Terms of service
- Last updated
- Effective
- Entity
These terms (the "Terms") are the agreement between you and Kairo Labs LLC, an Illinois limited liability company ("Kairo," "we," "us," "our"). By creating an account, signing in, or otherwise using Kairo (the "Service"), you accept these Terms. If you don't accept them, please don't use the Service.
1. The service
Kairo provides calendar, task, note, file, AI assistance, and shared-workspace features. We provide the Service on a best-effort basis with reasonable uptime, support, and security. The Service is offered as software-as-a-service — you don't download or own the software; you license access to it under these Terms.
1.1 Territorial scope — US only
The Service is currently offered only to residents of the United States and its territories: Puerto Rico, the US Virgin Islands, Guam, American Samoa, the Northern Mariana Islands, and the US Minor Outlying Islands. By creating an account you represent and warrant that:
- you reside in one of the territories listed above;
- you are not creating the account on behalf of a person or entity located outside the territories listed above;
- you understand that Kairo may use IP-based geolocation and other lawful signals to enforce this restriction, and that providing false location information is a breach of these Terms.
If we determine that you are not located in an eligible territory, we may suspend or terminate your account and refund any unused prepaid balance on a pro-rated basis. We do not currently offer the Service in any other country and we do not consent to the export of the Service to other jurisdictions. Once we expand internationally we will update these Terms and notify registered users.
2. Active development
Kairo is a startup in active growth and development. The Service evolves quickly: features may be added, changed, deprecated, or temporarily disabled. We'll do our best to give notice for material changes, but you accept that things may not always work perfectly, that bugs and outages can happen, and that you should keep independent backups of anything you couldn't lose. Beta or labeled early-access features may have additional risks and limitations, and are provided without service-level guarantees.
3. Eligibility
You must be at least 13 years old to use Kairo (16 in the EEA / UK). If you are under the age of majority where you live, you may only use Kairo with a parent or guardian's permission. You may not use the Service from any country or territory subject to comprehensive U.S. sanctions (currently including Cuba, Iran, North Korea, Syria, and the Crimea, Donetsk, and Luhansk regions), and you may not use it if you are on any U.S. or international sanctions or denied-parties list. You agree to comply with all applicable export-control laws.
4. Your account
You're responsible for the accuracy of your account information and for anything that happens under your account. Keep your credentials safe. Notify us immediately of any unauthorized use at security@heykairo.io.
5. Your content
Your content is yours. You retain all rights to events, tasks, notes, files, messages, and other content you create or upload ("Your Content").
You grant Kairo a worldwide, non-exclusive, royalty-free, sublicensable license to host, store, copy, transmit, display, perform, modify (only as needed for technical reasons, like format conversion or backups), and process Your Content solely for the purpose of operating and improving the Service for you. When you share Your Content with another person, team member, or workspace, you authorize us to deliver it to them as instructed.
We do not sell Your Content. We do not train our or our providers' AI models on Your Content for any purpose other than serving your own request.
5a. Spaces, hosting, and ownership
A "Space" is a collaborative shared environment for multiple users. Anyone can create a Space; the plan held by the user who CREATED the Space determines its hosting capacity (members, subgroups, shared storage). Free can create 1 Space holding up to 5 members and 2 subgroups. Plus can create up to 5 Spaces with up to 25 members total and 10 subgroups per Space. Pro can create up to 15 Spaces with up to 150 members total and 50 subgroups per Space. Members inside a Space keep the limits of their own personal plan for AI, personal storage, and individual uploads — a Pro Space does not upgrade its Free members and a Free user inside a Pro Space does not get Pro AI.
Content created inside a Space (mission, rules, shared calendar, notes, files, tracker, discussion, announcements, subgroups, contacts, resource hub, direct messages) is associated with the Space rather than the individual member who created it. If the Space's creator cancels their plan, the Space is archived after 30 days unless another member with sufficient hosting capacity takes ownership. Members can leave at any time; admins can remove members at any time.
