Terms of Service & End User License Agreement

1. Agreement to Terms

By downloading, installing, or using Kairo ("the App"), you agree to be bound by these Terms of Service and End User License Agreement ("Agreement"). If you do not agree to these terms, do not install or use the App.

This Agreement is between you ("User," "you," or "your") and Kairo Notes LLC, an Oklahoma limited liability company doing business as Kairo Notes ("Kairo," "we," "our," or "us"), the developer and operator of the Kairo macOS application and related services.

2. License Grant

Subject to your compliance with this Agreement, Kairo grants you a limited, non-exclusive, non-transferable, non-sublicensable, revocable license to:

• Download and install one copy of the App on macOS devices you own or control
• Use the App solely for your personal or internal business purposes

This license does not include the right to:

• Copy, modify, adapt, translate, or create derivative works of the App
• Reverse engineer, disassemble, decompile, or attempt to extract the source code of the App
• Rent, lease, lend, sell, sublicense, distribute, or otherwise transfer the App to any third party
• Remove, alter, or obscure any proprietary notices, labels, or markings on the App
• Use the App for any unlawful purpose or in violation of any applicable law or regulation

3. Ownership

The App, including all intellectual property rights therein, is and remains the exclusive property of Kairo and its licensors. This Agreement does not convey to you any ownership interest in or to the App, but only a limited right to use the App as set forth herein. All rights not expressly granted are reserved by Kairo.

Your meeting transcripts, audio recordings, notes, and AI-generated content created through your use of the App remain your property. Kairo does not claim any ownership over your content.

5. Third-Party AI Providers

The App supports integration with Anthropic, OpenAI, Google Gemini, xAI, OpenRouter, Ollama, and a Kairo-operated inference gateway (collectively, "AI Providers"). When you configure the App to use your own hosted AI Provider:

• Your transcript data and meeting content is transmitted directly from your device to the AI Provider's servers using your own API credentials
• That transmission is governed solely by the AI Provider's own terms of service, privacy policy, and data processing agreements — not by this Agreement or Kairo's Privacy Policy
• Kairo-controlled servers do not receive prompt content sent directly from the App to a third-party AI Provider
• You are responsible for reviewing and complying with the terms of service of any AI Provider you choose to use
• Kairo makes no warranty regarding the availability, accuracy, or performance of any third-party AI Provider

When you select Kairo Cloud, feature-specific prompt text passes through Kairo's inference gateway to the selected upstream AI provider. Kairo authorizes the request, reserves allowance, forwards the content, returns the result, and records content-free usage. Kairo does not retain prompt or response bodies after the request completes. The upstream provider's terms and privacy practices also apply.

Your Kairo subscription and your AI inference billing are separate. A Kairo Pro subscription does not include third-party API usage, provider credits, or an AI-provider subscription. You remain responsible for charges imposed by a provider you connect. Kairo Cloud includes only the allowance stated for that plan.

If you choose Ollama, prompts remain on your device only when its Base URL points to a service on your local Mac. A remote Ollama URL transmits prompts to that remote endpoint.

5a. Live AI Chat Feature

The App includes an optional Live AI Chat feature ("Live Chat") that allows you to ask questions to your configured AI provider during an active meeting recording. Live Chat is disabled by default and requires explicit opt-in.

When Live Chat is enabled:

• Your typed questions and the current meeting transcript are transmitted to your configured AI provider each time you send a message
• This transmission occurs in real time and is subject to the same terms and conditions described in Section 5 above
• Cloud providers (Anthropic, OpenAI, Google, xAI, OpenRouter): your questions and transcript are transmitted to third-party servers governed by that provider's privacy policy
• Kairo Cloud: your questions and transcript pass through Kairo's gateway to the selected upstream provider and are processed as described in Section 5
• Ollama: processing remains on your device only when its Base URL points to your local Mac

Live Chat questions and answers remain in the local meeting session, can be included in local crash recovery, and are included in Markdown or plain-text exports you explicitly create. Kairo does not retain a server-side copy after a Kairo Cloud request completes.

