Kairos is a workspace for planning work with a team and publishing the events that come out of it. This policy covers the Kairos web application at kairosonline.net and the accounts, organizations, and content inside it.

Kairos is built and operated by an individual developer in Bulgaria as an independent project, not by a registered company. That person is the data controller for everything described here and can be reached at madebykairos@gmail.com. Because Kairos is neither a public authority nor an organisation whose core activity is large-scale monitoring or processing of special-category data, no data protection officer is appointed; requests go to the address above and are answered by the person who runs the service.

When you create an account we store:

• Your name, email address, and whether that address has been verified.
• Your profile picture and bio, if you add them.
• If you signed up with a password: a hash of it, never the password itself. Password reset codes are stored hashed the same way, alongside the hint you chose.
• Security state that keeps the account yours — failed sign-in counts and lockout timestamps.
• Your preferences: language, timezone, date format, theme, and accent colour.

We use this to authenticate you, to show you the product in the language and shape you asked for, and to protect the account against someone else trying to get into it.

Someone who belongs to a Kairos workspace typed your email address into an invitation, so that you could join that workspace. That is where we got your address: from them, not from a list, a purchase, or your contacts. The email names who invited you.

For that invitation we store:

• Your email address, the workspace, who invited you, and the role and permissions they offered.
• A hash of the link in the email — never the link itself — and when it expires, seven days after it was sent.
• How many times the invitation was sent. The person who invited you can resend it at most twice, a day apart. We never send reminders on our own.

We do this on the basis of legitimate interest (GDPR Art. 6(1)(f)): the person inviting you needs a way to give you access, and a single email that you can ignore is the least intrusive way to do it. The invitation contains no advertising.

If you do nothing, nothing happens. An invitation that was not accepted — expired, declined, or withdrawn — is deleted, with your address, within 30 days after it ends. If you accept, the address becomes part of your account and is handled as described above.

Every invitation email has a link saying “Don't send me Kairos invitations again”. Following it withdraws any pending invitations to your address and stops all future ones. To remember that, we keep a keyed hash of your address — a value that recognises it again but cannot be turned back into it — for as long as the objection stands. The person who invited you is not told that you opted out. To reverse it, write to madebykairos@gmail.com from that address.

When someone types your address into an invitation, they see your name and picture only if you already share a workspace with them, or if you have turned on “Let people find me by email” in your settings. Otherwise they see the same thing whether or not you have an account.

You have the rights described under “Your rights over your data” below, including to object, and you can complain to the Bulgarian Commission for Personal Data Protection (КЗЛД, cpdp.bg).

Almost everything else we hold is content you or your collaborators chose to put into Kairos:

• Organizations and their members, roles, invitations, and join codes.
• Projects and the people you share them with.
• Tasks, their comments, and an activity log recording who changed what and when.
• Notebooks, sticky notes, and the shares you create for them.
• Events, along with RSVPs, comments, and likes.
• Direct conversations and the messages in them.
• Notifications generated for you, and files you upload.

This content is visible to the people you share it with — collaborators on a project, members of an organization, the recipient of a direct message. Who can see what is decided by those memberships and shares, not by us.

Kairos has assistant and agent features. When you use them we store your conversations and the assistant's replies, any notes the assistant keeps about your preferences so it stays useful between sessions, any schedules you asked it to run, and the findings it surfaces to you.

Agents that can change your data — planning tasks, filing notes, publishing events, administering an organization — write a record of every proposed change and every applied change. That audit trail exists so you can see exactly what an agent did on your behalf, and undo it.

To generate a reply we send the relevant part of your prompt and the surrounding context to NVIDIA, whose hosted inference endpoints run the models behind these features. We send only what the request needs — the conversation in front of you and the records it refers to — never your password hash, your tokens, or content from workspaces you are not a member of. Prompts are sent for inference and to keep the service running, not as training data; NVIDIA's own terms for these endpoints govern what it may do with them, and we do not grant any provider permission to train on your content.

We also generate embeddings — numeric representations of your text — so the assistant can find relevant notes and tasks. These are stored in our own database alongside the content they describe.

You can generate API keys and register webhooks to reach Kairos from your own tools. We store those keys hashed, and we log webhook delivery attempts and their responses so you can debug them.

If you sign in through an identity provider instead of a password, we store the identifiers and tokens that provider returns so we can recognise you next time. We do not receive your password for that service. Sessions are stored server-side and end when you sign out or when they expire.

Separately, you can connect a calendar so Kairos can show your real schedule alongside your work. Connecting one stores an access and refresh token for that account, encrypted at rest, plus the events Kairos reads from it. The tokens are scoped to your calendar and nothing else, the connection is listed in your settings with the account it belongs to, and disconnecting it there deletes the tokens and the imported events.

Kairos sets three cookies, all of them functional:

• A session cookie, which is what keeps you signed in. It ends when the session does.
• kairos.accounts — remembers the accounts you switch between on this device, so you can move between them without signing in again. Server-signed, HTTP-only, and it expires after 30 days.
• NEXT_LOCALE — the language you picked, so the next page loads in it. It lasts a year.

A few display preferences — light or dark theme, accent colour, whether you have dismissed the intro, where you like the notification panel — are kept in your browser's local storage rather than in a cookie. They never leave your device.

We do not set advertising cookies, and we do not run third-party analytics or tracking scripts. Fonts are served from Kairos itself rather than a font CDN, so browsing the product does not disclose your visit to a font provider. That is why you are not being asked to accept a cookie banner. If that ever changes, this section changes with it and we will ask for your consent first.