5b. Per-note and per-event sharing
Sharing an individual note or event with someone gives them the permission you select (view or edit) for that one item. It does not give them access to your account or any other content.
6. AI features and fair use
Kairo includes AI-assisted features (Quick Capture parsing, Copilot, document summaries, YouTube → notes, Smart Notes recording, one-tap quizzes, syllabus extraction, study guides, scheduling intelligence, and more). AI output can be incomplete, wrong, or misleading. AI-generated items always go to a review screen before being saved to your account. You are responsible for reviewing AI output before relying on it, particularly for anything safety-, health-, legal-, or financial-related. We do not warrant the accuracy, completeness, or fitness for purpose of any AI output.
AI features carry per-plan fair-use limits and a tiered model-routing system. Lightweight tasks use small fast models; heavier tasks route to more capable models when content size and your plan justify it. We may apply short cooldowns when usage looks automated (rapid bursts, repeated identical inputs) and may require email verification before heavier AI features unlock. We do not ban accounts for normal human use. Specific per-task limits are listed on the Pricing page and may be adjusted with notice as we tune for infrastructure sustainability. See AI disclosurefor the full breakdown of what we send to providers and how we cache results.
7. Acceptable use
Use of the Service is governed by our Acceptable use policy. Short version: nothing illegal, nothing abusive, nothing that puts other people at risk, no automated scraping, no reverse engineering, no malware, no spam, no unauthorized data collection on others.
8. Intellectual property
Kairo, the Kairo name, the Kairo logo and brand assets, the Service's software, designs, and content (other than Your Content) are owned by Kairo Labs LLC or its licensors and are protected by U.S. and international intellectual-property laws. These Terms do not grant you any rights in our trademarks or other intellectual property, except for the limited right to use the Service as authorized.
9. Feedback
If you send us feedback, suggestions, or ideas about the Service, you grant us a perpetual, irrevocable, worldwide, royalty-free license to use them without compensation or attribution.
10. Payments, billing, refunds, and auto-renewal
Paid plans bill monthly or annually depending on the cadence you select. Charges are processed by our payment processor (Stripe). You authorize us to charge the payment method on file for the plan you choose, including automatic renewals at the end of each billing period at the then-current rate, until you cancel.
All sales are final. Paid subscription fees — both monthly and annual — are non-refundable, including for partial billing periods, unused time, accidental renewals, or unused features. We do not issue cash refunds or pro-rata refunds for cancellations, downgrades, plan switches, or account closures.
Cancellation.You can cancel at any time from Settings → Billing or directly through Stripe's billing portal. Cancellation takes effect at the end of your current billing period: your subscription will not renew, but you retain full access to the paid features you purchased through the end of that period. We will not re-charge you for the next period after cancellation. Cancelling does not trigger a refund of fees already paid for the current period.
Plan switches. You may switch plans (e.g. Plus to Pro, or monthly to annual) at any time. Upgradestake effect immediately and are billed on a prorated basis — a credit for the unused portion of your current plan is applied to the new plan's first invoice. This is a billing-math reconciliation, not a refund: no money returns to your payment method. Downgrades (Pro to Plus, or annual to monthly) take effect at the end of your current billing period: you keep the higher-tier features you paid for through the period end, and the lower-tier billing rate begins at the next renewal. No mid-period credits or refunds are issued for downgrades.
Promotional offers. From time to time we may offer promotional pricing tied to a specific subscription start. Current standing offers include:
- Welcome to Pro (monthly): new Pro monthly subscribers receive 50% off their first three (3) billing periods. Standard rate begins at the fourth billing period.
- Welcome to Pro (annual): new Pro annual subscribers receive a one-time discount of $24.00 off their first annual invoice. Standard rate applies on renewal.