You must provide an affirmative acknowledgment for the configured AI destination before Live Chat can send. Changing the hosted provider or local or remote Ollama destination requires a new acknowledgment. That acknowledgment is stored locally and does not alter the data flows described in this section.

6. Third-Party Integrations

The App may integrate with Google Calendar, macOS Calendar, Notion, and Linear ("Third-Party Services"). Your use of Third-Party Services is subject to those services' own terms and privacy policies. Kairo is not responsible for the practices or policies of Third-Party Services.

Direct Google Calendar access is optional and read-only. When you choose Connect Google Calendar, the App opens Google's consent page in your system browser and requests read-only access to your calendar list and events. The App stores Google access and refresh tokens in macOS Keychain, stores selected calendar identifiers in local app preferences, processes fetched events in memory, and does not send raw Calendar API responses to Kairo-controlled servers. Disconnecting requests remote revocation when available and removes the local token. You can also revoke access through your Google Account.

For calendar selection, Kairo reads calendar identifiers, titles or title overrides, display colors, primary status, and time zones. For upcoming events, Kairo reads titles, status, transparency, event type, start and end dates or times and time zones, and attendee display names, self status, and response status. It does not request event descriptions, locations, conference details, attendee email addresses, or attachments.

Kairo uses direct Google Calendar data to list calendars, display upcoming meetings, schedule reminders, and pre-fill local meeting titles, attendee labels, and scheduled end times. When calendar integration is enabled, Kairo may automatically match the next upcoming event for these features without separate per-event confirmation. Its title, time, and attendee labels can remain in local meeting metadata, recovery state, and saved notes. If you then use a hosted AI feature, those calendar-derived values can appear in prompt or transcript text sent directly to the AI provider you selected under Section 5. Kairo does not send raw Calendar API responses to an AI provider.

Kairo's use of information received from Google Workspace APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements. Kairo does not sell Google Calendar data; use it for advertising, retargeting, credit-worthiness, or lending decisions; or use it to create, train, or improve a generalized machine-learning or AI model.

The App can separately read events through Apple's EventKit framework after you grant macOS Calendar permission. This can include Google, iCloud, Exchange, or other accounts already added to macOS Calendar. EventKit access is optional and is not required for direct Google access.

Any export of audio recordings is performed at your explicit direction and is subject to the terms and policies of the destination service or application you choose to use.

6a. Accounts, Plans, Trials, and Billing

Account: Paid plans and Kairo Cloud require a Kairo account. You are responsible for accurate account information, safeguarding access to your account, and activity performed through it. You must notify Kairo promptly if you suspect unauthorized access.

Service providers: Kairo uses Supabase for account authentication, Resend to deliver passwordless sign-in email and process recipient and delivery metadata, Cloudflare Workers and D1 for service hosting and content-free operational records, Stripe for billing and automatic tax calculations in supported markets, and OpenRouter to route Kairo Cloud inference to the selected upstream model provider. These processors do not receive meeting content unless the selected Kairo Cloud route requires OpenRouter and its upstream provider to process the feature-specific text described in Section 5. Their purposes and retention boundaries are listed in the Privacy Policy.

Trial: New eligible accounts receive access to paid Kairo features for 14 calendar days or 3 completed meetings, whichever occurs first. The trial begins when you start your first meeting. A meeting is completed when it runs for at least two minutes and reaches a terminal post-call result. Trial Kairo Cloud usage is credit-limited, initially to a maximum $0.75 wholesale allowance per eligible account. Initial Kairo-funded Cloud trial capacity is invite-limited while the hosted service is validated; this does not restrict the general trial when you use an approved provider you fund or a local model. Kairo may restrict duplicate, fraudulent, or abusive trials. Unless checkout clearly states otherwise, no payment method is required to begin the trial and the trial does not automatically convert into a paid plan.

