guide roots and 44 reviewed kana-list paths per area. Former Shonan's analogous path must match or discovery fails closed. A dedicated job loads the dictionary every half month outside the daily request cap, at most 110 requests three seconds apart; loaded lists refresh conditionally no sooner than 14 days and all attempts are recorded. Each list is authoritative for its kana: disappeared items are removed. Item names and categories are deterministic and verbatim. Area, reading, three URLs and data timestamp persist, along with search-aid keywords created only offline by a locally hosted model, stored and validated by code, never at query time and never deciding a category. Disposal prose and approximately 3,500 item detail pages are never fetched or copied; attribution is 出典：柏市ごみ分別便利ガイド.
Outside it — not done
No reproduction or mirroring of text or images except explicitly reusable JMA kind names and bounded garbage item/category names. The dictionary exception is not general permission to reproduce.
No bypassing of login, CAPTCHA, WAF or access controls, and no proxy rotation or false identity.
No use of material whose rights are unclear.
A limitation or exception is never read as permission to republish.
B6
Decisions and responsibility
Who decides.
Held by a control
Inside the boundary
External sources and resident submissions retain AI judgement governance: allow publishes, doubtful publishes labelled, block stays private; submitters receive reasons. Official city information uses classification, labelling and deterministic checks only. There is no human publication review. Legal takedown handling is separate.
Challenges to what is written are received at an account-free route, /challenge/, which asks for no contact detail and returns a receipt code for reading the outcome.
Every challenge is closed as corrected, unchanged or out of scope, and the answer is recorded.
Outside it — not done
Final responsibility is never transferred to a model or a supplier.
A model's internal reasoning is never treated as evidence for a fact or a decision.
No unapproved bulk posting, replies or outbound messaging.
B7
What this standard covers
What this document is.
Held by commitment
Inside the boundary
An internal engineering rule for the operator's own systems.
It carries a version and an effective date; a change in meaning raises the version and replaces the previous one.
Outside it — not done
Not legal advice and not a judgement of legal compliance. It was not written by a lawyer.
Not a claim of certification, audit or third-party approval.
It places no obligation on anyone else.
A boundary held by a control is refused by a check, a policy or a grant whether or not anyone chooses to be honest. A boundary held by commitment rests on the operator's word and on review. Saying which is which, rather than presenting both as guarantees, is itself part of this standard.
02
Governed AI operations flow
The model is not the centre of authority. Deterministic gates before and after it, plus the ability to stop and correct, are.
01
Sources
Official sites, APIs, RSS, and open data
02
Source policy
Check access and registry trust class
03
Fetch and diff
Robots, rate limits, ETag; no AI call when unchanged
04
Rights and privacy
Check copyright, licence, personal and sensitive data
05
Bounded AI job
Structured input with token, tool, and time limits
06
Evidence validation
Bind every claim to source, time, excerpt, and result
07
Publication and labelling
Official city sources: classification and attribution only. External sources and residents: AI judgement
08
Monitor and correct
Detect complaints, errors, and expiry; retract and feed rules back
Three judgement outcomes for external sources and residents
ALLOW
Publish directly after AI governance.
REVIEW
Publish marked doubtful with a reason; no human review.
BLOCK
Do not publish; record and show the AI rejection reason to the submitter.
03
Operating principles
01
Policy before Fetch
Decide permission before retrieval
02
Deterministic before LLM
Do not use a model for what code can verify
03
Delta before Full Context
Process changes, not whole documents
04
Fact before Expression
Fix facts before composing language
05
Evidence before Publish
Publish no unsupported claim
06
Privacy by Default
Minimise personal data; normally block sensitive data
07
Fail Closed
Model unavailable or invalid output means pending and private
08
Human Accountability
Never transfer final responsibility to a model
09
Reversible Operations
Make publications, rules, and model changes reversible
10
No Evasion
Never bypass login, CAPTCHA, WAF, or access controls
04
Source and rights treatment
Ordinary public-sector web pages
FACT ONLY
Extract facts, explain in original language, link to the source, and do not reproduce text or images.
Explicitly licensed open data
LICENSED
Record and follow attribution, modification, and display conditions.
Maps, third-party works, or unclear rights
BLOCK
Not collected, analysed or published until the rights position is confirmed.
BOUNDED BY DESIGN
AI job contract
Purpose and capability scope
Source, content hash, and delta
Input and output JSON Schema
Model, prompt, and policy versions
Token, time, and tool-call limits
Correlation ID and idempotency key
Claim-level sources and validation
Retry, stop, expiry, and retraction states
05
Correctability is part of quality
Post-publication metrics, complaints, corrections, terms changes, and source health return to the same audit loop. Improvements become versioned rule, prompt, or source-policy candidates, evaluated with approval and rollback. AI never rewrites its own production rules.
Material consulted
RFC 9309 and published material from Japan's Personal Information Protection Commission, Agency for Cultural Affairs and Digital Agency were consulted while writing this standard. Laws, terms and source conditions change, so the current primary text is checked at the time of use.
These are publicly available materials that were consulted. Their publication does not indicate any review, approval, recommendation or partnership by those organisations.
This page explains an operating policy; it is not legal advice. Where an individual judgement is needed, consult a professional familiar with Japanese law. Corrections, removal requests and complaints are received at the contact address.
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