PRIVACY POLICY 

Effective Date: April 9, 2025  

1. INTRODUCTION 

Kairos IQ LLC (“Kairos IQ,” “we,” “our,” or “us”) values your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered real estate platform, including our conversation agent, lead management tools, and other subscription-based services (collectively, the “Services”). 

Our platform uses advanced artificial intelligence technologies to help real estate professionals manage leads, analyze buyer preferences, and streamline transactions. This policy is designed to help you understand our data practices while ensuring compliance with applicable privacy laws and industry standards. 

2. INFORMATION WE COLLECT 

2.1 Account Information 

When you register for our Services, we collect: 

  • Name, email address, and contact details 
  • Professional information (brokerage affiliation, license numbers) 
  • Payment and billing information 
  • Account credentials 
  • User preferences and settings 

2.2 Lead and Client Information 

As a real estate professional using our platform, you may provide information about your leads and clients, including: 

  • Contact information (names, phone numbers, email addresses) 
  • Property preferences and requirements 
  • Transaction history and details 
  • Communication records 
  • Notes and task information 

2.3 Conversation and Interaction Data 

When you use our AI conversation agent, we collect: 

  • Conversation history and content 
  • Messages exchanged with the AI assistant 
  • Actions triggered during conversations 
  • Entity-specific context data (leads, deals, buyers) 
  • User queries and AI responses 

2.4 Usage and Performance Data 

We automatically collect certain information about your use of our Services: 

  • AI token usage statistics 
  • Feature access patterns 
  • System performance metrics 
  • Login times and session duration 
  • Device information and IP addresses 

2.5 Subscription and Feature Data 

We maintain records of: 

  • Your subscription package and tier 
  • Feature access permissions 
  • User role assignments 
  • Usage quotas and limitations 

3. HOW WE USE YOUR INFORMATION 

3.1 Providing and Improving Our Services 

  • Delivering core platform functionality 
  • Processing and analyzing lead information 
  • Generating AI-powered insights and recommendations 
  • Creating and managing tasks based on conversation context 
  • Maintaining conversation history and summaries 
  • Improving our AI models and algorithms 

3.2 Personalization and Context 

  • Adapting content based on user role and preferences 
  • Generating role-appropriate system prompts 
  • Providing entity-specific context for AI interactions 
  • Customizing engagement levels based on user preferences 
  • Managing conversation states and continuity 

3.3 Token Usage Monitoring 

  • Tracking AI token consumption for billing purposes 
  • Monitoring usage patterns to optimize system performance 
  • Enforcing subscription-based usage limitations 
  • Providing usage statistics and reports 

3.4 Privacy-Enhanced Processing 

  • Implementing data minimization in context handlers 
  • Redacting sensitive information from conversation context 
  • Generating conversation summaries for improved efficiency 
  • Enforcing role-based and subscription-based access controls 

4. DATA SHARING AND DISCLOSURE 

4.1 Third-Party AI Services 

We utilize AWS Bedrock to access Claude AI models. When you interact with our AI assistant: 

  • Your conversation messages are transmitted to these services for processing 
  • We share only the information necessary to generate appropriate responses 
  • We implement data minimization principles to limit sensitive data exposure 
  • Third-party AI providers may use anonymized data to improve their services 

4.2 Service Providers 

We may share information with trusted third parties who assist us in operating our Services: 

  • Cloud hosting and storage providers 
  • Payment processors 
  • Customer support services 
  • Analytics providers 
  • Security and compliance services 

4.3 Legal Requirements 

We may disclose your information if required by law or in response to: 

  • Valid legal process (subpoenas, court orders) 
  • Enforcement of our terms of service 
  • Protection of our rights, property, or safety 
  • Compliance with real estate regulations, including Fair Housing laws 

4.4 Business Transfers 

In the event of a merger, acquisition, or sale of assets, user information may be transferred as part of the transaction. We will notify you via email or prominent notice if your information becomes subject to a different privacy policy. 

