Privacy policy

1. Who we are

Khaios is an AI technology company based in Ontario, Canada. In this policy, “Khaios”, “we”, “us”, and “our” refer to Khaios Systems, the organization responsible for the personal information described here.

We have designated a privacy officer who is accountable for our compliance with this policy. You can reach our privacy officer using the details in section 15.

2. What this policy covers

This policy applies to personal information we collect when you:

• visit khaios.systems and its pages;
• submit a form on our website, such as a contact or demo request form;
• correspond with us by email or other channels; and
• interact with us as a prospective client, design partner, or business contact.

It does not cover information we process on behalf of clients within Khaios workflows. That information is governed by our agreements with those clients, as described in section 9.

3. Information we collect

Information you give us

When you complete a form on our website, we collect the information you choose to provide. Our contact form asks for your email address, first name, and last name, and optionally your company name and a message. Our demo request forms may ask for similar business contact details.

When you email or otherwise correspond with us, we collect the content of those messages and any contact details they contain.

Please do not include sensitive personal information, such as health or financial information, in a form or message. We do not need it to respond to you.

Information collected automatically

When you visit our website, our systems and service providers may automatically collect technical information, including:

• your IP address and approximate location derived from it;
• browser type, device type, and operating system;
• the pages you view, the time and date of your visit, and the page that referred you; and
• information stored in cookies and similar technologies, as described in section 7.

4. How we use information

We use personal information only for purposes that a reasonable person would consider appropriate in the circumstances, namely to:

• respond to your inquiry and communicate with you about it;
• schedule and conduct demonstrations, discovery conversations, and pilots;
• manage our relationships with prospective clients, design partners, and business contacts;
• send you information about Khaios where you have consented to receive it;
• operate, maintain, secure, and improve our website;
• understand, in aggregate, how visitors use our website; and
• meet our legal and regulatory obligations and protect our legal rights.

We do not sell personal information, and we do not share it with third parties for their own marketing purposes.

We do not use the personal information you submit through our website to train AI models.

5. Consent

We collect, use, and disclose personal information with your knowledge and consent, except where the law permits or requires otherwise.

When you submit a form or contact us, you consent to our use of the information you provide to respond to you and to follow up on your inquiry. Where we wish to use your information for a new purpose, we will ask for your consent before doing so.

You may withdraw your consent at any time, subject to legal or contractual restrictions and reasonable notice. Withdrawing consent may limit our ability to respond to you or to continue a conversation with you. To withdraw consent, contact us using the details in section 15.

6. Email communications

We send commercial electronic messages only in accordance with CASL. In practice, this means:

• we reply to inquiries you send us and follow up on conversations you have started;
• we send newsletters, updates, or promotional messages only where you have given express consent or where CASL otherwise permits; and
• every commercial message we send identifies Khaios, includes our contact information, and contains a working unsubscribe mechanism.

If you unsubscribe, we will process your request within 10 business days, as CASL requires. We may still send you messages that are necessary to complete a transaction or service you have requested.

7. Cookies and similar technologies

Cookies are small text files placed on your device when you visit a website. We and our service providers use cookies and similar technologies for the following purposes:

We do not use advertising cookies to target you with ads on other websites.

Most browsers let you block or delete cookies through their settings. If you block essential cookies, some parts of our website, including our forms, may not work properly.

8. Service providers and where information is stored

We use trusted service providers to operate our website and business. They may process personal information on our behalf, only for the purposes we specify, and under contractual obligations to protect it.

Some of our service providers, or their own subcontractors, may process or access personal information outside Canada, including in the United States. When information is processed in another country, it is subject to the laws of that country and may be accessible to its courts, law enforcement, and national security authorities.

We may also disclose personal information where required by law, to protect our rights or the safety of others, or in connection with a business transaction such as a merger or sale of assets, subject to appropriate confidentiality protections.

9. Information we process for clients

When we provide services to a client, such as a pilot or workflow deployment, we may process information that the client supplies, including brand materials, product information, and contact records from the client’s own systems.

In those cases, we act on the client’s behalf and in accordance with our written agreement with that client. Before any work begins, we confirm with the client what information will be shared, how it will be handled and stored, and who can access it. If you have questions about information a Khaios client holds about you, please contact that organization directly.

10. How we protect information

We use administrative, technical, and physical safeguards appropriate to the sensitivity of the information, including access controls that limit personal information to people who need it for their work, encrypted connections to our website, and reputable service providers with established security programs.

No method of transmission or storage is completely secure. If a breach of security safeguards involving your personal information creates a real risk of significant harm, we will notify you and the Office of the Privacy Commissioner of Canada as the law requires.

11. How long we keep information

We keep personal information only as long as needed for the purposes described in this policy, or as long as required by law. As a general rule, we keep inquiry and business contact records for up to one year after our last interaction with you, unless you become a client, in which case our client agreement applies.

When information is no longer needed, we securely delete it or anonymize it. If we have used your information to make a decision about you, we keep it long enough for you to request access to it.

12. Your rights and choices

Subject to limited exceptions under the law, you have the right to:

• Access the personal information we hold about you and learn how it has been used and disclosed;
• Correct information that is inaccurate or incomplete;
• Withdraw consent to our use of your information, as described in section 5;
• Unsubscribe from commercial email at any time using the link in any message; and
• Complain to us or to the Office of the Privacy Commissioner of Canada.

To make a request, contact us using the details in section 15. We may ask you to verify your identity before acting on a request. We will respond within 30 days, or tell you if we need more time and why, as the law permits. We do not charge a fee for most requests; if a fee applies, we will tell you in advance.

13. Children

Our website and services are intended for businesses and professionals. They are not directed to individuals under 18, and we do not knowingly collect personal information from them. If you believe a person under 18 has provided us with personal information, please contact us and we will delete it.

14. Changes to this policy

We may update this policy as our business, our services, or the law changes. When we do, we will revise the “Last updated” date at the top of this page. If a change materially affects how we handle personal information you have already provided, we will take reasonable steps to notify you and, where required, obtain your consent.

15. Contact us and complaints

For questions about this policy, to make a privacy request, or to raise a concern, contact our privacy officer:

We will investigate every complaint and respond in writing. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada, which oversees PIPEDA.