Privacy Policy

Last updated: 16 May 2025

1. Who we are

Khairos AI B.V. (“Khairos AI”, “we”, “our”, “us”) provides AI-automation solutions for businesses.
Registered address: [Street 1, 1234 AB Amsterdam, Netherlands]
Chamber of Commerce (KvK): 94643342
Contact: mattia@khairos.ai

2. What personal data we collect & why

CategoryExamplesPurposeLegal basis (Art. 6 GDPR)
Account & contact Name, company, e-mail, phone Respond to demo / pricing requests; provide contracted services (b) Contract
(f) Legitimate interest
Communications E-mails, chat transcripts, call recordings Customer support; quality assurance (b) Contract
(f) Legitimate interest
Marketing Newsletter opens, ad clicks Send relevant updates; measure campaigns (a) Consent
Website usage & cookies IP address, device info, pages visited Site analytics; prevent abuse (f) Legitimate interest
(a) Consent (non-essential cookies)
Billing VAT number, payment method, transaction IDs Invoicing & accounting (c) Legal obligation

We do not knowingly collect special-category data (Art. 9) or data from children under 16.

3. How we obtain data

  • Directly from you (forms, calls, e-mails, contracts)
  • Automatically via cookies & similar technologies
  • Public sources (e.g. LinkedIn) for B2B prospecting

4. Sharing & international transfers

We share data only with trusted processors under a Data-Processing Agreement (DPA). Where data leaves the EEA, we rely on Standard Contractual Clauses (SCCs) or an EU adequacy decision.

ProcessorServiceLocation
Webflow Website hosting USA (SCCs)
Google LLC Workspace e-mail & Meet EU datacentres & USA (SCCs)
ElevenLabs Conversational-AI widget USA (SCCs)
[Add others]

We never sell or rent your personal data.

5. Retention

  • Sales enquiries – 18 months from last contact
  • Client records & invoices – 7 years (Dutch tax law)
  • Analytics data – 14 months
  • Consent logs – 5 years
  • Call recordings – 90 days unless needed for support

6. Your rights

You may access, correct, erase, restrict, object to or port your data at any time. Where processing is based on consent, you may withdraw it without affecting prior processing.

To exercise any right, e-mail mattia@khairos.ai. We will respond within 30 days.

You may also lodge a complaint with the Autoriteit Persoonsgegevens.

7. Security

We employ TLS encryption, multi-factor authentication, role-based access and SOC-2-compliant cloud providers. Staff receive annual security training.

8. Cookies & tracking

Our cookie banner lets you accept, reject or customise the following categories:

  • Essential – site security & basic functions
  • Analytics – Google Analytics (anonymised)
  • Marketing – LinkedIn Insight, Meta Pixel

See our separate Cookie Policy for full details.

9. Changes

We may update this policy from time to time. Significant changes will be announced on this page or by e-mail where legally required.

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