Kairos Privacy Policy

Account and profile information

We may collect your name, email address, graduation year, location, academic interests, college-planning preferences, and other information you choose to add to your profile.

College-planning information

We may store schools you track, admissions preferences, opportunities, deadlines, campus visits, notes, reflections, application-related information, and other planning activity you choose to manage in Kairos.

Connected Gmail information

If you choose to connect Gmail, Kairos uses the Google Gmail API to access information necessary to provide the email-organization features you request. This can include sender information, subject lines, message content, dates, headers, and other message metadata for qualifying college and university communications.

Kairos currently requests read-only Gmail access. Kairos does not use this permission to send, edit, delete, label, archive, or otherwise modify your Gmail messages.

We use information to:

• provide, operate, secure, and maintain Kairos
• organize college admissions communications
• identify schools, opportunities, deadlines, events, scholarships, and next steps
• generate user-facing summaries and recommendations
• support account, onboarding, and customer-service functions
• detect abuse, troubleshoot problems, and protect the Service
• improve Kairos features in ways permitted by applicable law and platform policies

We may use aggregated or appropriately de-identified information for internal analytics and product planning. Google Workspace data is not used for advertising, advertising profiles, credit decisions, or the training of generalized artificial intelligence or machine-learning models.

Kairos uses Google Workspace APIs, including the Gmail API, only to provide and improve user-facing features that are visible in Kairos. We request the minimum Google permission needed for those features.

For Google Workspace data:

• we do not sell it
• we do not use it for advertising or advertising profiles
• we do not provide identifiable Gmail content to colleges or universities
• we do not use it to train or improve generalized AI or ML models
• we limit access and processing to providing, securing, and supporting Kairos

Kairos' use and transfer of information received from Google Workspace APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Kairos uses artificial intelligence to help identify admissions-related information, summarize qualifying college communications, extract dates and action items, and surface opportunities in the product.

To provide those user-facing features, Kairos sends relevant portions of qualifying college email content, such as the sender, subject, message text, and received date, to OpenAI through its API. OpenAI acts as a technology service provider for this processing. Kairos does not send Gmail content to OpenAI for advertising or to train generalized AI models.

OpenAI states that, by default, inputs and outputs submitted through its API are not used to train or improve OpenAI models unless the API customer explicitly opts in to data sharing. Service-provider processing may still be subject to limited retention for abuse monitoring or other operational purposes under the provider's applicable terms and data controls.

AI-generated information may contain errors. Users should verify important deadlines, requirements, and admissions information with official college or university sources.

Kairos does not sell personal information or private Gmail content.

We may share or transmit information to service providers only when reasonably necessary to operate, secure, or provide the user-facing features of Kairos. These providers may include cloud hosting, database, authentication, email-delivery, security, and AI processing providers. They are permitted to process information only for the services they provide to Kairos and subject to applicable contractual and policy restrictions.

We may also disclose information when required by law or when reasonably necessary to protect users, investigate abuse or security incidents, or protect Kairos' legal rights.

Kairos uses administrative, technical, and organizational safeguards designed to protect user information, including access controls, authentication and authorization controls, secure network protocols, and infrastructure encryption protections.

OAuth credentials and Google Workspace data are handled as sensitive information and are restricted to server-side systems and authorized processing paths. No online service can guarantee absolute security.

We retain information for as long as reasonably necessary to provide and secure the Service, maintain account functionality, satisfy legitimate operational needs, and comply with legal obligations. Retention periods can vary depending on the type of information and why it is needed.

Disconnecting Gmail stops future Gmail synchronization and removes the active stored Gmail connection from Kairos. Information already imported into Kairos may remain until it is deleted under the applicable account or data-deletion process.

You may:

• update account and profile information
• disconnect Gmail from Kairos at any time
• revoke Kairos' Google authorization through your Google Account
• request deletion of your account
• request deletion of information associated with your account
• contact us with questions about our privacy practices

Account and data-deletion requests can be initiated from the Privacy and Data section of Kairos settings or by contacting us using the information below.

Kairos may develop services or insights for educational institutions using aggregated or appropriately de-identified information where permitted. Kairos does not sell individual student personal information, private email communications, personally identifiable student profiles, or Gmail content to educational institutions.

Any future use or sharing of identifiable information for a materially different purpose would require appropriate notice, consent, or other legal basis before that use begins.

Kairos is designed for students and families navigating college admissions. Users under the age of 18 should use Kairos with appropriate parental or guardian involvement. Kairos does not knowingly collect personal information in violation of applicable children's privacy laws.

Kairos relies on third-party technology providers, including Google, Supabase, OpenAI, and other infrastructure or operational providers. Their processing of information is also governed by their applicable terms, privacy commitments, and contractual obligations.

We may update this Privacy Policy periodically. If we materially change how we use Google Workspace data or other personal information, we will provide appropriate notice and, where required, obtain consent before applying the new use to previously collected data.

Questions or privacy requests may be sent to:

jacob@startwithkairos.com