Legal

Privacy Policy

Last updated: September 1, 2026

KYROS AI LLC ("Kyros," "we," "us," or "our") provides a managed AI front desk for service and appointment-based businesses. This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when you visit kyroshq.com, request or use a demo, apply for or participate in a pilot, purchase or use our services, access a Kyros client portal, communicate with us, or interact with a Voice AI or Website Agent that we operate for a business client.

1. Scope and our role

This Policy applies to:

  • Website visitors and prospects who browse our website, submit a form, request a demo, or contact us;
  • Clients and authorized users who purchase, administer, or use Kyros services; and
  • End Users such as callers, website visitors, customers, and prospective customers who interact with a Kyros Voice AI or Website Agent on behalf of a client.

Kyros generally determines how personal information is used for our own website, sales, account administration, billing, support, security, and legal purposes. When we process an End User's information to provide services for a client, the client generally determines the business purpose of that processing and Kyros acts as its service provider or processor. In that situation, the client's privacy policy and instructions also apply. Questions about a client's underlying business practices should be directed to that client.

2. Information we collect

The information we collect depends on your relationship with Kyros and the services involved.

Information you provide

We may collect:

  • contact and business information, including name, business name, job title, email address, telephone number, mailing address, locations, hours, services, service areas, and website information;
  • account and onboarding information, including authorized users, login identifiers, permissions, scheduling rules, approved answers, calendars, routing instructions, transfer destinations, notification recipients, recording preferences, and other setup information;
  • subscription and transaction information, including plan, usage, billing status, invoices, and transaction identifiers. Payment card information is processed by our payment provider, and Kyros does not store complete payment card numbers;
  • communications, including emails, support requests, change requests, feedback, and survey responses; and
  • information you authorize us to receive from connected calendars, telephony services, websites, customer-management systems, or other integrations.

Voice AI and Website Agent interactions

When an End User interacts with a Voice AI or Website Agent, we may process:

  • contact information the person provides and caller ID or routing information;
  • call audio and recordings when recording is enabled and permitted;
  • transcripts, chat messages, voicemail, and conversation content;
  • the reason for the inquiry, requested service, answers to approved questions, and information needed for a requested next step;
  • appointment, transfer, callback, and human follow-up information;
  • summaries, outcomes, tasks, and quality or knowledge-gap flags; and
  • related usage, delivery, and technical information.

Information collected automatically

We may automatically collect IP address, browser and device information, general location derived from IP address, pages or features viewed, referring pages, dates and times, clicks, session activity, cookies and similar technology data, authentication and security logs, error and performance data, and telephony metadata such as call time, duration, routing path, and connection status.

Information from other sources

We may receive information from a Kyros client, an authorized user, connected service providers, referral partners, and public business websites or directories used to verify or prefill business information.

Sensitive and regulated information

Our standard services are not designed to collect Social Security numbers, government identification numbers, complete payment card data, account passwords, biometric identifiers, or protected health information subject to HIPAA. Clients must not configure the services to request such information unless Kyros has approved the use in writing and any required legal, security, and technical terms are in place. Kyros does not use voice recordings to create biometric identifiers or identify a person by voice.

3. How we use information

We may use personal information to:

  • provide, configure, test, activate, maintain, support, and improve our services;
  • answer approved questions, route interactions, support appointments, capture callback or follow-up requests, and notify the appropriate business recipient;
  • create and maintain contacts, conversations, leads, appointments, tasks, summaries, outcomes, and usage records;
  • administer accounts, verify identity, control permissions, process transactions, calculate usage, and manage subscriptions;
  • respond to inquiries, provide support, and communicate about service, billing, security, or account matters;
  • conduct quality assurance, troubleshoot errors, test reliability, and identify knowledge or automation gaps;
  • analyze website and service performance using aggregated or deidentified information;
  • prevent fraud, abuse, unauthorized access, and security incidents;
  • comply with law, enforce our agreements, and establish or defend legal claims; and
  • send business marketing communications where permitted. You may opt out of promotional email at any time.

Kyros uses artificial intelligence and related providers to understand and respond to interactions, transcribe speech, generate audio, identify intent, create summaries, and support requested actions. Authorized Kyros personnel and authorized client users may review interaction records for service delivery, quality assurance, troubleshooting, safety, and support.

AI-generated responses and summaries may be inaccurate or incomplete. Clients and authorized users should review important records and apply human judgment where an interaction could materially affect a person, an appointment, safety, legal rights, or delivery of the client's services.

Kyros does not use Client Data to train a model made generally available to unrelated third parties unless the client gives written permission.

