Privacy Policy

Operator: Kairos Ventures, LLC (“Kairos,” “we,” “us,” or “our”), a Florida limited liability company Product: SessionIQ (“SessionIQ” or the “Service”) Privacy contact: privacy@seshiq.com General support: support@seshiq.com Billing inquiries: billing@seshiq.com

This Privacy Policy describes how Kairos Ventures, LLC collects, uses, stores, shares, and otherwise processes personal information in connection with SessionIQ.

SessionIQ is a software service for independent professionals (our “Providers”) who use calendar activity and related practice information to prepare, review, send, and track invoices. SessionIQ is not a law firm, accounting firm, tax preparer, payroll service, financial adviser, or collections agency, and this Policy is not legal advice.

SessionIQ does not claim to be HIPAA compliant or HIPAA certified. SessionIQ is not presently approved or represented as a system for storing or processing protected health information (PHI). Healthcare practitioner use involving PHI requires a separate, deliberate review before any such use or claim is supported.

1. Who this Policy covers

This Policy applies to:

• Providers — individuals or businesses who create a SessionIQ account to use the Service; and
• Individuals whose information Providers supply — for example clients, customers, appointment participants, service recipients, or other individuals whose information a Provider enters, imports, or connects into SessionIQ (collectively, “Client Information”).

If you are a client of a Provider and have questions about how that Provider uses your information in their practice, please contact the Provider directly. We process Client Information primarily to provide SessionIQ to the Provider who supplied it.

2. Information we collect

We collect information in the categories below. Exact details depend on how you use SessionIQ and which integrations you connect.

2.1 Account and authentication information

When you create or use a Provider account, we may collect:

• Name and email address used for the account
• Practice or business display details you configure
• Optional contact phone and related workspace settings
• Authentication and account-security information needed to sign you in and protect your account (including magic-link email sign-in and password sign-in where offered)
• Session information needed to keep you signed in
• Payment-method preferences and invoice defaults you configure (for example which manual methods you accept, related handles or instructions such as Venmo, Zelle, Cash App, check, cash, or bank transfer, optional branding assets you upload, and whether you offer client card checkout)

2.2 Client Information you supply or import

Providers may enter or import information about the people they work with, which may include:

• Names, aliases, email addresses, and phone numbers
• Pricing or fee-related fields the Provider configures
• Preferred invoice delivery preferences the Provider selects
• Other practice notes or identifiers the Provider chooses to store in SessionIQ

Client Information is supplied by the Provider (or obtained through integrations or file imports the Provider authorizes). SessionIQ does not independently solicit Client Information from end clients for SessionIQ account creation.

2.3 Calendar, scheduling, and session information

Depending on the sources a Provider connects or uploads, we may process:

• Calendar event information (such as titles, descriptions, locations, times, and related scheduling details)
• Attendee or invitee contact details present in imported events
• Information needed to match and display session work for Provider review
• Session records derived from imports or manual entry (including dates, durations, statuses, matching explanations, amounts the Provider confirms, and review notes)

Current intake paths include:

• Google Calendar, when a Provider connects Google
• Google Contacts, when a Provider authorizes and uses contact import
• Outlook / Microsoft 365 calendar, when a Provider connects Microsoft
• Calendly, when a Provider connects Calendly and SessionIQ is configured for that connection
• Apple / iCloud calendar files (`.ics` or similar file import), where offered
• Other file or spreadsheet imports (for example CSV) and manual session entry

Connecting Google or Microsoft does not mean SessionIQ continuously live-syncs the calendar in the background. After a connection is authorized, SessionIQ imports or refreshes calendar information when the Provider (or an in-product action the Provider starts) requests it. Apple / iCloud is file import only; SessionIQ does not currently offer Apple live calendar connection.

When a Provider connects Google, SessionIQ currently requests read-only access to Google Calendar and Google Contacts. SessionIQ uses information received from those Google APIs only to provide the user-facing SessionIQ functionality the Provider requests, such as importing and reviewing calendar activity and optionally importing contacts. SessionIQ does not use Google user data for advertising. SessionIQ’s use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

SessionIQ does not currently import Microsoft / Outlook contacts through a Microsoft contacts connection. Outlook contact lists, if used, are brought in through file import or manual entry.