5. SUBSCRIPTION-BASED ACCESS CONTROLS 

5.1 Feature Access Management 

Our platform implements a tiered access model that restricts data access based on your subscription level: 

  • CORE_CRM: Basic lead and deal information 
  • KAIROS_IQ: AI conversation capabilities and analytics 
  • BUYER_IQ: Advanced buyer preference analysis and property matching 
  • LISTING_IQ: Enhanced listing optimization and seller analytics 
  • TRANSACTION_IQ: Transaction management and document processing 

5.2 Role-Based Privacy Controls 

User permissions are determined by assigned roles: 

  • Different roles (Agent, Broker, Lender, etc.) receive appropriately tailored data views 
  • System prompts and AI responses adapt based on professional role 
  • Data visibility is filtered according to role-appropriate access levels 

5.3 Data Minimization 

We implement privacy-by-design principles through: 

  • Context-appropriate data loading based on need 
  • Redaction of personally identifiable information in context texts 
  • Selective inclusion of lead and deal details based on relevance 
  • Privacy-optimized formatting for AI prompts 

6. CONVERSATION MANAGEMENT 

6.1 Storage and Retention 

  • Conversations are stored in our secure database with appropriate access controls 
  • Message content, timestamps, and metadata are maintained for continuity 
  • Conversation actions and triggered tasks are recorded for reference 
  • Inactive conversations may be automatically closed after extended periods 

6.2 Conversation Summarization 

To optimize token usage and improve efficiency: 

  • Our system may generate summaries of longer conversations 
  • Key points and decisions are extracted from conversation history 
  • Summaries focus on business-relevant information rather than personal details 
  • Summaries are stored securely with appropriate access controls 

6.3 User Control Over Conversations 

You can manage your conversation data by: 

  • Viewing conversation history 
  • Closing active conversations 
  • Managing conversation-triggered actions 
  • Controlling who has access to conversation content 

7. DATA SECURITY 

7.1 Security Measures 

We implement appropriate technical and organizational measures to protect your information: 

  • Secure database connections with parameterized queries 
  • Encryption of sensitive data 
  • Role-based access controls 
  • Regular security assessments and updates 
  • Secure API integrations with third-party services 

7.2 Connection Security 

Our platform secures data transmission through: 

  • Encrypted connections for all external services 
  • Secure database connection pooling 
  • Proper exception handling to prevent data leakage 
  • Controlled access to database operations 

7.3 Token Authentication 

  • We implement secure token-based authentication for all API access 
  • Authentication credentials are securely stored and transmitted 
  • Session management includes appropriate timeout controls 
  • Failed authentication attempts are monitored and logged 

8. YOUR RIGHTS AND CHOICES 

8.1 Account Information 

You can access and update your account information through your account settings or by contacting us. You may also: 

  • Update your profile information 
  • Change your password and security settings 
  • Modify your notification preferences 
  • Update subscription and billing details 

8.2 Communication Preferences 

You can manage your communication preferences by: 

  • Updating email notification settings 
  • Adjusting in-app notification preferences 
  • Opting out of marketing communications 
  • Setting preferences for AI interaction levels 

8.3 Data Subject Rights 

Depending on your location, you may have rights to: 

  • Access personal information we hold about you 
  • Correct inaccurate or incomplete information 
  • Request deletion of your personal information 
  • Restrict or object to certain processing activities 
  • Request portability of your information 
  • Withdraw consent where processing is based on consent 

To exercise these rights, please contact us at [privacy@kairosiq.com]. 

9. REAL ESTATE SPECIFIC CONSIDERATIONS 

9.1 Fair Housing Compliance 

Our AI systems are designed to comply with Fair Housing laws: 

  • AI responses avoid biased or discriminatory content 
  • System prompts include fair housing guidance 
  • Regular auditing ensures compliance with anti-discrimination requirements 
  • Data processing techniques minimize potential for discriminatory outcomes 

9.2 Professional Responsibilities 

As a real estate professional, you remain responsible for: 

  • Ensuring compliance with applicable laws and regulations 
  • Reviewing and validating AI-generated content before client sharing 
  • Maintaining appropriate client confidentiality 
  • Using AI tools as assistive technology rather than definitive advice 

10. CHILDREN’S PRIVACY 

Our Services are not directed to individuals under 18 years of age, and we do not knowingly collect personal information from children. If we learn we have collected personal information from a child under 18, we will delete that information promptly. 

11. CHANGES TO THIS PRIVACY POLICY 

We may update this Privacy Policy periodically to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any material changes by: 

  • Posting the updated policy on our website 
  • Updating the “Effective Date” at the top of this policy 
  • Providing email notification of significant changes 
  • In-app notifications about policy updates 

Your continued use of the Services after such changes constitutes your acceptance of the revised Privacy Policy. 

12. CONTACT US 

If you have questions or concerns about this Privacy Policy or our data practices, please contact us at: 

Kairos IQ LLC 
3317 S Higley Rd Ste 114-421 

Gilbert, AZ 85297 
support@kairosiq.ai 

This Privacy Policy is tailored to the specific features and functionality of our Kairos IQ platform. We recommend consulting with legal counsel to ensure full compliance with applicable laws and regulations in your jurisdiction.