Privacy Policy

Effective date: 14 October 2026 · Last updated: 15 October 2026

Kairos Business Solutions Pte Ltd (Singapore) and Kairos Business Solutions Pty Ltd (Australia) (together, “Kairos”, “we”, “us” or “our”) operate https://www.kairossolutions.co (the “Site”). The Kairos entity you deal with, or that provides services to your organisation, is the controller of your personal information. This Privacy Policy explains how we collect, use, disclose and protect personal information when you visit our Site, contact us, use our applications (including the Kairos Fleet Management System), or use our services, including our Epicor® ERP consulting, implementation, support and managed services (together, the “Services”).

1. Information We Collect

Information you give us

When you fill in a contact or enquiry form, request a demo, register for an event or webinar, subscribe to updates, apply for a role, use our applications, or work with us as a client, we may collect:

• your name, job title and company name;
• your email address, phone number and country;
• account details, such as your username and user role;
• job application details, such as your CV, work history and references;
• any other details you choose to share with us.

Information collected automatically

When you visit the Site or use our applications, we and our service providers may collect your IP address, approximate location (country or city), browser type, device information, operating system, pages or screens viewed, referring website, crash and performance data, and the date and time of your visit. We collect this using cookies, software development kits (SDKs) and similar technologies.

Precise location data

If you are an authorised driver using the Kairos Fleet Management System, we collect your precise location while an assigned journey is in progress, including when the app is running in the background or the device screen is off. See Kairos Fleet Management System (KFMS): Location Data for full details.

Information from client engagements

When delivering services, we may access business systems that contain personal information (for example, employee, customer or supplier records in your ERP). We process that information only on your instructions and for the purpose of providing the services, under our agreement with you.

Information we do not collect

We do not intentionally collect sensitive personal information (such as health, biometric, religious or financial account data) through the Site or our applications. Except for driver location data collected by the Kairos Fleet Management System as described in Location Data, we do not collect precise GPS location, and none of our applications collect contacts lists, microphone audio or SMS messages.

2. How We Use Your Information

We use personal information only for the purposes below, and we rely on a lawful basis for each one.

You can unsubscribe from marketing emails at any time using the link in the email or by contacting us. We do not use personal information for automated decision-making that has legal or similarly significant effects on you, and we do not use client data or content you submit to train third-party artificial intelligence models.

3. Our Role When We Serve Clients

For information we collect about website visitors, enquirers, job applicants and our own business contacts, Kairos is the data controller. We decide how and why that information is used.

For personal information inside our clients’ systems (such as records in a client’s ERP, or driver and journey data in KFMS), our client is the controller and Kairos acts as a data processor or service provider. We handle that information only on the client’s documented instructions, under a confidentiality and data processing agreement. If your information is held by one of our clients, please contact that organisation first to make a privacy request, and we will help them respond.

4. Sharing Your Information

We do not sell your personal information, and we do not share it for cross-context behavioural advertising. We share it only with:

• Service providers who help us run our business (such as website hosting, email, CRM, analytics, cloud storage, and mapping, routing and geocoding providers). They must keep it confidential, protect it to a standard at least equal to this Policy, and use it only for the services they provide to us.
• Technology partners, such as Epicor, where needed to deliver or support the products and services you have requested.
• Your organisation, where your account is provided by your employer. For example, personnel with access to fleet management functions can see KFMS journey and location data, and that data may be recorded in the organisation’s Epicor system.
• Our related entities within the Kairos group, which follow this Policy.
• Professional advisers, auditors and authorities where required by law or to protect our legal rights.
• A buyer or successor if Kairos is involved in a merger, acquisition or sale of assets, subject to this Policy. We will notify you before your information becomes subject to a different privacy policy.
• Anyone else only with your consent or at your direction.

A list of our main service providers is available on request from privacy@kairossolutions.co.

5. International Transfers

We operate across the Asia-Pacific region, and some of our service providers are based overseas, including in [Indonesia, Singapore, Australia, the United States]. Your information may therefore be stored or processed in countries other than the one where you are located.

When this happens, we take reasonable steps to protect it in line with this Policy and applicable privacy laws, such as using contractual safeguards (including standard contractual clauses where required) and choosing providers with recognised security standards.

6. Cookies and Tracking

The Site uses cookies and similar technologies, including:

Where the law requires it, we ask for your consent before setting analytics or marketing cookies, and you can change your choice at any time through our cookie banner. You can also set your browser to block or delete cookies, although some parts of the Site may not work properly if you do.

