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Terms & Conditions ​

Effective 23 July 2026 · Version 2026-07-v1

These terms govern your use of Kairos, the internal church administration platform of Kharis Church ("we", "us", "the church"). By creating an account or using Kairos, you agree to be bound by them. If you do not accept them, please do not use Kairos.

These terms are governed by the law of England and Wales. Any dispute arising from them will be subject to the exclusive jurisdiction of the courts of England and Wales.

1. Your account ​

Kairos accounts are for individual members of Kharis Church. You must give accurate information when you sign up and keep it up to date on your profile.

You are responsible for keeping your password confidential. Do not share your account with anyone else. If you think someone else has accessed your account, tell us immediately.

You must be at least 16 to create your own Kairos account. If you are younger, a parent or guardian must complete Kairos forms on your behalf.

2. Acceptable use ​

You agree to use Kairos only for legitimate church-related purposes. In particular, you must not:

  • Use Kairos to send spam, harass any member, or share content that is unlawful, abusive, harmful or discriminatory
  • Try to access accounts, records, or areas of Kairos that you have not been granted access to
  • Interfere with the operation of Kairos, attempt to circumvent its security, or use automated scraping tools against it
  • Copy, redistribute, or make commercial use of information you can only see because you are a Kharis Church member (for example, other members' contact details)
  • Impersonate anyone else or submit information about someone else without their permission

3. Leaders and administrators ​

Fellowship leaders, department leaders and branch administrators have additional responsibilities inside Kairos. If you hold one of these roles you agree to:

  • Use member data only for the pastoral, safeguarding and administrative purposes of the church
  • Follow Kharis Church's safeguarding policy when recording, escalating or sharing safeguarding information
  • Complete any training the church asks of role-holders before exercising elevated permissions

Leadership access can be revoked at any time by the branch administrator or by Kharis Church leadership.

4. Your data and privacy ​

Our Privacy Notice explains what personal data we collect, why we collect it, who it is shared with, how long we keep it, and how you can exercise your rights over it. By using Kairos you confirm you have read the Privacy Notice.

5. Content you submit ​

Kairos lets you submit information about yourself and, in some cases, on behalf of a family member or a first-time visitor (with their permission). You confirm that any information you submit is accurate to the best of your knowledge and that you have any consent needed from other people whose information you include.

Kharis Church may use information you submit for the pastoral, safeguarding and administrative purposes described in the Privacy Notice. Content you submit remains yours; you grant the church a licence to use it for those purposes.

6. Availability ​

We work to keep Kairos available and reliable, but we do not guarantee that it will be uninterrupted or error-free. We may need to take Kairos offline for maintenance from time to time, and third-party outages (for example at our hosting or email providers) may affect availability. We are not liable for losses caused by short-term unavailability.

7. Suspension and termination ​

You may close your account at any time by contacting a leader or emailing privacy@kharis.org.

We may suspend or close your account if you materially breach these terms, if you leave the church, or if your continued access would pose a safeguarding risk. Where possible we will explain the reason.

When your account is closed we retain and delete data as described in the Privacy Notice.

8. Intellectual property ​

The Kairos platform, its design and its source code are the property of Kharis Church or its licensors. Your account gives you a personal, non-transferable right to use Kairos while you are a member; it does not transfer any ownership.

9. Warranties and liability ​

Kairos is provided "as is" and "as available". To the fullest extent allowed by law, Kharis Church excludes all implied warranties. Nothing in these terms limits our liability for death or personal injury caused by negligence, for fraud, or for any liability that cannot be excluded under English law.

Subject to that, our total liability arising out of your use of Kairos is limited to any amounts you have paid us in connection with Kairos in the twelve months before the claim arose (which for most members will be zero).

10. Changes to these terms ​

When we make a material change to these terms we will bump their version and ask you to review and accept them the next time you sign in. Minor typo-level changes may be made without prompting. If you do not accept a material change, you can close your account.

11. Contact ​

Kharis Church — privacy@kharis.org

Draft for review

This document is an initial draft. It has not yet been reviewed by Kharis Church leadership or a legal professional. Please treat it as a starting point rather than a settled policy.

Kairos — Church Administration System by Kharis Church · Terms · Privacy