Data Privacy Administration Policy

Effective Date: January 1, 2025
Last Updated: February 20, 2025

1. Purpose & Scope

At Kairos Services, Inc. (“Kairos”), we are committed to maintaining the confidentiality, integrity, and security of personal and sensitive data entrusted to us. This Data Privacy Administration Policy outlines how we collect, process, store, and protect personal data in compliance with applicable privacy laws and regulations.

This policy applies to all employees, contractors, and third parties who access or handle personal data on behalf of Kairos.

2. Data Collection & Use

Kairos collects and processes personal data strictly for business operations, client service, and compliance purposes. We collect only the minimum necessary data and ensure it is used responsibly. Categories of personal data we may collect include:

  • Contact Information – Name, job title, email, phone number
  • Business Information – Employer name, company address, industry details
  • Website Interactions – IP address, cookies, browsing activity
  • Regulatory Compliance Data – Any required information related to affirmative action planning and reporting
  • System Usage Data – Metadata and log files generated when users interact with our systems for security and auditing purposes

Use of Data

Personal data collected by Kairos may be used for:

  • Delivering contracted services and fulfilling client engagements
  • Communicating important business updates and regulatory compliance information
  • Improving operational efficiency and enhancing service offerings
  • Meeting legal and regulatory obligations
  • Ensuring cybersecurity, fraud prevention, and detecting potential misuse of services

We do not sell, rent, or share personal data for marketing purposes without explicit consent.

3. Data Security & Protection

Kairos implements administrative, technical, and physical safeguards to protect personal data against unauthorized access, alteration, disclosure, or destruction. These include:

  • Encryption & Secure Storage – Data is encrypted and stored securely in controlled environments.
  • Access Controls – Restricted access to personal data based on business needs and role-based permissions.
  • Employee Training – Regular privacy and security awareness training for all employees handling personal data.
  • Incident Response Plan – Procedures to identify, contain, and mitigate potential data breaches.
  • Multi-Factor Authentication (MFA) – Required for accessing sensitive systems and databases.

4. Data Retention & Disposal

Kairos retains personal data only as long as necessary to fulfill business, contractual, or legal requirements. Once data is no longer needed, it is securely deleted or anonymized.

Retention periods vary based on data type, regulatory requirements, and contractual obligations. Upon expiration of retention periods, Kairos ensures data is disposed of in a secure and compliant manner.

5. Individual Rights & Requests

Individuals have rights regarding their personal data, including:

  • Right to Access – Request details about the personal data we hold.
  • Right to Correction – Update or correct inaccurate information.
  • Right to Deletion – Request removal of personal data when no longer necessary.
  • Right to Restrict Processing – Limit the ways we use certain types of data.

Requests regarding data privacy rights can be submitted to:
privacy@kairosservicesinc.com
972-369-0015

Kairos will review and respond to requests in accordance with applicable data protection laws.

6. Third-Party Data Sharing

Kairos may engage trusted third-party service providers to assist with business operations. Any third parties with access to personal data must:

  • Sign confidentiality agreements ensuring data protection compliance.
  • Use data strictly for authorized business purposes.
  • Implement industry-standard security measures to protect shared data.
  • Notify Kairos immediately in the event of a data breach involving shared data.

Kairos does not share personal data with third parties for unrelated marketing or advertising purposes.

7. Compliance & Legal Obligations

Kairos adheres to all applicable data privacy regulations, including but not limited to:

  • U.S. Federal & State Data Protection Laws
  • General Data Protection Regulation (GDPR), where applicable
  • Industry-specific compliance requirements

Regular audits and assessments ensure compliance with these standards. Employees and third parties are required to report any potential data security concerns immediately.

8. Policy Updates & Review

This policy is reviewed annually and updated as necessary to reflect changes in regulatory requirements, business practices, or technological advancements.

All employees and relevant stakeholders will be informed of updates to this policy. The most recent version will always be available on the Kairos website or internal documentation portal.

9. Contact Information

For any questions or concerns regarding this Data Privacy Administration Policy, please contact:

privacy@kairosservicesinc.com
Kairos Services, Inc.
+1 972-369-0015