Free: After the trial, the Free plan includes unlimited local recording and on-device transcription plus viewing, searching, exporting, and deleting local meetings. Live AI cards, Ask Kairo, AI debriefs, and other paid workflows require an active trial or paid entitlement.

Kairo Pro: Pro costs $12 per month or $99 per year. It unlocks Kairo's paid workflows for use with a supported AI provider account or a local model. Provider API charges and provider subscriptions are not included.

Kairo Cloud: Cloud costs $19 per month and includes the current monthly Kairo-funded wholesale AI allowance displayed at checkout and in the App, initially $5. Allowance is a metered service limit, has no cash value, is not transferable, and does not roll over unless Kairo states otherwise in writing. Hosted AI pauses when the allowance is exhausted. Kairo will not charge an unlisted usage overage without your express purchase authorization.

Renewal and cancellation: Paid plans renew automatically at the billing interval you select until canceled. Stripe processes payments. You authorize Kairo and Stripe to charge the payment method on file for recurring fees, taxes, and purchases you expressly approve. You may cancel renewal at any time through the billing portal. Portal cancellation takes effect at the end of the current paid billing period unless required otherwise by law and does not delete your Kairo account. You retain local access to existing meeting files after cancellation or expiration.

Account deletion: Account deletion is separate from portal cancellation and requires your explicit confirmation of its consequences. A confirmed deletion immediately cancels every Stripe subscription and future renewal, immediately ends Kairo service and paid-feature access, and deletes or de-identifies hosted identity, entitlement, device, and usage data according to the Privacy Policy. Account deletion does not create an automatic refund or prorated credit for unused paid time except where applicable law requires one. It never deletes meeting files, recordings, exports, or other local data on your Mac.

Price changes: Kairo may change prices or plan allowances for a future billing period by giving notice required by applicable law. A change does not apply retroactively to a completed billing period.

Refunds: Except where required by law or expressly stated at checkout, fees are non-refundable and Kairo does not provide prorated refunds or credits for partially used billing periods. If Kairo issues a refund, the related entitlement or unused allowance may end when the refund is processed.

Payment failure and disputes: Kairo may place an account in a limited grace state, pause paid features, or terminate the paid entitlement after failed payment, refund, chargeback, or suspected fraud. Local meeting files remain under your control on your Mac.

7. AI Output Disclaimer

AI-generated content produced by the App — including but not limited to meeting suggestions, summaries, transcriptions, and action items — is provided for informational and convenience purposes only.

AI output may be incomplete, inaccurate, misleading, or contextually wrong. No AI-generated output from the App constitutes legal, financial, medical, professional, or any other form of advice. You assume all risk associated with your reliance on AI-generated content. Kairo expressly disclaims any liability for decisions made or actions taken based on AI output produced by the App.

8. Acceptable Use

You agree not to use the App to:

• Record any conversation in violation of applicable law
• Intercept, monitor, or record communications without legally required consent
• Engage in surveillance, stalking, harassment, or invasion of privacy
• Violate any third party's privacy, intellectual property, or other rights
• Circumvent or violate the terms of service of any third-party platform or AI Provider
• Engage in any illegal or unauthorized purpose

Violation of this section constitutes a material breach of this Agreement and Kairo reserves the right to terminate your license immediately.

9. Updates

The App may check a content-free version manifest and notify you when a newer signed version is available. It does not download or install an update without your action. New versions may be made available at kaironotes.com, and you decide whether to download and install each update.

10. No Warranty

THE APP IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTY OF ANY KIND. TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, KAIRO EXPRESSLY DISCLAIMS ALL WARRANTIES, WHETHER EXPRESS, IMPLIED, STATUTORY, OR OTHERWISE, INCLUDING WITHOUT LIMITATION ANY IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT.

