Privacy Policy

Legal Entity: Kairoflux Pty Ltd

Trading Name: Kairo System

Website: kairosystm.com

ABN: 28 693 440 050

Business Address: 57 Millicent Street, Athol Park SA 5012, Australia

Email: support@kairosystm.com

Kairo System provides AI-powered software, automation, CRM, website, marketing, lead management, communication and related digital services primarily to businesses.

Our services may include AI voice receptionists, AI chat assistants, CRM systems, workflow automation, websites, lead capture systems, appointment booking systems, SMS and email automation, sales and marketing automation, integrations and related consulting or implementation services.

Where applicable, we handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

We aim to collect only information that is reasonably necessary for our business activities and to handle that information responsibly and transparently.

Depending on how you interact with us, we may collect information including:

• your full name;
• business or company name;
• email address;
• telephone or mobile number;
• business address or other address information;
• billing and transaction information;
• appointment and calendar information;
• information submitted through website forms, surveys, questionnaires or chat widgets;
• messages, emails, SMS communications and other correspondence;
• information you provide during telephone or AI voice conversations;
• CRM contact and lead information;
• business information relevant to providing our services;
• account and login information;
• service preferences;
• information about your enquiries, purchases and interactions with us;
• IP address;
• browser, device and operating-system information;
• website usage and analytics information;
• referral source and advertising attribution information; and
• any other information you voluntarily provide to us.

We generally do not require sensitive information unless it is reasonably necessary for a particular service or required or authorised by law.

We may collect personal information directly from you when you:

• visit or interact with our website;
• submit an enquiry or lead form;
• request a free website, demo, consultation, estimate, trial or other offer;
• schedule an appointment;
• communicate with us by telephone, SMS, email, chat or social media;
• communicate with one of our AI assistants;
• purchase or subscribe to our services;
• create or use an account;
• participate in a promotion, survey, webinar or event;
• enter into an agreement with us; or
• otherwise voluntarily provide information to us.

We may also receive information from third parties where permitted by law, including technology providers, CRM platforms, advertising platforms, referral partners, integrations, publicly available business information and service providers.

Some Kairo System services use artificial intelligence and automated technology.

When you interact with an AI voice agent, chatbot, website assistant, automated SMS system or similar technology operated by us or through our services, information you provide may be processed by automated systems and third-party technology providers.

This may include:

• your name and contact information;
• messages and conversation content;
• voice or call information where applicable;
• appointment preferences;
• business or service enquiries;
• lead qualification information; and
• other information voluntarily supplied during the interaction.

We may use this information to respond to enquiries, qualify leads, schedule appointments, provide customer support, improve services and perform requested business processes.

Where appropriate, automated systems may transfer an interaction to a human or flag it for human review.

Our business customers may use Kairo System technology to collect or process information relating to their own customers, prospects and leads.

Depending on the service, Kairo System may process this information on behalf of the relevant business customer.

Our customers are responsible for ensuring that their collection and use of personal information through the services complies with applicable privacy, marketing, telecommunications and other laws.

Where we process personal information on behalf of a customer, our use of that information may also be governed by our agreement with that customer.

We may collect, hold and use personal information to:

• provide our products and services;
• respond to enquiries;
• create and manage accounts;
• communicate with customers and prospective customers;
• schedule and manage appointments;
• provide demonstrations, trials or consultations;
• process purchases and subscriptions;
• provide customer service and technical support;
• operate AI assistants and automation systems;
• configure websites, CRM systems and integrations;
• manage leads and customer relationships;
• improve our products, services and website;
• analyse website and service performance;
• personalise user experiences;
• conduct advertising and marketing activities where permitted;
• prevent fraud, misuse or security incidents;
• maintain business and financial records;
• enforce agreements and protect our legal rights; and
• comply with legal and regulatory requirements.

Where permitted by law, we may communicate with you about Kairo System products, services, promotions, educational content and offers.

Communications may include email, telephone calls, SMS or other electronic messages.

Where required, commercial electronic communications will contain an appropriate method for unsubscribing.

You may unsubscribe from marketing emails using the unsubscribe link contained in the message.

For applicable SMS communications, you may opt out by replying STOP or by following the opt-out instructions provided.

You may also contact us at support@kairosystm.com to request removal from our marketing communications.

Transactional or service-related communications may still be sent where reasonably necessary to provide a service you have requested or purchased.

Our website and services may use cookies, pixels, tags and similar technologies.

These technologies may collect information such as:

• IP address;
• browser type;
• device information;
• operating system;
• pages visited;
• time spent on pages;
• links clicked;
• referring website;
• advertising interactions; and
• approximate location derived from technical information.

