Privacy Policy

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 and the accounts, organizations, and content inside it.

The data controller is To do — legal review: legal entity name, registered address, company number, and whether a data protection officer has been appointed

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.

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 context to a large-language-model provider. The provider Kairos uses is set by deployment configuration rather than fixed in the code, so before this page is published: To do — legal review: name the provider(s) actually used in production, their processing location, their retention window, and confirm in writing that they do not train on our submissions

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 and, where you granted it, act on your behalf. We do not receive your password for that service. Sessions are stored server-side and end when you sign out or when they expire.

Kairos sets a small number of cookies, all of them functional:

• A session cookie, which is what keeps you signed in.
• An account-switcher cookie (kairos.accounts), which remembers the accounts you switch between on this device. It lasts 30 days.
• A locale cookie remembering the language you picked, and a theme cookie remembering light or dark.

We do not set advertising cookies, and we do not run third-party analytics or tracking scripts. 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 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.
• 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. 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 and only for the purposes below:

• A managed Postgres database, hosted in the European Union, which holds everything described above.
• A file-upload and storage provider, for the files and images you upload.
• A transactional email provider, for account emails — verification, password resets, notifications.
• A maps provider, used when an event has a location. Loading a map involves a request to that provider from your browser.
• A large-language-model provider, for the AI features described above.
• Our own realtime server, which delivers live updates and presence within the product.

Fonts are served from Kairos itself rather than a third-party font CDN, so browsing the product does not disclose your visit to a font provider. To do — legal review: name each provider explicitly and link its own privacy terms; confirm a data processing agreement is in place with each

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, and account data stays until you close your account. There is one exception: on plans with a limited history window, assistant messages older than that window are deleted, and what survives is a summary of the conversation rather than the individual turns.

Closing your account deletes it and the content you created — To do — legal review: the deletion currently cascades further than this section describes: it also removes organizations you created, along with the projects and tasks inside them, including other members' work. Fix the cascade or describe this behaviour accurately and warn the account holder before publishing

To do — legal review: agree a committed retention schedule — in particular for AI conversations, activity and audit logs, webhook delivery logs, and server logs — and state each period here rather than "until you delete it"

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 you do not need to ask us:

• Export — download your tasks, notes, and events from your settings. Which file formats you get depends on your plan.
• Deletion — close your account and delete your data from the security section of your settings.

To do — legal review: the export is narrower than an access or portability request: it covers tasks, notes, and events only — not your profile, direct messages, organization memberships, or assistant conversations — and the richer formats are limited by plan, with the free plan receiving tasks alone. A portability request cannot be conditioned on payment, so either widen the export or commit here to fulfilling these requests manually on request

For anything else, contact us and we will answer. To do — legal review: privacy contact address, the response deadline we commit to, and the supervisory authority users may complain to

We process your account and content data because we need it to provide the service you asked for, and we process security data — sign-in attempts, lockouts, audit logs — because we have a legitimate interest in keeping accounts from being taken over. Optional features such as activity tracking run on your consent, which you can withdraw in your settings. To do — legal review: confirm this mapping of purposes to legal bases with counsel

The primary database is hosted in the European Union. Some of the providers listed above may process data outside the EU — in particular the language-model and file-storage providers. To do — legal review: identify which providers transfer data outside the EEA and state the safeguard relied on for each

Kairos is built for teams at work and is not intended for children. To do — legal review: set and state a minimum age, and describe what happens if we learn an account belongs to someone under it

When this policy changes we update the date at the top of the page. For changes that affect how we use your data, we will tell you rather than expecting you to notice. To do — legal review: decide how material changes are announced — in-product notice, email, or both — and how much notice is given