2.4 Invoice, payment-state, and practice money-path information

We may process:

• Invoice contents, amounts, statuses, due dates, and related history
• Payment-state records (for example sent, unpaid, paid, voided)
• Manual payment recording details a Provider enters
• Transaction and payment metadata needed to create payment sessions, display payment availability, reconcile status, investigate errors, and maintain records for client payments to the Provider
• Stripe Connect account connection information for Providers who enable client card collection
• Optional card-processing adjustment settings a Provider configures

Important distinction: SessionIQ processes (A) subscription billing information for the Provider’s SessionIQ membership paid to Kairos, and (B) information needed to help the Provider invoice and track the Provider’s clients paying the Provider. Card numbers for client card payments are handled by Stripe. SessionIQ does not store raw card numbers. SessionIQ does not hold client funds; where Stripe Connect is used, client card payments are processed to the Provider’s connected Stripe account.

SessionIQ does not automatically debit manual or off-platform methods such as Zelle, Venmo, Cash App, check, cash, or bank transfer. Those payments happen between the Provider and the client. The Provider records manual settlement in SessionIQ.

2.5 SessionIQ subscription billing information

For the Provider’s SessionIQ subscription, we and/or Stripe may process:

• Billing account and subscription identifiers
• Subscription plan selection (for example Founder Membership or Standard Membership)
• Subscription and trial status, period dates, and related billing information
• Payment-method information collected by Stripe for SessionIQ fees

Payment cards for SessionIQ subscription fees are processed by Stripe. We receive status and related billing information needed to administer access; we do not store full card numbers in SessionIQ. SessionIQ does not currently use Stripe Tax to calculate or collect sales tax on SessionIQ fees.

2.6 Email delivery and related logs

We use Resend to send transactional email that operates the Service. That currently includes sign-in (magic-link) messages, invoice emails a Provider sends, reminder emails a Provider initiates, and receipt emails. SessionIQ does not send invoices or reminders automatically. The Provider reviews first and takes explicit action.

When SessionIQ sends those emails, replies are typically directed to the Provider’s SessionIQ account email.

We retain delivery records such as channel, destination, status, timestamps, and related metadata needed to operate and troubleshoot delivery. When email is sent through Resend, those records typically include delivery metadata and template identifiers rather than a full copy of the message body. If a Provider marks a communication as already sent (instead of sending it through SessionIQ), SessionIQ may store the subject and body associated with that operator action.

We do not currently use email open-tracking or click-tracking pixels in SessionIQ’s product email.

2.7 Optional SMS

Where SMS delivery is offered and enabled for a given deployment, we may process related phone numbers and delivery records through the SMS provider. SMS is not a generally available SessionIQ communication channel. Email is the primary delivery channel.

2.8 Integration credentials and identifiers

If you connect third-party services (for example Google, Microsoft, Calendly, or optional QuickBooks export), we may store the credentials and account identifiers needed to maintain those connections, together with connection status and import-related summaries. For optional accounting export, we may also store link identifiers needed to associate exported records.

Those credentials are stored as part of your SessionIQ account data. We do not claim that they are encrypted separately from SessionIQ’s other account storage.

Disconnecting an integration in SessionIQ generally removes SessionIQ’s local connection credentials. It may not fully revoke access at the third party. You should also revoke access in that provider’s account or security settings when appropriate.

2.9 Legal documents and related records

SessionIQ may present Terms of Service and this Privacy Policy, including by a conspicuous notice before you continue to sign in.

We do not currently claim that SessionIQ is collecting a stored legal-acceptance record from every user. If we later record that a Provider agreed to a specific version of the Terms and acknowledged a specific version of this Policy after a successful sign-in, that record may include the Provider identifier, authenticated email, document versions, a content hash, a timestamp, and the sign-in method used. Requesting a magic-link email is not itself that record.

