Privacy Policy - Kaia Systems

1. Introduction

Kaia Systems ("we," "us," or "our") is committed to protecting the privacy and security of your personal information. This Privacy Policy describes how we collect, use, store, share, and protect your data when you visit our website (kaiasystems.com), subscribe to our research services, or otherwise interact with us. By using our services, you consent to the data practices described in this policy.

2. Information We Collect

We may collect the following categories of personal information:

Identity Data: Name, username, or similar identifier provided during registration.
Contact Data: Email address, phone number, and messaging platform identifiers .
Transaction Data: Details about payments processed through our third-party payment providers.
Technical Data: IP address, browser type and version, time zone setting, operating system, and platform information collected automatically when you visit our Site.
Usage Data: Information about how you use our website, including pages visited and interaction patterns.
Communications Data: Any correspondence or communications you send to us, including support requests and feedback.

3. How We Use Your Information

We use your personal data for the following purposes:

To provision and deliver your research subscription and grant access to analytical channels.
To process payments and manage your account.
To send critical market updates, service announcements, and administrative communications.
To respond to your inquiries and provide customer support.
To improve our website, services, and user experience through anonymized analytics.
To detect, prevent, and address fraud, abuse, or security issues.
To comply with legal obligations and enforce our Terms and Conditions.

4. Legal Basis for Processing (GDPR)

If you are located in the European Economic Area (EEA) or United Kingdom, we process your personal data under the following legal bases as defined by the General Data Protection Regulation (GDPR):

Contract Performance: Processing necessary to fulfill our subscription agreement with you.
Legitimate Interests: Processing necessary for our legitimate business interests, such as improving our services, preventing fraud, and ensuring network security, where those interests are not overridden by your rights.
Consent: Where you have given explicit consent, such as opting in to receive marketing communications.
Legal Obligation: Processing necessary to comply with applicable laws and regulations.

5. Your Rights Under GDPR

If you are an EEA or UK resident, you have the following rights under GDPR:

Right of Access: You may request a copy of the personal data we hold about you.
Right to Rectification: You may request correction of inaccurate or incomplete data.
Right to Erasure: You may request deletion of your personal data (subject to legal retention requirements).
Right to Restrict Processing: You may request that we limit how we use your data.
Right to Data Portability: You may request a machine-readable copy of your data for transfer to another service.
Right to Object: You may object to processing based on legitimate interests or direct marketing.
Right to Withdraw Consent: Where processing is based on consent, you may withdraw that consent at any time.

To exercise any of these rights, please contact us at support@kaiasystems.com. We will respond to your request within 30 days as required by GDPR.

6. Your Rights Under CCPA (California Residents)

If you are a California resident, you have the following rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA):

Right to Know: You may request disclosure of the categories and specific pieces of personal information we have collected about you.
Right to Delete: You may request deletion of your personal information (subject to statutory exceptions).
Right to Opt-Out of Sale: We do not sell personal information. If this practice changes, we will provide an opt-out mechanism.
Right to Non-Discrimination: We will not discriminate against you for exercising any of your CCPA rights.
Right to Correct: You may request correction of inaccurate personal information.

To submit a CCPA request, contact us at support@kaiasystems.com. We will verify your identity before processing your request and respond within 45 days as required by law.

7. Data Sharing and Third Parties

We do not sell, rent, or lease your personal information to third parties. We may share your data only in the following circumstances:

Payment Processors: We use secure, third-party payment gateways to process subscription payments. We do not store your credit card or bank account details.
Analytics Providers: We use anonymized analytics services (e.g., Cloudflare Web Analytics) to understand website usage patterns. These services do not use cookies for tracking.
Legal Compliance: We may disclose your information if required by law, court order, or government regulation.
Business Transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred as part of the business transaction.

8. Cookies and Tracking Technologies

Our website uses minimal cookies and tracking technologies. We use Cloudflare for CDN and security services, which may set functional cookies necessary for site delivery. We do not use third-party advertising cookies or cross-site tracking pixels. For detailed information about Cloudflare's cookie practices, please refer to Cloudflare's privacy documentation.

9. Data Security

We implement industry-standard technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include SSL/TLS encryption for data in transit, secure hosting infrastructure via Cloudflare, access controls limiting data access to authorized personnel, and encrypted payment processing through PCI-DSS compliant third-party providers. However, no method of transmission over the Internet or method of electronic storage is 100% secure, and we cannot guarantee absolute security.

10. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, including to satisfy any legal, accounting, or reporting requirements. When your data is no longer needed, we will securely delete or anonymize it. Subscription account data is typically retained for the duration of your active subscription plus any period required for legal or tax compliance purposes.

11. International Data Transfers

If you access our services from outside the country in which our servers are located, your data may be transferred across international borders. We take appropriate safeguards to ensure that your personal data receives an adequate level of protection in accordance with applicable data protection laws, including GDPR adequacy decisions and standard contractual clauses where applicable.

12. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected data from a minor, we will take immediate steps to delete such information.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will update the "Last Updated" date at the top of this page. We encourage you to review this page periodically. Continued use of our services after the posting of changes constitutes your acceptance of such changes.

14. Contact

For questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact our Data Protection team at support@kaiasystems.com.