Effective September 17, 2026 · Last updated September 20, 2026
Kairos helps schools record Work-Based Learning hours and course competencies. Your school division owns everything it puts in. We hold it on the division's behalf and do nothing else with it.
Kairos is a record-keeping tool, not a compliance service. Before you file anything with the state, check it. We help you produce the record accurately; we cannot be responsible for whether it satisfies your division, your state, or an auditor.
Kairos is currently free while it is in its pilot phase. If that ever changes, nobody is charged without being told first and agreeing.
These Terms are between Kairos Teacher, LLC, a Virginia limited liability company ("Kairos", "we", "us"), and the school division, school, or organization that uses the service ("the Division", "you").
Kairos is provided to a Division, not to individuals. Teachers, administrators and students use it as Authorized Users of their Division's account. Where these Terms give someone a right or a responsibility, it belongs to the Division unless the text says otherwise.
By creating an account, signing in, or letting your staff and students do so, the Division accepts these Terms on its own behalf and on behalf of its Authorized Users. An individual who signs in also agrees personally to section 5 (Acceptable use).
If the Division has signed a separate written agreement with us — for example a district services agreement or a student data privacy agreement — that agreement governs wherever it conflicts with these Terms.
Kairos lets students log work hours, lets teachers review and approve them, records competency ratings against a state course list, and produces exports including the Virginia Student Competency Record.
Kairos does not verify that any record is accurate, complete, or acceptable to anyone. It records what people enter and formats it. Hours, competency ratings, paperwork status and course codes are entered by your staff and students, and only they can know whether the entries are true.
Before you submit anything to the Virginia Department of Education, another agency, or an auditor, review it. The Division remains solely responsible for the accuracy of its records, for retaining them as long as the law requires, and for meeting every reporting obligation that applies to it. Nothing in Kairos is legal, compliance, employment, or educational advice.
Two specific limits worth stating plainly, because they have come up:
Kairos is a new product in active development, currently used by a small number of divisions. Features change, and occasionally a feature is removed or reworked. We will not remove the ability to export your data.
We think this is worth saying out loud rather than burying: you are using early software. It is backed up daily and built carefully, but it has not been through an independent security audit or a formal compliance certification. If your division requires either before adopting new software, ask us where things stand before you rely on Kairos for a filing deadline.
Keep your own copy of anything you must retain. Kairos can export every record it holds; a division that depends on a record for a legal retention period should not rely on a single vendor holding the only copy of it. That is true of any software, ours included.
This section applies to every person who signs in, personally. Do not:
We may suspend an individual account immediately if it is being used in a way that puts students' records at risk. We will tell the Division when we do.
The Division owns its data. Student records, hours, ratings, notes and uploaded evidence belong to the Division, not to us. We claim no ownership of them and acquire no right to use them beyond operating Kairos for that Division.
We do not sell data, advertise, build profiles, or use a Division's data to train machine learning models. Our handling of personal information is set out in the Privacy Policy, which forms part of these Terms.
The Division may export its data at any time from within Kairos, in spreadsheet form, without asking us.
| What | When |
|---|---|
| We action a Division's verified request to delete a student, a class, or all of its data | Within 30 days |
| We delete a Division's live data after the end of its use of Kairos, unless it asks in writing first that we keep or return it | Within 90 days |
| Nightly backup copies age out automatically | 120 days |
Export your records before you leave. Virginia requires Student Competency Records to be retained for five years, which is far longer than we keep data for a Division that has stopped using the service. Retention is the Division's obligation, not ours, and deletion on the schedule above is not reversible.
Kairos — the application, its design, and its name and logo — belongs to Kairos Teacher, LLC. These Terms grant the Division a non-exclusive, non-transferable right to use the service while this agreement is in effect, and nothing more.
If you send us feedback or a suggestion, we may use it to improve Kairos without owing you anything for it. This does not give us any right to your data.
We aim to keep Kairos running during school hours and to schedule maintenance outside them. We do not offer a guaranteed uptime commitment, and there is no service credit.
Kairos depends on services we do not control, including our database host, our web host, and your own division's network and content filtering. An outage at any of those can make Kairos unreachable through no fault of ours and none of us can prevent it.
A Division may allow its people to sign in either with a Kairos password or with Sign in with Google, using their school Google account. Both reach the same account. Google confirms who the person is and returns their name and email address; Kairos never receives or stores a Google password. A Division that does not enable it is never contacted.
Kairos sends no email to student accounts. A student who is locked out has their password reset by a teacher or a division administrator, who reads a one-time temporary password to them in person; the student must then choose their own. Teachers and administrators may reset their own passwords by email.
A temporary password must never be sent to a student by email or messaging. This is a requirement of these Terms, not a suggestion — it exists because students on division-managed accounts frequently cannot receive outside mail, and because a password sitting in a message is a password anyone with that device can read.
Kairos is currently provided free of charge to pilot divisions. We have no payment system and collect no payment information.
If we introduce fees, we will give the Division at least 60 days' written notice before any charge applies to it, and no Division is charged without first agreeing in writing. A Division that does not wish to pay may export its data and stop using Kairos, and section 6 applies.
Kairos is provided "as is" and "as available", without warranties of any kind, whether express, implied, or statutory. To the fullest extent permitted by law, we disclaim the implied warranties of merchantability, fitness for a particular purpose, title, and non-infringement.
We do not warrant that the service will be uninterrupted, error-free, or secure against every attack, or that any record, export, or calculation it produces will be accurate, complete, or accepted by any agency, auditor, or third party.
Some jurisdictions do not allow the exclusion of certain warranties, so parts of this section may not apply to you.
To the fullest extent permitted by law, neither party will be liable to the other for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, lost revenue, lost goodwill, or the cost of substitute services, even if advised that such damages were possible.
Our total liability arising out of or relating to Kairos, under any theory of liability, will not exceed the greater of (a) the total fees the Division paid us in the twelve months before the event giving rise to the claim, or (b) one hundred US dollars ($100).
Because Kairos is currently provided at no charge, the Division should understand that the practical effect of this cap is the $100 figure. This allocation of risk is a fundamental basis of the bargain and reflects the fact that the service is free; without it we could not offer it.
Nothing in these Terms excludes or limits either party's liability for gross negligence, willful misconduct, or fraud, or any liability that cannot lawfully be limited.
Each party is responsible for its own acts and omissions, and for any claim arising from them, to the extent permitted by the law that applies to it.
We recognize that many public school divisions are legally prohibited from agreeing to indemnify a vendor, and we do not ask a Division to do so. If your division requires specific indemnification, insurance, or liability language in order to adopt Kairos, contact us and we will negotiate a separate agreement rather than pretend these Terms already say it.
We may update these Terms. If a change materially affects a Division's rights or obligations, we will notify the Division directly and give at least 30 days' notice before it takes effect, rather than relying on anyone to notice that this page changed. Continuing to use Kairos after that means accepting the updated Terms. The date at the top of this page always shows when it last changed.
These Terms are governed by the laws of the Commonwealth of Virginia, without regard to its conflict-of-laws rules. The parties agree to the exclusive jurisdiction of the state and federal courts located in Virginia.
There is no arbitration clause and no class-action waiver here. That is deliberate: many public divisions cannot agree to either, and we would rather have terms a division's counsel can actually sign.
Nothing in these Terms requires a public body to act contrary to a law that applies to it, including the Virginia Public Procurement Act and sovereign-immunity rules.
Questions about these Terms, a request for a separate district agreement, or a security concern: info@kairosteacher.com.
See also the Privacy Policy.