2.10 Cookies and browser storage

We use essential cookies needed for authentication and core product function. The SessionIQ sign-in cookie keeps you signed in for a limited period.

Limited browser storage may also be used for interface convenience (for example remembering a recent manual payment-method choice, or restoring scroll position on a settings screen).

We do not currently use advertising pixels or third-party product-analytics tools as part of SessionIQ’s core product experience.

2.11 Diagnostics and security logs

We may process operational logs and diagnostics needed to operate, secure, and improve the Service. Logs may incidentally include identifiers or operational details.

2.12 Information we do not currently process as product features

Based on current product practice:

• SessionIQ does not currently use generative AI or large language models to process your calendar or invoice content, or to decide what to bill or send. Matching and draft helpers are product rules plus Provider review.
• SessionIQ does not currently operate as a tax-calculation or tax-reporting platform for practitioner taxes, and does not currently use Stripe Tax.
• SessionIQ does not store raw payment-card numbers for client or subscription payments (card data is handled by Stripe).
• SessionIQ does not currently offer Microsoft / Outlook contacts connection, Apple live calendar connection, or background live calendar sync.

We may add features over time. If material new processing is introduced, we will update this Policy as appropriate. The statements above describe current practice and are not permanent product promises.

3. How we use information

We use personal information to:

• Provide, operate, secure, and maintain SessionIQ
• Authenticate Providers and protect accounts
• Import, match, and display calendar/session work for Provider review
• Help Providers create, review, send, and track invoices and payment state
• Facilitate optional client card checkout through Stripe Connect where the Provider enables it
• Bill and administer the Provider’s SessionIQ subscription (including trials, renewals, cancellations, and past-due handling)
• Send transactional communications the Provider initiates or that are required to operate the account (such as a sign-in email)
• Provide customer support and respond to privacy or billing requests
• Detect, investigate, and help prevent fraud, abuse, and security incidents
• Comply with law and enforce agreements
• Improve reliability and product quality using operational signals (not advertising surveillance)
• If we later store legal-document records, maintain those records

We do not sell personal information. We do not use personal information for third-party advertising networks based on current product practice.

Nothing in SessionIQ bills a client or sends an invoice or reminder automatically. The Provider reviews first.

4. How we share information

We share information only as needed to operate SessionIQ, as directed by the Provider, or as described below.

4.1 Service providers

We use vendors to host and operate the Service. Parties currently used in connection with SessionIQ include:

These parties process information under their own terms and privacy policies as applicable to their services.

4.2 Provider-directed disclosures

When a Provider sends an invoice, reminder, receipt, or payment link, information is disclosed to the recipient and to payment and email (or SMS, if enabled) intermediaries as needed to complete that action. Kairos is not the Provider’s professional practice and is not a party to the underlying professional services relationship between Provider and client.

4.3 Legal, safety, and corporate events

We may disclose information if we believe in good faith that disclosure is reasonably necessary to:

• Comply with law, regulation, legal process, or governmental request
• Protect the rights, property, or safety of Kairos, Providers, clients, or the public
• Investigate fraud, security, or Terms violations

We may also transfer information in connection with a merger, acquisition, financing, reorganization, bankruptcy, or sale of assets, subject to appropriate confidentiality and this Policy’s principles.

4.4 With your direction or consent

We may share information when you ask us to or otherwise provide appropriate consent.

5. Practitioner-supplied Client Information

SessionIQ is built for Providers who already work with clients in the real world. Client Information in SessionIQ generally reflects data the Provider already holds or receives through the Provider’s own scheduling tools.

Providers are responsible for:

• Having a lawful basis and appropriate notices for collecting and using Client Information in their practice
• Connecting calendars and importing contacts only for accounts they are authorized to use
• Using SessionIQ in a manner consistent with their professional, contractual, and privacy obligations

Kairos processes Client Information to provide SessionIQ features the Provider requests. We do not use Client Information to market unrelated products to those clients.