4. Call recording and transcription

When call recording is enabled, the Voice AI is configured to provide a recording disclosure at the beginning of the call. Recording may be disabled or restricted based on the client's approved configuration and applicable requirements.

Recording and consent laws vary. The Kyros client is responsible for determining whether recording is lawful for its use, approving the disclosure, and providing any additional notice or consent required for its callers. Kyros is responsible for operating the recording controls and disclosures included in the approved configuration.

5. How we disclose information

We may disclose personal information to:

  • The relevant Kyros client and its authorized users. Interaction information may be made available to the business on whose behalf the Voice AI or Website Agent operates.
  • Service providers and subprocessors. We use providers for hosting, communications, telephony, transcription, voice generation, artificial intelligence, customer management, calendars, email, payments, analytics, security, and support. They process information for us under applicable agreements.
  • Connected services selected by a client. We may transmit information to an approved calendar, telephone provider, website, email system, or other integration as needed to follow the client's instructions.
  • Professional advisers and authorities. We may disclose information to attorneys, accountants, insurers, auditors, government authorities, or other recipients when reasonably necessary to comply with law or protect rights, safety, and security.
  • Transaction participants. Information may be disclosed in connection with a financing, merger, acquisition, reorganization, or sale of assets, subject to appropriate protections.
  • Others at your direction or with consent.

Kyros does not sell personal information for money or share it for cross-context behavioral advertising as those terms are defined by applicable U.S. state privacy laws. We also do not use personal information to make decisions that produce legal or similarly significant effects concerning employment, housing, lending, insurance, education, or access to essential services.

6. Cookies and similar technologies

We use cookies and similar technologies for essential website and account functions, authentication, security, preferences, analytics, diagnostics, and performance. Our website may provide a cookie notice or preference control where required. You may also control cookies through your browser, although blocking essential technologies may prevent parts of the website or portal from working.

7. Data retention

We retain personal information only as long as reasonably necessary for the purposes described in this Policy, the applicable client's documented instructions, our contractual obligations, and legal, accounting, security, backup, and dispute-resolution requirements.

When recording is enabled, call audio is retained for the period configured for the client or otherwise reasonably necessary for service delivery, quality review, security, and legal obligations. Transcripts, summaries, outcomes, contacts, appointments, tasks, usage, account, billing, and support records may be retained for the client relationship and afterward for legitimate business and legal purposes. Residual copies may remain temporarily in restricted backups until overwritten through normal backup cycles.

Ending a pilot or paid service may end portal access immediately or at the stated cutoff, but it does not require deletion of every historical record at that same moment.

8. Security

Kyros uses reasonable administrative, technical, and organizational safeguards designed to protect personal information. These may include access controls, role-based permissions, authentication, restricted credentials, monitoring, backup and recovery measures, and encryption where appropriate and supported.

No internet, communications, or storage system is completely secure. Clients and authorized users are responsible for protecting their credentials, limiting user access, and promptly notifying us of suspected unauthorized use.

9. Privacy rights and choices

Depending on where you live and our role in processing your information, you may have rights to request access, correction, deletion, or a portable copy of personal information; opt out of certain sale, sharing, targeted advertising, or profiling; limit certain uses of sensitive information; withdraw consent; or appeal a privacy-request decision.

To submit a request, email hello@kyroshq.com with the subject line "Privacy Request" or write to the address in Section 12. We may need to verify your identity and authority. Rights are subject to applicable limitations and exceptions, and we will respond within the period required by law. We will not discriminate against you for exercising a privacy right.

If your request concerns information controlled by a Kyros client, contact that business first. If you send the request to Kyros, we may direct it to the relevant client or ask for information needed to identify the client and interaction.

You may opt out of promotional email using the unsubscribe link in the message or by contacting us. You will continue to receive non-promotional communications needed for service, billing, security, or account administration.

10. Children, international processing, and third parties

Our website, client portal, and business services are not directed to children under 13, and we do not knowingly collect personal information directly from children under 13 for our own purposes. If you believe a child has provided personal information to Kyros, contact us so we can review and take appropriate action.

Kyros is based in the United States. We and our service providers may process information in the United States and other countries where we or they operate. Where legally required, we will use an appropriate transfer mechanism or additional data-protection terms.

Kyros clients and third-party services have their own policies and practices. This Policy does not govern their independent processing, and we encourage you to review their policies.

11. Changes to this Policy

We may update this Policy to reflect changes in our services, practices, or legal obligations. We will post the updated Policy and revise the "Last updated" date. If a change materially affects how we process personal information, we will provide additional notice where required.

12. Contact us

For privacy questions or requests, contact:

KYROS AI LLC
Attn: Privacy
9783 E 116th Street #A297
Fishers, IN 46037-2822
United States
hello@kyroshq.com