1. Scope & Applicability

This policy applies to personal data processed by KairosVector in connection with our services, website (kairosvector.com), sales, and support activities. It explains your rights and how to contact us about privacy-related matters.

2. Key Definitions

• Personal data: Any information relating to an identified or identifiable natural person.
• Processing: Any operation performed on personal data (collection, storage, use, sharing, deletion).
• Controller / Processor: We will state whether KairosVector is acting as a controller or processor for a given service in contract terms and DPAs.

3. Data We Collect

Examples include:

• Contact details (name, email, phone) when you request demos, trials, or support.
• Account and billing information for customers and partners.
• Usage and telemetry data from our services (anonymized where applicable).
• Job application information when you apply to roles.
• Marketing and communication preferences.

4. How We Use Personal Data

• To operate and deliver our services, support, and customer success.
• To process orders, billing and contract management.
• To improve services, perform security monitoring, and detect/prevent fraud or abuse.
• To comply with legal obligations and respond to lawful requests.
• For marketing communications where permitted; you may opt out at any time.

5. Legal Bases (where applicable — GDPR)

• Contract performance (to deliver services).
• Legal compliance (to meet obligations).
• Legitimate interests (security, fraud prevention, business operations) — balanced against data subjects' rights.
• Consent — for optional marketing communications or cookies where required.

6. Sharing & Third Parties

We may share personal data with:

• Service providers and subprocessors (hosting, analytics, payment processors) under contractual safeguards.
• Professional advisors (legal, tax, auditors).
• Authorities where required by law or to protect rights and property.

7. Cross-border Transfers

For international transfers, we rely on approved safeguards such as Standard Contractual Clauses (SCCs) or other lawful mechanisms. Contact us for more detail on a specific transfer.

8. Data Retention

We retain personal data only as long as necessary for the purposes set out in this policy, contract performance, or legal obligations. Retention periods are documented in our retention schedules and DPAs.

9. Data Security

We implement technical, organizational, and administrative measures to protect personal data, including encryption, access controls, vulnerability management, and incident response processes. No system is 100% secure — we continuously improve controls and maintain breach response plans.

10. Data Subject Rights

Where applicable under local law (e.g., GDPR), you may have rights to:

• Access and portability
• Rectification
• Erasure (right to be forgotten)
• Restriction of processing
• Object to processing (including profiling)
• Withdraw consent where processing is based on consent

To exercise rights, contact operations@kairosvector.com. We will verify requests and respond within applicable legal timelines.

11. Cookies & Tracking

We use cookies and similar technologies for site functionality, analytics, and marketing. You can manage cookie preferences in your browser or via our cookie consent tool where provided.

12. Vendor Management

Vendors that process personal data on our behalf are assessed and contracted with GDPR-appropriate terms (e.g., DPAs) and security requirements.

13. Children

Our services are not intended for children under applicable minimum ages. We do not knowingly collect data from children without parental consent.

14. Changes to this Policy

We may update this policy to reflect changes in law, practice, or services. We will post the updated policy with a "last updated" date.

15. Contact Us

For questions about this policy or privacy requests, contact: operations@kairosvector.com