6. Cookies and similar technologies

We use essential cookies required for authentication and core product function. Limited browser storage may be used for interface convenience. We do not currently rely on third-party advertising cookies or product-analytics cookies as part of SessionIQ’s core product experience.

7. Retention

Kairos’s operating principle is that SessionIQ should not retain personal information indefinitely merely because retention is technically possible.

In general:

• We retain operational information as needed to provide and administer the Service, maintain security, and meet accounting and transaction needs.
• SessionIQ does not currently run automated, category-specific deletion schedules (for example automatic deletion of calendar imports or delivery records after a set number of days).
• After account deletion or other appropriate closure, we delete or de-identify personal information we no longer need, except where we are permitted or required to retain information for legal obligations, security, fraud prevention, dispute resolution, transaction/accounting records, contract or consent evidence, or other legitimate legal requirements.

We have not published final category-specific retention periods.

8. Account deletion and privacy requests

Subscription cancellation is not account deletion. Canceling a SessionIQ subscription stops future renewal according to the Terms and billing mechanics; it does not by itself erase practice records.

SessionIQ does not currently offer complete self-service account deletion. To request account deletion or to exercise applicable privacy rights (access, correction, deletion, or other rights available under law), contact:

privacy@seshiq.com

During Controlled Beta, deletion and complex privacy requests may be handled manually. We do not promise immediate or fully automated deletion. Some records may be retained as described in Section 7.

If we later store legal-document agreement records, we may retain the minimum evidence needed for that purpose.

We may need to verify the requester’s identity before fulfilling a request.

9. Security

We implement administrative, technical, and organizational measures designed to protect personal information appropriate to the nature of the Service. No method of transmission or storage is completely secure. Providers should protect account credentials, use strong passwords where applicable, and manage third-party integration permissions carefully.

We do not claim “bank-level,” “military-grade,” HIPAA-certified, or similarly absolute security assurances in this Policy.

10. Children and minors

SessionIQ accounts. SessionIQ accounts are intended for adults who are legally capable of entering a contract for a professional or business workflow. SessionIQ does not invite children to create Provider accounts.

Client Information. An adult Provider may lawfully supply Client Information that concerns other individuals, which may include minors, depending on the Provider’s professional or business relationship and legal obligations. The Provider remains responsible for having appropriate authority and lawful basis to provide that information to SessionIQ.

If you believe a child has created a SessionIQ account, or that Client Information was provided without appropriate authority, contact privacy@seshiq.com.

Related eligibility requirements for Providers are addressed in the Terms of Service.

11. International processing

SessionIQ is operated by a Florida LLC and may be hosted and supported using infrastructure and vendors in the United States and other locations where our service providers operate. If you access SessionIQ from outside the United States, you understand that information may be processed in the United States and other countries that may have different data-protection rules.

12. State privacy disclosures

Depending on your location, you may have rights under applicable U.S. state privacy laws (for example rights to know, access, correct, delete, or appeal certain decisions). To submit a request, email privacy@seshiq.com. We will not discriminate against you for exercising rights available under law.

Because SessionIQ primarily serves business and professional users and processes Client Information on Provider instruction, some consumer-law constructs may apply differently. We do not “sell” or “share” personal information for cross-context behavioral advertising as those terms are commonly defined in state privacy statutes, based on current product practice.

13. Automated decision-making and AI

SessionIQ uses product rules and Provider review workflows (for example matching and draft-preparation helpers). Consequential invoicing and sending actions require Provider review and explicit action.

SessionIQ does not currently use generative AI or large language models to process Provider calendar or invoice content, or to decide whether to bill or send. This statement describes current practice; it is not a permanent “AI-free forever” product promise.

14. Changes to this Policy

We may update this Privacy Policy from time to time. When we publish material changes, we will update the Effective Date and take additional steps appropriate to the change (which may include in-product notice). If we later require Providers to acknowledge an updated Policy before continued use, we will say so at that time.

15. Contact

Privacy: privacy@seshiq.com Support: support@seshiq.com Billing: billing@seshiq.com

Operator: Kairos Ventures, LLC Florida limited liability company Product: SessionIQ