- Student discount: users who verify a current academic (
.edu) email address through Settings → Billing receive 20% off all Plus and Pro subscriptions for twelve (12) months from the verification date. To extend the discount past 12 months you must re-verify with a current academic email before the prior verification lapses. The discount automatically expires if not re-verified — your account and subscription continue uninterrupted at the standard rate. - Retention offers:we may, in our discretion, display a limited-time save offer when you initiate cancellation. Accepting an offer modifies your next renewal as specified by the offer's terms.
All promotional offers are subject to anti-abuse rules: self-referral, shared-payment-method, disposable-email, and rapid sign-up-and-cancel signals may disqualify a redemption. Stacking of multiple offers on a single subscription is not permitted — when more than one offer would apply, the offer that gives you the best long-term value is applied automatically at checkout.
Free trials. If we offer you a free trial, the trial converts automatically into a paid subscription at the end of the trial period unless you cancel before the trial ends. We disclose the conversion price, billing cadence, and cancellation deadline at the point you start the trial. Once the trial converts, the all-sales-final policy above applies to the first and every subsequent billing period. Switching plans during a trial ends the trial early and begins charging for the new plan immediately.
Exceptions required by law. Nothing in this Section 10 limits any non-waivable refund right granted to you under applicable consumer protection law in your state of residence (for example, statutory cooling-off periods). Where a refund is required by law, we will issue it to the original payment method within a reasonable time after receiving your written request.
Payment processor, taxes, chargebacks. Card details are collected and stored by Stripe under their PCI-DSS scope; we do not see, store, or transmit your raw card data. Taxes may apply based on your billing jurisdiction and are added to the listed price. Initiating a chargeback for a charge you authorized may result in immediate suspension of your account pending resolution; if the chargeback is reversed, we may re-attempt collection of the original amount before reinstating access.
11. Termination
You may close your account at any time from Settings → Danger zone. We may suspend or terminate your account if you materially breach these Terms or the AUP, if your use creates legal or security risk for us or other users, or if required by law. When practicable, we'll give you notice and a chance to export your content first. On termination, the license you grant us in your content ends (we delete or anonymize it on our normal schedule, generally within 30 days, subject to backup cycles and legal retention requirements).
12. Disclaimer of warranties
The service is provided "as is" and "as available," with all faults and without warranty of any kind. To the maximum extent permitted by law, Kairo and its suppliers disclaim all warranties, express, implied, statutory, or otherwise, including any warranties of merchantability, fitness for a particular purpose, title, non-infringement, accuracy, and uninterrupted, error-free, or secure operation. We make no warranty regarding AI output, scheduling correctness, notification delivery, or third-party integrations.
Some jurisdictions do not allow the exclusion of certain warranties. The above exclusions apply to you only to the extent permitted under your local law.
13. Limitation of liability
To the maximum extent permitted by law, in no event shall Kairo, its affiliates, officers, directors, employees, contractors, or suppliers be liable for any indirect, incidental, special, exemplary, consequential, or punitive damages, or for any loss of profits, revenue, data, goodwill, or business opportunity, arising out of or in connection with the Service or these Terms, whether based on contract, tort (including negligence), strict liability, or any other legal theory, even if Kairo has been advised of the possibility of such damages.
Kairo's total cumulative liability for any claim arising out of or relating to the Service or these Terms shall not exceed the greater of (a) the amount you actually paid Kairo for the Service in the twelve (12) months preceding the event giving rise to the claim, or (b) one hundred U.S. dollars (US$100).
Some jurisdictions do not allow the exclusion or limitation of certain damages. The above limitations apply to you only to the extent permitted under your local law. Nothing in these Terms limits any liability that cannot be limited under applicable law (for example, gross negligence or willful misconduct, where the law does not allow waiver).
13a. Carve-outs from the liability cap
Nothing in section 13 limits liability that cannot be limited under applicable Illinois or US federal law, including liability for (a) a party's gross negligence or willful misconduct, (b) a party's indemnification obligations under section 14, (c) your obligation to pay fees due under these Terms, or (d) infringement of the other party's intellectual-property rights.