We may use this information for website functionality, security, analytics, performance measurement, advertising attribution and improving our services.

You can generally control or disable cookies through your browser settings. Disabling certain cookies may affect website functionality.

We may use third-party analytics, advertising and marketing platforms to understand how visitors use our website and measure the effectiveness of advertising campaigns.

Depending on the technology we use from time to time, these may include platforms such as Google, Meta or other advertising and analytics providers.

These third parties may use cookies, pixels or similar technologies in accordance with their own privacy policies.

We may disclose personal information where reasonably necessary to:

• technology and cloud infrastructure providers;
• CRM and automation providers;
• AI technology providers;
• telecommunications providers;
• SMS and email providers;
• website hosting providers;
• payment processors;
• analytics providers;
• advertising and marketing platforms;
• professional advisers, including accountants and lawyers;
• contractors and service providers assisting our business;
• integration providers selected by us or our customers;
• government agencies, regulators or law-enforcement authorities where required or permitted by law; and
• prospective purchasers or advisers in connection with a merger, acquisition, restructure or sale of all or part of our business.

We do not sell personal information to third-party data brokers for their independent use.

Some of the technology providers we use may store or process information outside Australia.

Depending on the providers and services being used, information may be processed in countries including the United States and other jurisdictions where our cloud, AI, CRM, communications, analytics or infrastructure providers operate.

Because our technology providers may change their infrastructure and processing locations, it may not always be practicable to identify every country in which information may be processed.

Where applicable, we take reasonable steps regarding overseas handling of personal information consistent with our legal obligations.

Where payments are made through our website or services, payment information may be processed by third-party payment processors.

We may receive information concerning the transaction, such as payment status, amount, billing details and transaction identifiers.

Full payment-card information may be handled directly by the relevant payment provider rather than stored by Kairo System.

Your use of a third-party payment service may also be governed by that provider's privacy policy and terms.

We take reasonable technical, administrative and organisational measures designed to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure.

These measures may include access controls, authentication, secure cloud infrastructure, restricted account permissions and other security practices appropriate to our operations.

However, no electronic transmission or storage system is completely secure. We therefore cannot guarantee absolute security of information transmitted over the internet or stored electronically.

We retain personal information for as long as reasonably necessary for the purposes for which it was collected, to provide our services, maintain appropriate business records, resolve disputes and satisfy legal, accounting or regulatory requirements.

When personal information is no longer reasonably required and we are not legally required to retain it, we may delete, destroy or de-identify it.

You may contact us to request access to personal information we hold about you or request correction of information you believe is inaccurate, incomplete or out of date.

Requests can be sent to: support@kairosystm.com

We may need to verify your identity before processing a request.

In certain circumstances permitted by law, we may decline an access or correction request. Where required, we will explain our reasons.

If you believe we have mishandled your personal information or breached applicable privacy requirements, please contact us at:

Kairoflux Pty Ltd trading as Kairo System
57 Millicent Street
Athol Park SA 5012
Australia
Email: support@kairosystm.com

Please provide sufficient information for us to understand and investigate your concern.

We will review privacy complaints and aim to respond within a reasonable period.

If you are not satisfied with our response and the Privacy Act applies to the matter, you may be entitled to lodge a complaint with the Office of the Australian Information Commissioner (OAIC).

Our website and services may contain links to, integrate with, or rely upon third-party websites, applications and services.

We do not control the privacy practices of independent third parties.

When you interact directly with a third-party service, its privacy policy and terms may apply. We recommend reviewing those policies before providing personal information.

Kairo System may maintain profiles on social-media platforms.

Information you provide publicly through social media may be visible to other users and may be governed by the privacy policies of the relevant platform.

We are not responsible for the independent privacy practices of those platforms.

Our products and services are intended primarily for businesses and adults and are not directed toward children.

We do not knowingly seek to collect personal information from children through our business services.

If we become aware that personal information relating to a child has been collected in circumstances where it should not have been, we will take reasonable steps to address the situation in accordance with applicable law.

Individuals located outside Australia may have additional rights under the privacy or data-protection laws applicable in their jurisdiction.

Where such laws apply to Kairo System's handling of personal information, we will process applicable requests in accordance with those legal requirements.

We may update this Privacy Policy from time to time to reflect changes to our business, technology, services or legal obligations.

The current version will be published on our website with the updated "Last Updated" date.

We encourage you to review this Privacy Policy periodically.

Questions, requests or complaints concerning this Privacy Policy or our handling of personal information can be directed to:

Kairoflux Pty Ltd
Trading as Kairo System
57 Millicent Street
Athol Park SA 5012
Australia

Email: support@kairosystm.com
Website: kairosystm.com