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Privacy Policy

Last updated: 10 September 2026

1. Data Controller

KAIROS Private Office is responsible for personal data collected through this website. Contact: contact.kairosprivate@gmail.com or +34 633 102 833.

2. Data We Collect

When you submit any form on this site, we may process:

  • Identity and contact data: name, company, email, phone.
  • Inquiry data: service interest, role or profile, urgency, indicative budget, and any comment you choose to include.
  • Attribution and browsing data, collected automatically when the form is submitted: the language of the page, the full address of the page you are writing from (page_url), the address of the page that brought you here (referrer_url) and the campaign parameters utm_source, utm_medium, utm_campaign, utm_term and utm_content. Where the address carries no campaign parameters, the source is inferred from the referring page (for example, "google / organic").
  • Time taken to complete the form: the moment the page was loaded (form_started_at) and the milliseconds elapsed before submission (form_elapsed_ms), used together with a hidden trap field to discard automated submissions.
  • Consent data: acceptance of this policy and, where given, permission to receive communications, recorded with its date and the version of the policy accepted (privacy_policy_version).

Counterparty accreditation data

If your company applies for accreditation as a counterparty through the Operating network form, we also process the data listed below. Most of it is company data rather than personal data; the personal items are identified as such.

  • Company identification: registered company name, tax ID or VAT number, and corporate website.
  • Scope of activity: sector and the real geographical scope in which the company operates.
  • Person who signs the application (personal data): name, position, corporate email and, if provided, telephone.
  • Professional accreditation: the regulatory credentials the company states it can evidence, the status of its insurance certificate, and how it evidences the mandate over what it offers.
  • No-remuneration declaration: confirmation that the company pays KAIROS nothing and that its quotation includes no amount intended for KAIROS.

The form does not accept attachments: what is submitted is a written statement of what the company is able to evidence. Accreditation applications do not follow the response times that apply to client enquiries: the applicable timescale depends on the sector, on the jurisdiction and on the documentation provided, and we tell you what to expect when we acknowledge receipt.

3. Purposes and Legal Basis

  • Handle inquiries and build proposals: pre-contractual measures.
  • Manage business and operations: legitimate interest and contractual relationship.
  • Marketing communications: explicit consent.
  • Abuse and fraud prevention: legitimate security interest.
  • Accredit a counterparty before working with it, checking that it meets the standard of credential, insurance and mandate, and manage that relationship afterwards: pre-contractual measures and contractual relationship with the applying company, together with our legitimate interest in verifying whom we instruct on behalf of our clients — the same basis on which we process the professional data of the person who signs the application.

4. Data Retention

We keep data as long as needed to manage the inquiry and meet legal obligations. Inactive records may be deleted or anonymized in periodic privacy reviews.

5. Recipients and Data Processors

We do not sell personal data. To run this website we rely on the following data processors, all bound by contractual safeguards and standard data protection clauses:

  • Netlify, Inc. (United States / European Union) — site hosting and form submission processing via Netlify Forms. Certified under the EU-US Data Privacy Framework. Policy.
  • Google LLC (United States) — Google Analytics 4 for usage measurement, loaded only after explicit user consent. IP anonymized, advertising signals disabled. Policy.
  • Google LLC — Google Fonts for web typography (Cormorant Garamond, Montserrat); technical request, no cookies set.

When data is transferred outside the European Economic Area, transfers rely on the safeguards set out in Regulation (EU) 2016/679 (Commission Standard Contractual Clauses and/or adequacy frameworks).

6. Security Measures

  • Input validation and access control in web forms and lead API.
  • Anti-abuse controls, including rate limiting and anti-bot protections.
  • Data minimization and non-identifying technical request fingerprinting.
  • Periodic review of operational security settings.

7. Your Rights

You may exercise access, rectification, erasure, objection, restriction, and portability rights. Email contact.kairosprivate@gmail.com with your request and contact information.

8. Policy Updates

This policy may be updated to reflect legal or technical changes. The latest published version on this page applies.