14. Mutual indemnification
Your indemnification of Kairo.You agree to defend, indemnify, and hold harmless Kairo and its affiliates, officers, directors, employees, and agents from and against any third-party claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys' fees) arising out of or related to (a) Your Content, (b) your use of the Service, (c) your violation of these Terms or the AUP, or (d) your violation of any rights of a third party.
Kairo's indemnification of you.Kairo will defend you against any third-party claim alleging that the Service, as provided by Kairo and used in accordance with these Terms, infringes that third party's United States patent, copyright, or trademark, and will pay any damages or costs finally awarded by a court of competent jurisdiction or agreed in settlement. This obligation does not apply to claims arising out of (i) Your Content, (ii) your modification of the Service, (iii) the combination of the Service with software, data, or processes not provided by Kairo, or (iv) your use of the Service in violation of these Terms or the AUP.
Procedure.The party seeking indemnification must (a) promptly notify the other in writing of the claim, (b) allow the indemnifying party to control the defense and settlement (with counsel of its choice, subject to the indemnified party's reasonable approval), and (c) provide reasonable cooperation at the indemnifying party's expense. The indemnified party may participate in the defense at its own expense. Neither party may settle a claim in a way that admits liability of, or imposes obligations on, the other without that party's prior written consent.
This section states the parties' sole liability and exclusive remedy for third-party intellectual-property claims.
15. Dispute resolution — informal step
We'd much rather solve problems than litigate them. Before filing any formal claim, please send a written description of your dispute to legal@heykairo.io. We'll try in good faith to resolve it within 60 days.
16. Binding arbitration and class-action waiver
If we can't resolve it informally, you and Kairo agree to resolve any dispute arising out of or relating to these Terms or the Service by final and binding arbitration administered by JAMS or the American Arbitration Association (AAA) under their then-current consumer arbitration rules. The arbitration shall be conducted in English, in Cook County, Illinois, or by video where permitted, and the arbitrator's decision shall be enforceable in any court of competent jurisdiction. The Federal Arbitration Act governs the interpretation and enforcement of this section.
Class-action waiver.You and Kairo agree that each may bring claims against the other only in your or its individual capacity, and not as a plaintiff or class member in any purported class, collective, or representative proceeding. The arbitrator may not consolidate more than one person's claims and may not preside over any form of representative or class proceeding.
Carve-outs. Nothing in this section prevents either party from seeking injunctive or other equitable relief in a court of competent jurisdiction to protect intellectual-property rights, or from bringing a claim in small-claims court if the claim qualifies.
30-day opt-out. You may opt out of this arbitration agreement and class-action waiver by emailing legal@heykairo.io within 30 days of first accepting these Terms, stating your name, the email associated with your account, and that you wish to opt out. Opting out won't affect any other part of these Terms.
If this arbitration agreement is found unenforceable, then exclusive jurisdiction and venue for any dispute shall lie in the state or federal courts located in Cook County, Illinois, USA, and you and Kairo consent to personal jurisdiction there.
17. Governing law
These Terms and any dispute arising out of or relating to them or the Service are governed by the laws of the State of Illinois, USA, without regard to its conflict-of-laws principles, and by applicable U.S. federal law. The United Nations Convention on Contracts for the International Sale of Goods does not apply. If you live somewhere whose mandatory consumer-protection laws give you rights that cannot be waived, those rights continue to apply.
18. US-only operation and export control
Kairo is operated from the United States and currently offered only within the territories listed in section 1.1. All processing and storage of your personal information occurs in the United States — see the Privacy policy and Sub-processorslist for details. You are responsible for complying with US export-control and sanctions laws (including regulations administered by OFAC, BIS, and the State Department) in your use of the Service. The AUP's sanctions clause is incorporated here by reference.