Our applications do not track you across apps or websites owned by other companies, do not show third-party advertising, and do not use your device’s advertising identifier. KFMS location data is used only for the fleet operations described in Section 7.

7. Our Applications and Location Data

If you use one of our mobile or web applications, such as the Kairos Fleet Management System (KFMS), KairosStaff or the Kairos Supplier Portal, this Policy applies to it as well.

• Device permissions. Our applications ask for access to features such as your camera, files, notifications or location only when a feature needs it. You can withdraw any permission in your device settings at any time.
• Deleting your account. You can delete your account in the app under [Settings > Account > Delete account], through our web form at [https://www.kairossolutions.co/delete-account], or by emailing privacy@kairossolutions.co. We complete deletion within [30] days. We keep only records we must hold by law and anonymised statistics. Data in backups is overwritten within [90] days.
• Accounts provided by your organisation. If your employer gave you access, we may confirm your deletion request with its administrator, because some business records belong to them.

Kairos Fleet Management System (KFMS): Location Data

KFMS collects precise location data from authorised drivers to support journey tracking, delivery coordination, route monitoring and fleet operations.

Location data may be collected while an assigned journey is in progress, including when the app is running in the background or the device screen is off. This information includes GPS coordinates, timestamps and associated journey details.

Mapping, routing and geocoding services. Location and journey information may be processed through the third-party services below to show maps, calculate routes and convert coordinates into addresses.

Your choices. Drivers can manage location permissions at any time through their device settings. If location permission is turned off, journey tracking may not work.

Questions about your information. Drivers may contact their organisation’s administrator or privacy@kairossolutions.co about their personal information, including requests for access, correction or deletion.

8. Data Security

We use administrative, technical and physical safeguards designed to protect personal information from loss, misuse, and unauthorised access or disclosure. These include:

• encryption of data in transit (HTTPS/TLS) and at rest;
• role-based access controls, so staff and fleet personnel can access personal information only when their job requires it;
• confidentiality obligations for all staff and service providers;
• regular security reviews and monitoring.

No method of transmission over the internet or electronic storage is completely secure, so we cannot guarantee absolute security. If a data breach is likely to put your rights at risk, we will notify you and the relevant authorities as required by law.

9. Data Retention

We keep personal information only for as long as needed for the purposes described in this Policy, or for longer where required or permitted by law. When it is no longer needed, we securely delete or anonymise it.

10. Your Rights

Depending on where you live, you may have the right to:

• access the personal information we hold about you and receive a copy;
• ask us to correct inaccurate or incomplete information;
• ask us to delete your information;
• object to or restrict certain processing, including direct marketing;
• receive your information in a structured, machine-readable format (data portability);
• withdraw your consent where we rely on it, without affecting processing that already took place.

These rights apply under laws such as Indonesia’s Personal Data Protection Law (Law No. 27 of 2022), Australia’s Privacy Act 1988, Singapore’s Personal Data Protection Act 2012, New Zealand’s Privacy Act 2020, the EU and UK General Data Protection Regulation, and US state privacy laws such as the California Consumer Privacy Act. We will not treat you differently for exercising them.

To make a request, contact us using the details below. We may need to verify your identity before responding. We aim to respond within [30] days, or sooner if your local law requires it.

11. Third-Party Links

The Site may link to websites run by others, such as Epicor or LinkedIn. We are not responsible for their privacy practices, and we encourage you to read their privacy policies.

12. Children

Our Site, applications and services are intended for businesses and are not directed at children under 16. We do not knowingly collect personal information from children. If you believe a child has given us personal information, please contact us and we will delete it promptly.

13. Complaints

If you have a concern about how we have handled your personal information, please contact us first so we can try to resolve it. We aim to acknowledge complaints within [7] business days.

If you are not satisfied with our response, you may be able to contact the privacy regulator in your country, for example the Office of the Australian Information Commissioner (OAIC), Singapore’s Personal Data Protection Commission (PDPC), or the relevant authority in Indonesia.

14. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with a new “Last updated” date. If we make material changes, we will also notify you by email or through our applications before the changes take effect.

15. Contact Us

For privacy enquiries, requests or complaints, contact our Privacy Team at privacy@kairossolutions.co or write to either of our offices:

You can also reach us through our contact page.