Introduction
Kairos Insights (“we,” “our,” or “the Company”) is committed to protecting the privacy and confidentiality of your personal and financial information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our accounting, tax preparation, and advisory services, or visit our website.
Important Notice: Kairos Insights is not a Certified Public Accountant (CPA) firm. While our services may be provided by professionals with relevant academic or professional credentials and licenses, our services are limited to accounting, tax preparation, compliance, and related consulting. We do not provide audit, attestation, legal, investment advisory, broker-dealer, or securities-related services.
As a provider of financial services, we are subject to federal privacy regulations, including the Gramm-Leach-Bliley Act (GLBA), the Federal Trade Commission’s (FTC) Safeguards Rule, and Internal Revenue Service (IRS) regulations governing tax return preparers under IRC Section 7216. This policy is designed to comply with all applicable federal and state privacy laws.
Information We Collect
Personal Information
To provide our accounting, tax, and advisory services, we may collect the following types of personal information:
- Identification Information: Full legal name, date of birth, Social Security Number (SSN), Individual Taxpayer Identification Number (ITIN), driver’s license or state ID number, and passport information
- Contact Information: Mailing address, email address, phone numbers, and emergency contact details
- Financial Information: Income records, bank account numbers, investment account information, credit card numbers (for payment purposes only), tax returns, W-2s, 1099s, and other financial documents
- Employment Information: Employer name, occupation, employment history, and business ownership details
- Family Information: Marital status, dependent information, and spousal details as required for tax filing purposes
- Business Information: Business financial statements, entity formation documents, payroll records, and vendor/contractor information
Information Collected Automatically
When you visit our website, we may automatically collect certain technical information, including:
- IP address and browser type
- Device information and operating system
- Pages visited and time spent on our website
- Referring website addresses
How We Use Your Information
We use your personal and financial information for the following purposes:
- Service Delivery: To prepare tax returns, provide bookkeeping and accounting services, generate financial reports, and deliver advisory services
- Tax Filing: To file federal, state, and local tax returns on your behalf with appropriate taxing authorities
- ITIN Applications: As a Certified Acceptance Agent (CAA), to verify identity documents and submit Individual Taxpayer Identification Number applications to the IRS
- Compliance: To comply with legal obligations, including IRS reporting requirements, anti-money laundering regulations, and other applicable laws
- Communication: To contact you regarding your account, services, appointments, and important tax deadlines
- Quality Assurance: To improve our services and ensure accuracy of work performed
Disclosure of Your Information
Disclosures Without Your Consent
In accordance with federal law, we may disclose your information without your prior consent in the following circumstances:
- To employees within our company who require access to perform services on your behalf
- To the IRS, state tax agencies, and other governmental authorities as required for tax filing and compliance
- To respond to a valid subpoena, court order, or legal process
- To third-party service providers who assist in tax return preparation, processing, or electronic filing, provided they maintain appropriate confidentiality safeguards
- As otherwise required or permitted by law
Disclosures Requiring Your Consent
We will obtain your written consent before disclosing your tax return information for purposes other than those listed above. Under IRC Section 7216, we are prohibited from disclosing or using your tax return information for purposes outside the preparation of your return without your explicit written consent. Such disclosures may include:
- Sharing information with your attorney, financial advisor, or other third-party professionals you designate
- Using your information for marketing services unrelated to tax preparation
- Disclosing information to any offshore service providers
Important Notice: Federal law requires that we provide you with a consent form before disclosing your tax return information to third parties for purposes other than tax preparation. If you consent to such disclosure, federal law may not protect your information from further use or distribution by the recipient.
Certified Acceptance Agent (CAA) Services
As an IRS-authorized Certified Acceptance Agent, we are permitted to review and authenticate original identification documents for ITIN applications. In this capacity:
- We verify passport and other identity documents on behalf of the IRS
- We submit Form W-7 applications directly to the IRS
- We retain copies of documents only as required by IRS regulations
- All CAA services are subject to IRS Acceptance Agent Program requirements under Revenue Procedure 2006-10
Data Security
We maintain a comprehensive Written Information Security Plan (WISP) as required by the FTC Safeguards Rule. Our security measures include:
Administrative Safeguards
- Designated security coordinator responsible for our information security program
- Employee training on data protection and privacy requirements
- Background checks for employees with access to client information
- Policies and procedures for handling sensitive information
Technical Safeguards
- Encryption of sensitive data both in transit and at rest
- Secure, password-protected systems and networks
- Multi-factor authentication for accessing client information
- Regular software updates and security patches
- Firewalls and intrusion detection systems
Physical Safeguards
- Secure storage of paper documents containing sensitive information
- Restricted access to areas where client information is stored
- Proper disposal of documents through shredding
- Secure workstation policies
Data Retention
We retain client information for the following periods:
- Tax Returns and Supporting Documents: Minimum of seven (7) years from the date of filing, or longer if required by law
- Bookkeeping and Accounting Records: Duration of engagement plus seven (7) years
- ITIN Application Materials: As required by IRS Acceptance Agent Program guidelines
- Engagement Letters and Correspondence: Seven (7) years from the end of the engagement
After the retention period expires, we will securely destroy your information using appropriate methods such as shredding or secure electronic deletion.
Your Rights
You have the following rights regarding your personal information:
- Access: You may request a copy of the personal information we hold about you
- Correction: You may request that we correct any inaccurate or incomplete information
- Deletion: You may request deletion of your information, subject to our legal retention obligations
- Consent Withdrawal: You may withdraw any consent you have previously provided for the use or disclosure of your information
- Opt-Out: You may opt out of receiving marketing communications from us
To exercise any of these rights, please contact us using the information provided below.
Breach Notification
In the event of a data breach involving your unencrypted personal information, we will notify you and applicable regulatory authorities as required by law. As required by the FTC Safeguards Rule (effective May 2024), we will notify the FTC within 30 days of discovering any breach affecting 500 or more consumers.
Third-Party Websites
Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party websites you visit.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. We will notify you of any material changes by posting the updated policy on our website with a new “Last Updated” date. We encourage you to review this policy periodically.
Contact Us
If you have questions about this Privacy Policy, wish to exercise your privacy rights, or have concerns about our handling of your information, please contact us:
Kairos Insights
Email: advisory@kairos-insights.com
Phone: +1 346 714 81 07
Regulatory Compliance
This Privacy Policy is designed to comply with:
- The Gramm-Leach-Bliley Act (GLBA) and FTC Safeguards Rule (16 CFR Part 314)
- Internal Revenue Code Section 7216 and related Treasury Regulations
- IRS Circular 230 requirements for tax practitioners
- IRS Acceptance Agent Program requirements (Rev. Proc. 2006-10)
- Applicable state privacy laws
This Privacy Policy is effective as of January 20, 2026. By engaging our services or using our website, you acknowledge that you have read and understood this Privacy Policy.