Platform Terms of Service

1. About These Terms

These Terms of Service (“Terms”) govern your use of the KAIRO platform, a software-as-a-service product for chauffeur and executive car operators. By creating an account or using KAIRO, you agree to be bound by these Terms. If you do not agree, do not use the platform.

KAIRO is operated by Kairo Engine Ltd, a company registered in England and Wales (company number 17127596).

2. The Service

KAIRO provides chauffeur operators with tools for job dispatch, fleet management, driver management, client and account management, invoicing, quoting, analytics, and AI-powered business insights. The platform includes a web application, operator mobile interface, driver mobile app, and client portal.

3. Eligibility

To use KAIRO, you must be at least 18 years old and operating as a registered business, sole trader, or limited company engaged in chauffeur, private hire, or executive car services. You represent that the information you provide during registration is accurate and complete.

4. Account Responsibilities

• You are responsible for maintaining the confidentiality of your login credentials.
• You are responsible for all activity that occurs under your account.
• You must notify us immediately of any unauthorised access at support@kairoengine.com.
• You must keep your company details, contact information, and billing details up to date.

5. Subscription & Pricing

Current plans, prices, fleet allowances and billing intervals are published on the pricing page and confirmed before checkout. The currency you are billed in depends on your billing country, and your subscription renews on the monthly or annual interval you choose unless cancelled. Any tax on your invoice is calculated by Stripe at checkout, based on where you are billing from and Kairo's own tax registrations at the time: Kairo Engine Ltd is not currently VAT registered in the United Kingdom and adds no VAT today. If that changes for your billing country, we will give you 30 days' written notice before the first invoice that includes it.

You can enable optional add-ons from inside the product. We bill an add-on in addition to your plan, on the same billing interval; it does not replace your plan. Where an add-on includes a free trial we show its length before you enable it and charge nothing during it, and the charge starts when the trial ends. A free trial is available once per add-on, so if you turn one off and enable it again later it starts as a paid add-on straight away. Where an add-on states a monthly message allowance, that allowance is a limit and not a metered charge: once you reach it the add-on stops responding until the allowance resets at the start of the next month.

6. Trials & Early Access

Where a free trial or early-access period is offered, its length and any limits are shown before activation. At the end of that period, you may choose a paid plan. If you do not, access may become read-only before account data is handled under Sections 8 and 13.

7. Payment Terms

• Payment is due on the renewal date for your chosen monthly or annual billing interval.
• Failed payments will be retried up to 3 times over 7 days.
• If payment fails after all retries, your account may be suspended until payment is resolved.
• Refunds are not provided for a partly used billing period unless required by law. You may cancel at any time and retain access until the end of your current billing period.

8. Your Data

You own your data. All business data you input into KAIRO (bookings, clients, invoices, fleet records, financial data) remains your property. We process it solely to provide the service.

• Ask us and we will export your data for you.
• Postgres row-level security policies scope your data to your tenant on our shared infrastructure, and the Kairo application checks the same tenant boundary before every query.
• Operational account data stays recoverable for 30 days after deletion or termination, and we then permanently delete it. We keep invoices and the booking amounts they derive from, de-identified, for six years as UK financial law requires, and retain compliance records where the law requires it, as described in the Privacy Policy and account-deletion notice.

For full details on how we handle your data, see our Privacy Policy.

9. Acceptable Use

You agree not to:

• Use KAIRO for any unlawful purpose or in violation of any applicable regulations.
• Attempt to access another operator's data or account.
• Resell, sublicense, or redistribute KAIRO to third parties without our written consent.
• Use automated scripts or bots to access the platform in a way that degrades performance.
• Upload malicious code, viruses, or harmful content.
• Use the AI features to generate illegal, harmful, or misleading content.
• Transmit spam or unsolicited communications through the platform's email or messaging features.

10. Service Availability

We aim to maintain high availability but do not guarantee uninterrupted service. Unless agreed otherwise in writing, no formal SLA is provided. Planned maintenance will be communicated at least 24 hours in advance where possible. We are not liable for downtime caused by factors beyond our reasonable control, including internet outages, third-party service failures, or force majeure events.

11. Intellectual Property

KAIRO, including its design, code, features, and branding, is the intellectual property of Kairo Engine Ltd. You are granted a limited, non-exclusive, non-transferable licence to use the platform for the duration of your subscription. You own all data you input. We own the platform.

12. Limitation of Liability

To the maximum extent permitted by law:

• KAIRO's total liability is limited to the fees you have paid in the 12 months preceding any claim.
• We are not liable for indirect, incidental, special, or consequential damages, including lost revenue, lost bookings, or business interruption.
• We are not liable for decisions made based on AI-generated insights or recommendations.
• Nothing in these Terms excludes liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded by law.

13. Termination

• By you: Cancel your subscription at any time via Settings or by emailing us. Access continues until the end of your billing period.
• By us: We may suspend or terminate your account if you breach these Terms, fail to pay, or engage in prohibited use. We will provide reasonable notice where possible.
• Effect: Upon termination, operational data stays recoverable for 30 days if you ask us to export it; we then permanently delete it. We keep invoices and the booking amounts they derive from, de-identified, for six years as UK financial law requires, and retain compliance records where legally required.

14. Changes to These Terms

We may update these Terms from time to time. Material changes will be communicated via email at least 30 days before taking effect. The “last updated” date at the top will always reflect the current version. Continued use of KAIRO after changes take effect constitutes acceptance. If you do not agree with updated Terms, you may cancel your subscription before they take effect.

15. Disputes

If a dispute arises, we encourage you to contact us first at support@kairoengine.com so we can attempt to resolve it informally. If we cannot reach a resolution within 30 days, either party may pursue formal proceedings. We agree to attempt mediation before litigation where appropriate.

16. Governing Law

These Terms are governed by and construed in accordance with the laws of England and Wales. The courts of England and Wales shall have exclusive jurisdiction over any disputes arising from or in connection with these Terms.

17. Contact

For questions about these Terms, contact us at: support@kairoengine.com