1. Introduction
Kairo Digital ("we", "us", "our") is an independent software studio registered in the Netherlands under KvK number 96735082. We build and publish our own consumer applications, and we deliver custom software development and interim product & delivery management services to clients. This Privacy Policy explains how we collect, use, store and disclose personal data across all of those activities.
Our starting point is simple: we collect as little as possible, we never sell personal data, and we don't use it for advertising.
2. Scope
This policy covers:
- Visitors to kairodigital.com, including anyone who submits our contact form.
- Users of the apps we publish — the iOS apps Kairo — Day Planner and Tempo — Interval Timer (both on the App Store), our web applications The Gainline, GreatHabits, Family Tree (beta), Physium (in development) and Barbershop CRM, and any apps we release in the future.
- Participants in beta or early-access programmes for those apps (for example via Apple TestFlight).
- Clients and prospective clients who engage us for development or interim product & delivery services.
Where an individual app has its own privacy notice — such as the Tempo privacy policy — that notice takes precedence over this general policy for that app. Where a client engagement has its own data processing terms (for example a signed Data Processing Agreement), those terms take precedence for that engagement.
3. Personal data we collect
3.1 Website
- Contact form submissions: your name, email address and the content of your message.
- Spam protection: our contact form is protected by Google reCAPTCHA, which processes technical signals (such as IP address and browser characteristics) to distinguish people from bots.
- Technical data: IP address, user agent and request metadata, processed by our hosting provider (Firebase Hosting, Google) for security and abuse prevention.
3.2 Our apps
Data collection varies per app, and each App Store listing carries an accurate privacy label. Depending on the app, we may process:
- Account information (e.g. an email address or Apple Sign-In identifier), only if the app requires an account.
- Content you create in the app — for example schedules, tasks and habits in Kairo, or timer presets in Tempo. Where possible this stays on your device or in your personal cloud storage.
- Subscription status, processed through Apple; we never see or store your payment details.
- Diagnostics and usage data such as device type, OS version and crash reports, only where enabled, to keep the apps working well.
Our web applications run on Firebase (Google Cloud); accounts and the content you create in them are stored securely there. Some of our apps collect no personal data at all — Tempo is one of them (see its dedicated notice). Where an app handles more sensitive categories of data — for example client information in Physium, family data and photos in Family Tree, client photos in Barbershop CRM, or data relating to children in GreatHabits — a dedicated privacy notice is or will be published in the product and on this site.
3.3 Beta & early access
If you sign up for beta or early access to one of our products — for example the Family Tree beta — we process your name and email address to manage the programme and provision your account. For iOS betas distributed via Apple TestFlight, Apple additionally processes installation and crash data under its own terms. Feedback you send us is used solely to improve the product.
3.4 Client engagements
When you engage us for development or interim product & delivery services, we process the business contact details of the individuals we work with (name, role, email, phone number) and information shared during the engagement. Where we are granted access to your systems or datasets and process personal data on your behalf, we act as a data processor under a separate Data Processing Agreement.
4. How we use your data
- To respond to your enquiries and operate the contact form.
- To provide, secure and improve the apps we publish.
- To run beta and early-access programmes you've joined.
- To deliver services clients have engaged us for, invoice for them, and meet statutory record-keeping obligations.
- To diagnose problems, prevent abuse, and keep our systems secure.
We do not sell personal data, we do not share it with data brokers, and we do not use it for advertising or profiling.
5. Lawful basis for processing
Under the EU General Data Protection Regulation (GDPR), we rely on:
- Performance of a contract — to deliver the app or service you've signed up for.
- Legitimate interests — to respond to enquiries, keep systems secure, and understand how our apps are used at an aggregate level.
- Consent — where required (e.g. non-essential analytics or an early-access mailing list), collected explicitly and revocable at any time.
- Legal obligation — for invoicing and retention of financial records.
6. Third parties
We use a small number of processors to run our website and apps:
- Google (Firebase / Google Cloud) — website hosting, backend infrastructure for apps that need one, and reCAPTCHA spam protection.
- Apple — App Store distribution, in-app purchases and subscriptions, TestFlight beta distribution, and system-level crash reporting.
- Proton — email infrastructure for messages sent to and from info@kairodigital.com, including contact-form deliveries.
Each processes data under its own terms and, where required, a data processing agreement with us. We disclose personal data beyond these processors only if required by law.
7. International transfers
Our providers may process data outside the European Economic Area. Where that happens, transfers are protected by an adequacy decision of the European Commission or by Standard Contractual Clauses and equivalent safeguards offered by the provider.
8. Security
We apply proportionate technical and organisational measures: encrypted connections (TLS) across all our sites and services, access on a need-to-know basis, secrets kept in managed secret stores, and a strong preference for on-device storage in our apps so data never reaches our servers in the first place.
9. Retention
- Contact form messages: kept as long as needed to handle your enquiry and for a reasonable follow-up period, then deleted.
- App data: data stored on your device is under your control and removed when you delete the app. Where an app stores data on our infrastructure, it is deleted when you delete your account or on verified request.
- Early-access lists: kept until the programme ends or you unsubscribe, whichever comes first.
- Client and financial records: retained for seven years, as required by Dutch tax law.
10. Children
Our website and services are not directed at children, and we do not knowingly collect personal data from children through them. One product in our portfolio, GreatHabits, is designed for children to use together with their parents. It is built privacy-first: accounts are created and managed by parents, parental involvement is at its core, and it contains no advertising or tracking. Its handling of children's data complies with the GDPR's provisions on children's data. If you believe a child has provided us personal data without parental consent, contact us and we will delete it.
11. Your rights
Under the GDPR you have the right to access, rectify and erase your personal data, to restrict or object to processing, to data portability, and to withdraw consent at any time where processing is based on consent. To exercise any of these rights, email info@kairodigital.com — we respond within one month.
You also have the right to lodge a complaint with the Dutch supervisory authority, the Autoriteit Persoonsgegevens (autoriteitpersoonsgegevens.nl).
13. Changes to this policy
We may update this policy as the studio's products and services evolve — for example when an app moves from development to release. Significant changes are reflected in the "last updated" date above, and app-specific notices are published before any new category of data collection begins.
14. Contact
Kairo Digital · KvK 96735082 · Netherlands
info@kairodigital.com · contact form