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Terms and Conditions

AI Governance Policy was last updated in May 2026.

Please read them carefully before using Our Site or Our Service.

Welcome to Kairos Therapeutic Retreat's website (the "Site").

Executive Summary

Kairos Therapeutic Retreat is a Texas-based 501(c)(3) whose mission is to make evidence-based, integrative mind-body-spirit wellness accessible to people navigating cancer, complex health challenges, and major life transitions, primarily through scholarships into the Inner Spiral Trilogy program administered by Kairos Resilience Collective, LLC. The nonprofit’s strategic moat is its integrative framework, research-informed curriculum, outcomes story, and credibility with vulnerable populations, not a software product. This protocol governs how staff, contractors, board members, and volunteers may use external AI Applications ( agents and large language models (LLMs) such as Gemini, Perplexity, Claude (including Claude Cowork), Blotato, and Apify) in the context of nonprofit work.

The primary goals are:

Prevent any disclosure of participant or client protected health information (PHI) or personally identifiable information (PII) to third‑party AI tools that are not under a Business Associate Agreement (BAA) or equivalent contract.
Minimize leakage of proprietary intellectual property (IP), including Kairos’ frameworks, curriculum, exercises, and strategic plans, into model training pipelines or third‑party datasets.
Reduce exposure of sensitive internal information (fundraising strategy, donor lists, financials, HR data, and competitive insights) to AI vendors and potential competitors.
Enable low‑risk, high‑leverage uses of AI for drafting, research, and operational support in ways that honor the mission, protect vulnerable populations, and maintain a long‑term strategic edge.

The protocol uses a data‑tier model, a clear list of allowed and prohibited use cases, and provider‑specific rules that reflect current data retention and training practices across major AI platforms.

1. Scope and Applicability

Covered entities and roles

This protocol applies to:

All Kairos Therapeutic Retreat employees, officers, and board members when acting in their nonprofit capacity.
All contractors, fellows, and volunteers performing work for the nonprofit, including those who also have roles in Kairos Resilience Collective, LLC.
Any third‑party service providers who are given access to Kairos systems or data where AI tools may be used.

The protocol covers AI tools accessed via:

Web interfaces (e.g., Perplexity web app, Claude web, Gemini web, Blotato UI).
Browser extensions and sidebars.
API keys and automated agents (e.g., Claude Cowork in tools, Apify actors, Blotato agents).
Integrations into productivity tools (e.g., AI assistants inside Google Docs, Notion, email clients).

Systems explicitly included

At minimum, this protocol applies to the following AI/LLM providers and products, as used for nonprofit work:

Anthropic Claude (Free, Pro, Team, Enterprise; including Claude Cowork)
Perplexity (Free, Pro, Max, Enterprise, Sonar API)
Google Gemini (Free, Advanced, Workspace‑integrated)
Blotato (research / automation agents as configured)
Apify (web agents, crawlers, and programmed workflows that call LLMs)
Any similar generative and agentic AI tool used via browser or API for drafting, coding, or analysis

If a new AI product is adopted, this protocol applies by default unless the board or delegated committee explicitly exempts it

2. Data Classification and AI Exposure Rules

Data Tiers

Kairos adopts a three‑tier data classification model, adapted from nonprofit AI policy templates and data protection guidance.

Tiers

Description

Examples in Kairos Context

AI Exposure Rule

Tier 0: Public

Already public or intended for public dissemination.

Published website copy, public slide decks, public grant reports, public Form 990 information.

May be used freely with AI tools, with attribution and IP safeguards.

Tier 1: Internal (Non-Sensitive)

Internal but not individually sensitive; harm from disclosure would be modest.

Draft grant narratives without specific dollar amounts or donor names, generic program descriptions, non‑confidential board education materials.

May be used with AI tools under standard precautions; avoid vendor training by using business/enterprise plans when feasible.

Tier 2: Sensitive

Identifiable or contractually protected information; unauthorized disclosure poses material risk.

Donor names and contact info, internal financial details tied to individuals, HR information, early partnership negotiations, non‑public research designs.

Must not be sent to consumer AI tools; if ever processed by AI, it must be under a signed contract (e.g., BAA or DPA) with robust controls.

Tier 3: Highly sensitive PHI/PII & core IP

Participant PHI/PII, trauma narratives, clinical‑like assessments, as well as proprietary frameworks, full curricula, and unreleased research; loss would be severe.

Any data that could identify or re‑identify a participant’s health status or retreat experience; detailed Inner Spiral Trilogy manuals and internal evaluation methods; unreleased outcomes datasets.

Never input into consumer AI tools (including Claude Pro, Perplexity Pro, Gemini Advanced). Any AI processing must happen in a controlled, compliant environment or with self‑hosted models, not covered here.

Article 3: Price

The prices are indicated in dollars, excluding the shipping and processing of your order. The price of items can be changed at any time. However, the price applied to an order will be the one stated at the time of the order.

Article 4: Your information

If You wish to place an Order for Products available on the Service, you may be asked to supply certain information relevant to your Order including, without limitation, your name, your email, your phone number, your credit card number, the expiration date of your credit card, your billing address, and your shipping information.

You represent and warrant that: (i) You have the legal right to use any credit or debit card(s) or any other payment method(s) in connection with any Order; and that (ii) the information you supply to us is true, correct and complete.

By submitting such information, you grant us the right to provide the information to payment processing third parties for purposes of facilitating the completion of your order.

Article 5: Payment

Payment is due immediately on the date of the order, this includes pre-order products.

Payment can be made through any of the payment methods we have available, such as Visa, MasterCard, Affinity Card, American Express cards or online payment methods (PayPal, for example).

Payment cards (credit cards or debit cards) are subject to validation checks and authorization by your card issuer. If we do not receive the required authorization, we will not be liable for any delay or non-delivery of your order.

Article 6: Delivery

Delivery is made to the address you specified when placing your order (therefore, pay particular attention to the spelling of the address you enter and especially the postal code).

The risks will be your responsibility from the date on which the ordered products have left our premises. However, in the event of a lost package, we will do everything necessary so that you still receive your product or that you are reimbursed according to your warranty.

Article 7: Changes to these Terms and Conditions

We reserve the right, at our sole discretion, to modify or replace these Terms at any time. If a revision is material we will make reasonable efforts to provide at least 30 days' notice prior to any new terms taking effect. What constitutes a material change will be determined at our sole discretion.

By continuing to access or use our Service after those revisions become effective, you agree to be bound by the revised terms. If you do not agree to the new terms, in whole or in part, please stop using the website and the Service.

Article 8: Company information

Kairos Therapeutic Retreat

1401 Lavaca St. #727

Austin, Texas 78701

Kairos Therapeutic Retreat

1401 Lavaca St. #727

Austin, Texas 78701

Terms & Conditions