Effective August 31, 2026 · Last updated September 20, 2026
Kairos is a tool schools use to track the hours and competencies of students in Work-Based Learning and Career & Technical Education courses. The school decides what goes in it. We hold that information on the school's behalf and do nothing else with it.
We do not sell student data. We do not advertise. We do not track students across the internet, and we run no third-party analytics, advertising, or tracking code of any kind. Students receive no marketing email from us — in fact, Kairos never emails students at all.
If you are a parent or student and want to see, correct, or delete a record, contact the school — not us. That is how the law works here, and it is also the right answer: the school, not a software vendor, is the custodian of a student's education record.
Kairos is operated by Kairos Teacher, LLC, a Virginia limited liability company ("Kairos", "we", "us"). You can reach us at info@kairosteacher.com.
This policy covers the Kairos web application at login.kairosteacher.com and the informational website at kairosteacher.com.
Kairos is provided to school divisions. The school division decides which students are enrolled, what is recorded about them, who may see it, and how long it is kept. In the language of federal law, the division is the party responsible for the education records, and Kairos acts as a school official with a legitimate educational interest under the Family Educational Rights and Privacy Act (FERPA, 34 CFR § 99.31(a)(1)), performing a function the division would otherwise perform itself.
Practically, that means three things:
Where a division has signed a separate data privacy agreement with us — for example the Virginia Student Data Privacy Agreement — that agreement governs if anything in it conflicts with this policy.
Everything below is entered by a teacher, an administrator, or the student themselves. Kairos does not import from other systems, buy data, or infer information about anyone.
| What | Why |
|---|---|
| Full name | To identify the person on rosters and records. |
| Email address | Used as the sign-in identifier. |
| Role (student, teacher, administrator) | Determines what the person is allowed to see. |
| Password | Stored only as a cryptographic hash. We cannot read it, and neither can your school. |
| How you sign in — a Kairos password, or your school Google account | Where a division has turned on Sign in with Google, Google confirms who you are and tells Kairos your name and email address. Nothing else is requested, and Kairos never sees your Google password. Signing in this way reaches the same Kairos account as a password does. |
| School division and class assignment | Keeps each division's data separate from every other division's. |
| What | Why |
|---|---|
| A student identifier assigned by the school division | So hour records match the division's own records when they are reported to the state. |
| Logged work sessions — date, start and end time, total hours, and a description of the work performed | The core purpose of Kairos: documenting Work-Based Learning hours. |
| Optional evidence attached to a session (for example a photograph of completed work) | Only if the student or teacher chooses to attach it. |
| Notes written by the student, and notes written by the teacher, on a session | To explain or question an entry during approval. |
| Approval status of each entry | Tracks whether a teacher has approved, returned, or not yet reviewed it. |
| Attendance codes for the class | Where the teacher uses Kairos to record them. |
| Whether required paperwork is complete (training agreement, evaluation, reflection) | A completion checkbox and an optional note — Kairos does not store the documents themselves. |
| Competency ratings (a 1–5 score against the state's course competency list) | To produce the Student Competency Record the state requires. |
| A marker that a student is rated only on the competencies named in their IEP or ISAEP | Virginia requires those students to be rated only on the competencies in their plan. The marker is a yes/no set by the teacher for their own class. Kairos does not store the plan, its contents, or which competencies it names — only that the restriction applies, so that bulk rating actions leave that student out. |
That last marker is the only thing in Kairos that relates to a student's special-education status, it is visible only to staff teaching that student's own class, and it is set by a teacher rather than imported from anywhere. A division that would rather not record it at all can simply leave it unused.
Kairos keeps an audit log of sensitive administrative actions — removing a student, suspending an organization, resetting a password — recording who did it, when, to whom, and the reason they gave. This exists to protect students: it means no one can quietly alter a record.
Kairos stores a sign-in token in your browser so that you stay signed in between pages. That is the only thing it stores, it is essential to the service, and it is removed when you sign out. There are no advertising cookies, and no cookies from any other company.
Access is enforced in the database itself, not merely hidden in the interface — a person who is not permitted to see a record cannot retrieve it even if they try to go around the app.
Kairos uses a small number of companies to operate. Each processes information only on our instructions, and none is permitted to use it for their own purposes.
| Provider | What it does |
|---|---|
| Supabase | Hosts the database, file storage, nightly backups and sign-in system. Data is stored in the United States. |
| Only where a division turns on Sign in with Google. Google confirms who a person is and returns their name and email address. It receives the fact that the person signed in to Kairos, and nothing about their hours, classes, or records. A division that does not enable it is never contacted. | |
| Netlify | Serves the Kairos application over an encrypted connection. |
| Resend | Delivers email to teacher and administrator accounts only — for example a password reset. Never to students. |
| Canva | Hosts the informational website at kairosteacher.com. It holds no student data. |
We will update this list before adding a provider that handles student information.
No system is perfect. If we become aware of a breach affecting a division's data, we will notify that division without unreasonable delay, and in any event within the timeframe required by our agreement with them or by Virginia law, whichever is shorter.
Records are kept for as long as the school division uses Kairos, because Work-Based Learning hours must remain available for state reporting for the duration of the course and beyond.
Under FERPA and Virginia law, parents — and students who are 18 or older — have the right to inspect and review education records, to ask that inaccurate records be corrected, and to control certain disclosures.
Those requests go to the school division, not to Kairos. The division holds the records; we hold them on the division's behalf, and we are not permitted to release a student's records directly to anyone. When a division asks us to produce, correct or delete a record in order to answer such a request, we act promptly.
Kairos is designed for secondary-school Career & Technical Education and Work-Based Learning courses and is not directed to children under 13. Accounts are created only within a school division, at the direction of that division, for an educational purpose. Where a division enrolls a student under 13, the division is responsible for providing any consent required under the Children's Online Privacy Protection Act, and it may direct us to delete that student's information at any time.
If we change this policy we will update the date at the top of this page. If a change materially affects how student information is handled, we will notify each school division directly before it takes effect, rather than relying on you to notice the page has changed.
Questions about this policy, a data request from a school division, or a security concern: info@kairosteacher.com.
If you are a parent or student, please contact your school first — they can usually answer faster, and they hold the record.