KAIRO DOES NOT WARRANT THAT THE APP WILL BE UNINTERRUPTED, ERROR-FREE, OR FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS. KAIRO DOES NOT WARRANT THAT AI-GENERATED OUTPUT WILL BE ACCURATE, COMPLETE, OR SUITABLE FOR ANY PURPOSE.

11. Limitation of Liability

TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL KAIRO OR ITS OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, LICENSORS, OR AFFILIATES BE LIABLE FOR ANY:

• INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, PUNITIVE, OR EXEMPLARY DAMAGES
• LOSS OF PROFITS, DATA, BUSINESS, GOODWILL, OR REVENUE
• DAMAGES ARISING FROM UNAUTHORIZED RECORDING OR PRIVACY VIOLATIONS RESULTING FROM YOUR USE OF THE APP
• DAMAGES ARISING FROM YOUR RELIANCE ON AI-GENERATED OUTPUT
• DAMAGES ARISING FROM THIRD-PARTY AI PROVIDER ACTIONS OR DATA HANDLING

IN ANY CASE, KAIRO'S TOTAL CUMULATIVE LIABILITY TO YOU FOR ALL CLAIMS ARISING OUT OF OR RELATED TO THIS AGREEMENT OR YOUR USE OF THE APP SHALL NOT EXCEED THE AMOUNT YOU PAID FOR THE APP IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM, OR FIFTY U.S. DOLLARS ($50.00), WHICHEVER IS GREATER.

Some jurisdictions do not allow the exclusion or limitation of certain damages. In those jurisdictions, the above limitations may not apply to you.

12. Indemnification

You agree to indemnify, defend, and hold harmless Kairo and its officers, directors, employees, agents, and licensors from and against any claims, liabilities, damages, losses, costs, and expenses (including reasonable attorneys' fees) arising out of or in any way connected with:

• Your use of the App
• Your violation of this Agreement
• Your violation of any applicable recording, privacy, or wiretapping law
• Your use of any third-party AI Provider or Third-Party Service
• Any content you record, transcribe, or generate using the App

13. Governing Law & Dispute Resolution

This Agreement is governed by the laws of the State of Oklahoma, United States, without regard to its conflict-of-law provisions.

Any dispute arising out of or relating to this Agreement will first be addressed through good-faith negotiation between the parties. The parties agree to attempt to resolve any dispute informally before pursuing formal legal proceedings.

Nothing in this section prevents either party from seeking emergency injunctive relief in a court of competent jurisdiction.

14. Changes to This Agreement

Kairo reserves the right to modify this Agreement at any time. Material changes will be communicated via the App or the Kairo website. Continued use of the App after changes become effective constitutes your acceptance of the revised Agreement. The "Last Updated" date at the top of this Agreement reflects the most recent revision.

15. Termination

This license is effective until terminated. Your rights under this license will terminate automatically without notice from Kairo if you fail to comply with any term of this Agreement. Upon termination, you must cease all use of the App and destroy all copies in your possession.

Canceling a paid plan, deleting an account, uninstalling the App, and deleting local meeting files are separate actions. Portal cancellation stops renewal at the end of the current paid period but does not delete your account or local files. Confirmed account deletion immediately cancels every Stripe subscription and future renewal, immediately ends Kairo service and paid access, and removes hosted account data under the Privacy Policy without an automatic refund except where law requires one. Uninstalling does not cancel billing. Account deletion never removes local files from folders you control. You remain responsible for completing each action you intend.

16. Entire Agreement

This Agreement, together with the Privacy Policy and the plan and price terms shown at checkout, constitutes the entire agreement between you and Kairo with respect to the App and supersedes all prior or contemporaneous agreements, representations, or understandings.

17. Contact

For questions regarding this Agreement:

Kairo Notes LLC
13824 S 21st St E
Bixby, OK 74008
Email: legal@kaironotes.com
Website: kaironotes.com

Kairo Notes is an independent software product. It is not affiliated with, endorsed by, or sponsored by Apple Inc., Anthropic, OpenAI, Google, xAI, Notion, or Linear.