19. Force majeure
We are not liable for failure or delay in performance caused by events outside our reasonable control, including but not limited to acts of God, natural disasters, wars, terrorism, civil disturbances, labor disputes, government actions, pandemics and epidemics, fires, power or internet outages, telecommunications failures, and failures of upstream providers.
20. Changes to these terms
We may update these Terms from time to time. For changes that are material — meaning changes that materially reduce your rights, materially expand our remedies against you, or add new fees — we will provide at least 30 days' advance noticebefore the updated Terms take effect, by email to the address of record and by in-app notice. For non-material changes (clarifications, typos, vendor list updates), the change takes effect when posted. The "Last updated" and "Effective" dates at the top of the page always reflect the current version. Continued use of the Service on or after the effective date constitutes your acceptance of the updated Terms. If you do not agree to the changes, you must stop using the Service and may close your account before the effective date for a pro-rata refund of any prepaid unused fees.
21. DMCA / copyright
If you believe content on Kairo infringes your copyright, send a notice that meets the DMCA requirements (17 U.S.C. § 512(c)(3)) to Kairo's designated DMCA agent:
- Email: dmca@heykairo.io
- Mail: Kairo Labs LLC — DMCA Agent, Illinois, USA. Request the current registered agent address from legal@heykairo.io.
We respond promptly to compliant notices and remove or disable access to material we determine in good faith to be infringing. We will forward valid notices to the user who posted the content and accept counter-notices that meet section 512(g). Repeat infringers' accounts will be terminated under our repeat-infringer policy.
22. Notices
Notices to you may be sent to the email address associated with your account, posted in-app, or posted on a public-facing channel for changes that affect all users. You are responsible for keeping your account email current; notices are effective when sent.
Notices to Kairo must be in writing and sent to legal@heykairo.io. For service of legal process, notice must also be sent by certified or overnight mail to Kairo Labs LLC, c/o its registered agent in Illinois — email legal@heykairo.io to request the current registered agent name and address. Notices are effective upon receipt.
23. Severability
If any provision of these Terms is held invalid or unenforceable by a court or arbitrator of competent jurisdiction, that provision shall be enforced to the maximum extent permissible and the remaining provisions shall remain in full force and effect.
24. Waiver
No failure or delay by either party in exercising any right under these Terms is a waiver of that right. Any waiver must be in writing and signed by the waiving party to be effective.
25. Assignment
You may not assign or transfer these Terms, by operation of law or otherwise, without Kairo's prior written consent; any attempted assignment in violation of this section is void. Kairo may assign these Terms, in whole or in part, without restriction, including in connection with a merger, acquisition, sale of assets, financing, reorganization, or by operation of law. Subject to this section, these Terms bind and benefit the parties' permitted successors and assigns.
26. No third-party beneficiaries
These Terms are for the benefit of you and Kairo only. They do not create any third-party beneficiary rights in any other person or entity.
27. Entire agreement
These Terms, together with the Privacy policy, the Acceptable use policy, the Data processing addendum (where applicable), and any order form or written agreement we sign with you, constitute the entire agreement between you and Kairo regarding the Service and supersede all prior or contemporaneous oral or written agreements regarding the same subject matter.
28. Survival
The following provisions survive termination or expiration of these Terms for any reason: sections 5 (Your content — for the license you grant only to the extent necessary to enforce other surviving obligations and to operate residual backups until they roll off), 6 (AI features and fair use — for accrued usage data), 8 (Intellectual property), 9 (Feedback), 12 (Disclaimer of warranties), 13 and 13a (Limitation of liability and carve-outs), 14 (Mutual indemnification), 15–17 (Dispute resolution, arbitration, class-action waiver, governing law), 18 (Export control), 22 (Notices), 23–27 (Severability, waiver, assignment, no third-party beneficiaries, entire agreement), and this section 28 (Survival).
29. Contact
General legal: legal@heykairo.io.
Security: security@heykairo.io.
Privacy: privacy@heykairo.io.
DMCA: dmca@heykairo.io.
Trust & safety: trust@heykairo.io.