In your settings you can turn these on or off at any time:

• Profile visibility — whether other people in the product can see your profile, and who counts as “other people”: everyone, your organization, or only people you share work with.
• Online status — whether others can see when you are active.
• Activity tracking — off by default.
• Product data collection — off by default.

The last two are off unless you switch them on, and switching them off again stops the collection from that moment. You can also manage your notification preferences in the same place.

We use a small set of service providers to run Kairos. They act on our instructions, under their own published data processing terms, and only for the purposes below:

• Supabase — managed Postgres, hosted in the European Union (Ireland). This holds everything described above.
• UploadThing — storage for the files and images you upload.
• Resend — transactional email: address verification, password resets, and the notifications you asked to receive by mail.
• NVIDIA — hosted model inference for the AI features described above.
• Our own realtime server — delivers live updates and presence inside the product. It runs on our infrastructure, not a third party's.

An event page can show where the event is on an OpenStreetMap map. The map is not loaded until you press “Show map”; only then does your browser contact the OpenStreetMap Foundation, which receives your IP address and the area shown. To place the pin, Kairos sends an event's published venue and address — never anything about you — to OpenStreetMap's Nominatim service once, when the event is saved. The “Open in Google Maps” link sends nothing to Google unless you click it.

We keep your data for as long as your account is open. Content you create stays until you or a collaborator with permission deletes it; account data, security state, agent audit trails and webhook delivery logs stay until you close your account, and are removed with it.

Assistant conversations are currently kept for as long as your account is open. The product can age them out on plans with a limited history window — messages older than the window are deleted and a summary of the thread survives in their place — but no such limit applies to any account today.

Invitations that were never accepted are deleted, address included, within 30 days after they expire, are declined, or are withdrawn — see “If you received a Kairos invitation” above.

Closing your account from the security section of your settings deletes it immediately, and the deletion reaches further than most:

• Your profile, preferences, sessions, sign-in methods, API keys, assistant conversations, connected calendars and uploaded files are deleted.
• Any organization you created is deleted too — along with the projects, tasks and content inside it, including work contributed by its other members. If you share an organization with people who need to keep it, transfer it or hand over ownership before you close your account.
• Where an item belongs to someone else, your identity is detached from it rather than the item being destroyed: tasks you created or were assigned inside someone else's project survive without you on them, and messages you sent in a direct conversation remain visible to the person you sent them to, no longer linked to an account.

Backups taken by our database provider may retain deleted rows for a short period before they roll off, in line with that provider's backup schedule. We do not restore backups to recover data a user has deleted.

If you are in the EU or the UK, data protection law gives you the right to access your data, correct it, delete it, take it elsewhere, restrict how we use it, and object to particular uses. Two of these are built into the product and need no request:

• Export — download your tasks, notes and events from your settings, as CSV, Markdown, or an ICS calendar file.
• Deletion — close your account and delete your data from the security section of your settings.

The built-in export is narrower than a full access or portability request: it covers tasks, notes and events, not your profile, direct messages, organization memberships, or assistant conversations. So if you want everything, ask. Write to madebykairos@gmail.com and we will assemble the rest by hand and send it to you in a structured, machine-readable file. That is free, and it does not depend on what you pay for Kairos.

We answer requests within one month of receiving them. If a request is unusually complex we may extend that by up to two further months, and we will tell you inside the first month if we need to. To protect your account we may first need to confirm that the request comes from you.

If you think we have handled your data badly, please tell us first — it is usually the fastest way to fix it. You also have the right to complain to a supervisory authority. Ours is the Bulgarian Commission for Personal Data Protection (Комисия за защита на личните данни), 2 Prof. Tsvetan Lazarov Blvd, Sofia 1592, cpdp.bg. If you live elsewhere in the EU you may complain to the authority where you live instead.

Each thing we do with your data rests on one of these grounds:

• Performance of a contract — your account, your content, the collaboration features, and the AI features you choose to use. These are the service you asked for; without this data there is no product to deliver.
• Legitimate interests — keeping accounts from being taken over, and keeping records of what changed and who changed it. This covers failed sign-in counts, lockouts, activity logs and agent audit trails. We keep it to the minimum that serves the purpose.
• Consent — optional features that are off until you switch them on, namely activity tracking and product data collection, and any email you opt into. You can withdraw consent at any time in your settings; withdrawing it does not affect what was lawfully processed before.
• Legal obligation — where we have to keep or disclose something to comply with the law.

The database that holds your account and your content is hosted in the European Union. Three of the providers listed above may process data outside the European Economic Area in the course of their service — NVIDIA for model inference, UploadThing for file storage, and Resend for outgoing email. Those transfers rely on the European Commission's Standard Contractual Clauses as incorporated into each provider's data processing terms, together with the technical measures described here: encryption in transit throughout, and encryption at rest for credentials and connected-service tokens.

Kairos is built for teams at work and is not aimed at children. You must be at least 14 to have an account, which is the age at which Bulgarian law lets someone consent to a service like this one on their own. If we learn that an account belongs to someone younger, we delete the account and its content without asking for anything further. If you believe a child has an account here, write to madebykairos@gmail.com and we will act on it.

When this policy changes we update the date at the top of the page. If a change affects how we use your data — a new processor, a new purpose, a shorter or longer retention period — we will tell you in the product and by email at least 14 days before it takes effect, so you have time to read it and, if you disagree, to export your data and close your account. Changes that merely clarify wording take effect when published.