Privacy Policy

Kairos Helm ("we," "us," or "our") operates the website kairoshelm.com and provides business consulting, AI strategy, and related services to clients in the Greater Houston, Texas area. This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you visit our website, use our services, or communicate with us through any channel, including WhatsApp, email, phone, or other messaging platforms.

By using our website or services, or by communicating with us through any channel, you agree to the collection and use of information as described in this policy. If you do not agree, please do not use our website or services.

1. Information We Collect

Information You Provide Directly

We collect information that you voluntarily provide to us, including:

• Contact information: Your name, email address, phone number, and business name when you fill out our contact form, request a strategy call, or reach out to us directly.
• Business information: Details about your business, challenges, goals, and interests that you share with us during consultations, through forms, or in messages.
• Communication content: The content of messages you send us via email, WhatsApp, phone, SMS, or other communication channels.
• Service-related information: Financial data, operational details, or other business information you provide during the course of an engagement.

Information Collected Automatically

When you visit our website, we may automatically collect:

• Usage data: Pages visited, time spent on pages, click patterns, scroll behavior, and referring URLs.
• Device information: Browser type, operating system, screen resolution, and device type.
• Network information: IP address and approximate geographic location (city/region level).

Information From Third-Party Services

We use the following third-party services that may collect data on our behalf:

• Google Analytics (GA4): Collects anonymized website usage data to help us understand how visitors interact with our site. Google's privacy policy applies to data collected by their services.
• Google reCAPTCHA: Collects device and interaction data to protect our contact form from automated spam. Subject to Google's Privacy Policy and Terms of Service.

2. How We Use Your Information

We use the information we collect for the following purposes:

• To provide our services: Responding to your inquiries, scheduling consultations, and delivering the consulting and strategy services you request.
• To communicate with you: Sending you information related to your inquiry or engagement, including follow-ups, project updates, deliverables, and scheduling. This communication may occur via email, phone, SMS, or WhatsApp.
• To send relevant business updates: With your consent, we may send periodic updates about our services, insights, or resources that may be relevant to your business. You may opt out at any time.
• To improve our website and services: Analyzing usage patterns to improve the user experience, content, and functionality of our website.
• To protect against fraud and abuse: Using reCAPTCHA and rate limiting to prevent spam and protect the integrity of our contact form.
• To comply with legal obligations: Meeting any applicable legal, regulatory, or tax requirements.

3. WhatsApp & Messaging Communications

Kairos Helm may use WhatsApp Business and other messaging platforms to communicate with clients and prospective clients. By initiating a conversation with us on WhatsApp or providing your phone number with consent to be contacted via WhatsApp, you acknowledge and agree to the following:

• We will use WhatsApp to send you messages related to your inquiry, consultation, or ongoing engagement, including scheduling, updates, follow-ups, and service-related information.
• With your explicit opt-in consent, we may send you periodic business updates, tips, or promotional messages via WhatsApp. You can opt out of these messages at any time by replying "STOP" or by contacting us directly.
• Your WhatsApp messages with us may be visible to authorized team members at Kairos Helm who are involved in serving your account.
• WhatsApp messages are subject to WhatsApp's own Privacy Policy and Terms of Service, which are managed by Meta Platforms, Inc. We encourage you to review those policies.
• We do not sell, rent, or share your WhatsApp phone number or message content with third parties for marketing purposes.
• We may use third-party tools or services to manage and respond to WhatsApp messages. Any such tools are required to handle your information in accordance with this Privacy Policy.

Opting In & Opting Out

We will only send you WhatsApp messages if you have provided your consent, either by contacting us first on WhatsApp, by submitting your phone number through our website or other channels with a clear indication of consent, or by verbally or digitally opting in during a consultation.

You may withdraw your consent and opt out of receiving WhatsApp messages at any time by:

• Replying "STOP" to any WhatsApp message from us
• Blocking our WhatsApp Business number
• Emailing us at the address listed below

Opting out of WhatsApp messages will not affect your ability to use our other services or communicate with us through other channels.

4. How We Share Your Information

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following limited circumstances:

• Service providers: We work with trusted third-party service providers who assist us in operating our website and delivering our services (e.g., email delivery via Resend, web hosting via Railway, analytics via Google). These providers are authorized to use your information only as necessary to provide services to us and are required to protect your information.
• Legal compliance: We may disclose your information if required by law, regulation, legal process, or governmental request, or to protect the rights, property, or safety of Kairos Helm, our clients, or the public.
• Business transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change.
• With your consent: We may share information in other circumstances with your explicit consent.

5. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes described in this policy, provide our services, comply with legal obligations, resolve disputes, and enforce our agreements. Specifically:

• Contact form submissions: Retained for up to 24 months after your last interaction, unless an active engagement requires longer retention.
• Client engagement data: Retained for the duration of our business relationship and for up to 36 months thereafter for record-keeping and tax compliance purposes.
• WhatsApp and messaging data: Retained for the duration of the business relationship. You may request deletion at any time.
• Website analytics data: Aggregated and anonymized data may be retained indefinitely. Identifiable data is retained in accordance with Google Analytics' data retention settings (currently set to 14 months).

6. Data Security

We implement reasonable technical and organizational measures to protect your personal information from unauthorized access, disclosure, alteration, or destruction. These measures include:

• HTTPS encryption on our website
• Secure, encrypted communication channels
• Access controls limiting who within our organization can view your information
• Rate limiting and bot detection on our contact form

While we take reasonable precautions, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.

7. Your Rights

Depending on your location, you may have certain rights regarding your personal information:

• Access: You may request a copy of the personal information we hold about you.
• Correction: You may request that we correct any inaccurate or incomplete information.
• Deletion: You may request that we delete your personal information, subject to legal retention requirements.
• Opt-out: You may opt out of receiving marketing communications at any time.
• Restriction: You may request that we limit the processing of your information in certain circumstances.
• Portability: You may request a copy of your data in a commonly used, machine-readable format.

To exercise any of these rights, please contact us using the information below. We will respond to your request within 30 days.

California Residents

Under the California Consumer Privacy Act (CCPA), California residents have additional rights, including the right to know what personal information we collect and how it is used, the right to request deletion, and the right to opt out of the sale of personal information. We do not sell your personal information.

Texas Residents

Under the Texas Data Privacy and Security Act (TDPSA), Texas residents have the right to access, correct, delete, and obtain a copy of their personal data, as well as the right to opt out of the processing of personal data for targeted advertising, the sale of personal data, or profiling. We do not sell your personal data or use it for profiling.

8. Cookies & Tracking Technologies

Our website uses cookies and similar technologies to enhance your experience and collect analytics data. Specifically:

• Google Analytics cookies: Used to understand how visitors use our site. These cookies collect anonymized usage data. You can opt out by installing the Google Analytics Opt-out Browser Add-on.
• reCAPTCHA cookies: Used to distinguish human visitors from bots on our contact form.

We do not use cookies for advertising, retargeting, or cross-site tracking. You can configure your browser to reject cookies, though this may affect site functionality.

9. Third-Party Links

Our website may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties. We encourage you to review the privacy policies of any third-party sites you visit.

10. Children's Privacy

Our services are intended for businesses and individuals who are 18 years of age or older. We do not knowingly collect personal information from children under 18. If we become aware that we have collected information from a child under 18, we will take steps to delete it promptly.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make changes, we will update the "Last Updated" date at the top of this page. We encourage you to review this policy periodically. Continued use of our website or services after any changes constitutes your acceptance of the updated policy.

12. Contact Us

If you have any questions about this Privacy Policy, wish to exercise your data rights, or have concerns about how we handle your information, please contact us: