KDS Policies and Client Information

1 Introduction

Kanos Designs (KDS) respects the privacy of individuals and is committed to protecting the personal information entrusted to us by our customers, website visitors, prospective customers, business partners, employees, contractors, and other individuals who interact with our business.

This Data Protection & Privacy Policy explains how Kanos Designs collects, uses, stores, protects, shares, and disposes of personal information. It also explains the rights individuals have regarding their personal information and how they can contact us about privacy-related matters.

Kanos Designs aims to handle personal information in a lawful, fair, transparent, secure, and responsible manner. This policy is intended to apply to our website, online forms, emails, business communications, service delivery, customer support, payment-related interactions, marketing activities, and other situations where Kanos Designs processes personal information.

2 About Kanos Designs

Kanos Designs (KDS) is a digital design and technology business providing comprehensive services across two main practice areas:

Because some of these services require customers to provide information, files, photographs, business details, employee information, customer information, or other content, Kanos Designs may process personal information on behalf of its clients.

3 Scope of This Policy

This policy applies to personal information collected or processed by Kanos Designs through:

• Kanos Designs website & contact forms
• Service enquiry & quote/project request forms
• Email & customer support communications
• Social media interactions & business communications
• Project documents & client-provided files
• Contracts, agreements, invoices, & payment records
• Website administration, maintenance, & marketing
• Other legitimate B2B interactions

This policy applies whether information is provided electronically, physically, verbally, or through another legitimate communication method.

4 What Is Personal Data?

Personal data is information that relates to an identified or identifiable living individual. As recognized by the Data Protection Commission, this may include: full names, email addresses, telephone numbers, physical or business addresses, job titles, company details, usernames, account information, IP addresses, device and website usage information, payment records, project details, photographs, videos, voice recordings, and details contained in files supplied to us.

5 Information We May Collect

Kanos Designs only seeks to collect information that is reasonably necessary for a legitimate business purpose.

6 How We Collect Personal Information

Kanos Designs collects information when you visit our website, complete enquiry or quote forms, purchase services, communicate via email or social media, execute service agreements, submit project files, or make payments.

Where reasonably possible, we collect personal information directly from the individual concerned, in compliance with the direct collection requirements of the Ghana Data Protection Act.

7 Why We Collect and Use Personal Information

We process personal information for clear operational and legitimate business reasons:

8 Lawful Basis for Processing

Kanos Designs processes personal data only on lawful grounds recognised under Ghanaian law, including: Consent (which may be withdrawn), Contractual Necessity (delivering requested services), Legal Obligation (statutory tax or reporting requirements), and Legitimate Business Interests (provided individual privacy rights are safeguarded).

9 Data Minimisation

Kanos Designs collects only information that is necessary, relevant, and non-excessive for the specific purpose. We do not collect personal data simply because it is available.

10 Information Accuracy

In accordance with Data Protection Commission information quality principles, we strive to keep personal information accurate, complete, and up to date. Contact us if any record needs correction.

11 How We Use Client-Provided Information

Customers may supply Kanos Designs with materials containing third-party personal data (e.g. employee details, staff photos, customer testimonials, or subscriber lists). The client remains responsible for ensuring they possess the authority, permission, and lawful basis to provide this information to KDS. Kanos Designs processes such data strictly according to the client's instructions to perform the agreed project.

12 Kanos Designs as a Service Provider / Data Processor

When KDS manages website databases, booking portals, registration tools, or membership software on behalf of a client, Kanos Designs acts as a Data Processor (processing data according to controller instructions), as distinguished from a Data Controller by the Data Protection Commission.

13 Sharing Personal Information

Kanos Designs does not sell personal information. We share data only with trustworthy service providers necessary for business delivery, such as hosting providers, cloud storage, email infrastructure, payment processors, domain/DNS registries, analytics services, security tools, and legal or regulatory authorities where required by law.

14 International Data Transfers

Some software and cloud infrastructure providers used by KDS operate outside Ghana. Where cross-border processing occurs, Kanos Designs takes reasonable steps to ensure processing remains lawful with appropriate protection safeguards in place.

15 Website Cookies and Similar Technologies

Our website uses cookies for security, performance measurement, user preferences, and analytics. Users may adjust browser settings to reject cookies, though certain site functionalities may be impacted.

16 Analytics

We use web analytics tools (Current Provider: GOOGLE) to analyze traffic patterns, device specifications, and page interactions in order to continuously improve our online experience.

17 Email Communications & Security

Kanos Designs operates professional domain emails: info@kanosdesigns.com, services@kanosdesigns.com, marketing@kanosdesigns.com, payments@kanosdesigns.com, and support@kanosdesigns.com.

While reasonable account protections are maintained, standard email is not entirely risk-free. Clients should avoid transmitting highly confidential credentials or card data via unencrypted email.

19 Website and Account Security

In accordance with DPC technical and organizational requirements, KDS implements strong protection measures including: password security, multi-factor access controls, HTTPS/SSL encryption, routine software updates, security monitoring, backups, firewall controls, and secure deletion protocols.

20 Website Development and Client Credentials

When clients share hosting, CMS, or database access for development, Kanos Designs uses credentials exclusively for the agreed scope. Clients are urged to use dedicated developer accounts, enable 2FA, and remove access or rotate passwords immediately upon project completion.

21 Data Retention & Deletion

Data is kept only as long as necessary for service delivery, accounting, tax compliance, dispute resolution, or legal defense. Once no longer needed, records are deleted, destroyed, or anonymized.

23 Your Data Protection Rights

Under Ghanaian data protection laws, individuals hold specific statutory rights:

25 Children & Sensitive Personal Information

Kanos Designs does not intentionally collect information from children without explicit legal authority or parental consent. Sensitive personal data is strictly avoided unless necessary for a specific service with tailored safeguards in place.

27 Third-Party Websites and Integrations

When KDS integrates payment portals, maps, or CRMs into client websites, the client remains responsible for establishing their own website privacy notices and consent banners. KDS is not responsible for independent third-party platform policies.

29 Data Breaches and Incident Response

In the event of a security incident, Kanos Designs follows a strict 7-step containment protocol: 1. Contain → 2. Investigate → 3. Identify Data → 4. Assess Risk → 5. Correct → 6. Log Records → 7. Notify Regulators/Parties as legally mandated. Report security concerns to info@kanosdesigns.com.

30 Staff Responsibilities & Confidentiality

All KDS personnel and contractors operate under binding non-disclosure standards. Confidential business details (strategies, unreleased designs, code, credentials, customer databases) are strictly protected against unauthorized access or copying.

32 Client Responsibilities & Direct Marketing

Clients warrant that all supplied content (photos, brand logos, customer lists) is lawfully obtained with full usage permissions. For direct marketing communications, opt-out requests are processed via marketing@kanosdesigns.com.

34 Records, Policy Updates & Transparency

We maintain standard administrative and accounting logs for legal compliance. Policy updates will be highlighted with a revised "Last Updated" timestamp on this page.

1 Introduction

Kanos Designs (KDS) understands that clients may share confidential, sensitive, proprietary, or commercially valuable information with us when requesting our services. This may include business plans, website concepts, source materials, designs, branding strategies, customer information, passwords, project files, financial information, marketing plans, product ideas, unpublished content, software concepts, and other information that a client does not want disclosed to others.

This NDA Compliance Policy establishes the principles and procedures Kanos Designs follows when handling confidential information under a Non-Disclosure Agreement (NDA), confidentiality clause, service agreement, project agreement, or other contractual arrangement.

The purpose of this policy is to ensure that confidential client information is:

• Properly identified
• Accessed only when necessary
• Used only for authorised purposes
• Protected against unauthorised disclosure
• Stored and transferred responsibly
• Shared only with authorised persons
• Retained only when reasonably necessary
• Properly returned, deleted, or destroyed when required

This policy applies to Kanos Designs and individuals authorised to work on KDS projects where confidential information is involved.

2 Purpose of the Policy

The purpose of this policy is to establish a clear internal standard for protecting confidential information received from clients, prospective clients, partners, suppliers, contractors, and other parties. Kanos Designs aims to ensure that confidentiality is treated as an essential part of professional service delivery.

This policy helps KDS to:

1. Protect client confidentiality
2. Prevent unauthorised disclosure
3. Control access to confidential information
4. Establish responsibilities for employees and contractors
5. Support compliance with signed NDAs
6. Protect client intellectual property and business information
7. Reduce the risk of accidental disclosure
8. Establish procedures for handling confidentiality incidents
9. Maintain professional trust with clients

3 What Is an NDA?

A Non-Disclosure Agreement (NDA) is a legal agreement under which one or more parties agree to protect confidential information from unauthorised use or disclosure. An NDA may be:

• A separate agreement
• Part of a service contract
• Included in a project agreement
• Included in a proposal or engagement document
• A mutual NDA between KDS and a client
• A one-way NDA protecting information belonging to one party

The specific terms of each NDA may differ.

4 Scope

This policy applies to confidential information received or accessed by Kanos Designs through:

• Website development projects
• Web application projects
• Website maintenance & management
• SEO & performance optimisation projects
• Website rebranding
• Graphic design projects
• Business startup & document branding
• Motion graphics & social media design
• Business consultations & technical support
• Email, meetings, phone & online communications
• File-sharing systems, cloud storage & client accounts
• Website administration systems & other professional engagements

5 What Is Confidential Information?

Confidential information generally means information that is not publicly available and that the client reasonably expects Kanos Designs to keep confidential. Depending on the agreement, confidential information may include:

6 Information That May Not Be Confidential

Unless an applicable NDA states otherwise, information may generally not be considered confidential where it:

• Was already publicly available when disclosed
• Becomes publicly available through no breach by KDS
• Was already lawfully known to KDS before disclosure
• Is independently developed without using the confidential information
• Is lawfully received from another source without a confidentiality obligation
• Is specifically authorised by the client for public disclosure

The exact definition contained in the applicable NDA will determine whether particular information is confidential.

7 Kanos Designs' Confidentiality Commitment

Kanos Designs commits to treating client confidential information responsibly. KDS will seek to:

• Keep confidential information confidential
• Use it only for authorised business purposes
• Restrict unnecessary access
• Avoid unauthorised disclosure
• Protect confidential files and systems
• Follow applicable NDA requirements
• Notify appropriate parties of serious confidentiality incidents
• Return or delete information when required
• Maintain appropriate confidentiality practices after a project ends

Confidentiality obligations may continue after the completion or termination of a project where required by the applicable NDA or contract.

8 Need-to-Know Principle

Access to confidential information should be limited to people who genuinely need the information to perform an authorised task. For example, a graphic designer working on a confidential brochure may not need access to the client's website administrator account, financial records, unrelated customer information, or other confidential project information. Likewise, a web developer working on a website may not need access to unrelated confidential branding or financial information.

Kanos Designs will seek to apply the principle of minimum necessary access.

9 Employee & Contractor Confidentiality

Employees, freelancers, contractors, consultants, and other authorised persons working with Kanos Designs may be required to agree to confidentiality obligations before receiving access to confidential client information. They are expected to:

• Keep client information confidential
• Use information only for authorised work
• Avoid discussing confidential projects unnecessarily
• Protect project files, passwords & credentials
• Avoid copying confidential information unnecessarily
• Avoid sharing information through personal channels
• Report suspected confidentiality breaches
• Return or delete information when instructed

A person working with KDS does not gain ownership of confidential client information merely because they have access to it.

10 Third-Party Contractors

Kanos Designs may occasionally engage independent professionals or contractors to assist with a project. Where confidential client information needs to be provided to such a person, KDS will seek to ensure that the person is appropriately authorised, access is limited to what is necessary, confidentiality obligations are established where appropriate, information is used only for the authorised project, and information is returned or deleted when no longer required.

Kanos Designs will not intentionally provide confidential information to third parties for unrelated purposes.

11 Use of Confidential Information

Confidential information may only be used for the purpose for which it was provided or for another purpose authorised by the client or applicable agreement. For example, if a client provides KDS with an unreleased business plan to help develop a website, KDS will not use that business plan to:

• Develop a competing business
• Market unrelated services
• Share the strategy with another client
• Publish or sell the information
• Use it for another unauthorised purpose

12 Disclosure Restrictions

Kanos Designs will not intentionally disclose confidential client information to an unauthorised person. Unauthorised disclosure may include forwarding confidential emails, sharing confidential files, publishing confidential information online, posting confidential project images publicly, discussing confidential projects with unrelated persons, sharing passwords, uploading confidential information to an unauthorised platform, showing confidential designs to another client, or using confidential information for personal purposes.

Authorisation should be obtained before confidential information is disclosed outside the scope permitted by the applicable agreement.

13 Client Projects & Portfolio Use

Kanos Designs may normally wish to display completed work as part of its professional portfolio, website, social media, proposals, presentations, or marketing materials. However, where an NDA or other agreement prohibits public disclosure, Kanos Designs will respect that restriction.

Where a project is confidential, KDS will not publicly display unreleased designs, confidential website screenshots, client documents, internal business information, unreleased branding, confidential product information, client information, or other protected material, unless authorised by the client or permitted by the applicable agreement. Where necessary, KDS may request separate written permission before using a client's work as a portfolio example.

14 Confidentiality During Website Development

Website projects may involve access to confidential information such as administrator credentials, hosting and domain accounts, databases, customer records, website analytics, internal business information, unpublished website content, private documents, payment integrations, and internal systems.

Kanos Designs will use such access only for authorised development, maintenance, management, or support activities. KDS will not intentionally use client systems for unrelated activities.

15 Passwords & Access Credentials

Passwords, API keys, authentication tokens, administrator accounts, database credentials, hosting credentials, and similar information will be treated as confidential. Kanos Designs will seek to:

• Limit access to authorised personnel
• Avoid unnecessary sharing
• Use secure authentication practices
• Avoid storing passwords unnecessarily
• Protect credentials from unauthorised disclosure
• Use separate accounts where practical
• Recommend changing credentials when access is no longer required

16 Handling Client Files

Client files may include documents, images, videos, logos, design files, source files, presentations, spreadsheets, PDFs, website files, databases, code, marketing materials, and business records. Kanos Designs will seek to store and handle such files responsibly. Access should be limited to authorised persons who require the files for the relevant project.

17 Email & Confidential Information

Kanos Designs operates professional email addresses including info@, services@, marketing@, payments@, support@, and privacy@kanosdesigns.com. Confidential information received through these accounts must be handled responsibly. KDS personnel should:

• Verify recipients before sending confidential information
• Avoid unnecessary forwarding
• Avoid sending confidential information to personal email accounts
• Check attachments before sending
• Avoid including unnecessary confidential information in email subjects
• Use appropriate secure transfer methods where necessary

18 File Transfer & Cloud Services

Where confidential files are transferred or stored electronically, Kanos Designs will seek to use appropriate systems and reasonable security measures. Depending on the project, these may include:

• Secure file-sharing platforms
• Password-protected files
• Access-controlled cloud storage
• Secure website administration systems
• Encrypted connections
• Restricted sharing permissions

The specific services used may vary depending on the client's project requirements.

19 Physical Documents

Where confidential information exists in physical form, Kanos Designs will seek to prevent unauthorised access. Physical confidential documents should not be left unattended in public areas, photocopied unnecessarily, disposed of without appropriate care, or taken outside authorised locations without a legitimate reason.

When physical documents are no longer required, they should be securely disposed of where appropriate.

20 Remote Work

Where Kanos Designs personnel work remotely, they remain responsible for protecting confidential information. This includes taking reasonable care when using laptops and mobile devices, working from home or in shared environments, using public networks, accessing client systems, storing project files, and participating in online meetings.

Confidential client information should not be knowingly exposed to unauthorised persons.

21 Meetings & Conversations

Confidential project information may be discussed during client meetings, phone calls, video conferences, team meetings, design consultations, and technical discussions. Kanos Designs personnel should avoid discussing confidential information in circumstances where unauthorised persons may overhear the conversation.

22 Social Media & Public Communications

Kanos Designs will not intentionally publish confidential client information through Facebook, Instagram, LinkedIn, X, TikTok, YouTube, websites, blogs, newsletters, messaging platforms, or other public channels.

This includes confidential screenshots, project details, documents, designs, business strategies, customer information, or other protected information. Employees and contractors should not post confidential project information on personal social media accounts.

23 Use of Client Information for AI & External Tools

Confidential client information must not be entered into public or third-party artificial intelligence tools, automated platforms, design tools, code assistants, or other external services unless:

1. The use is authorised
2. The applicable confidentiality requirements permit it
3. Appropriate safeguards are in place

24 Intellectual Property & Confidentiality

Confidentiality and intellectual property are related but separate matters. An NDA generally concerns the protection of confidential information. It does not automatically transfer ownership of copyright, trademarks, designs, source code, logos, brand assets, or other intellectual property.

Ownership and licensing rights should be determined by the applicable service agreement, contract, quotation, intellectual-property clause, or other written agreement.

25 Client Ownership of Confidential Information

Unless an agreement states otherwise, Kanos Designs does not claim ownership of confidential information merely because it receives or accesses that information. Client confidential information remains subject to the client's rights and the terms of the applicable agreement. KDS will use such information only within the authorised scope.

26 Confidential Information After Project Completion

Confidentiality does not automatically end when a project is completed. Where an NDA or contract requires continuing confidentiality, Kanos Designs will continue to protect the information for the period specified in that agreement.

Where no specific period is stated, KDS will continue to treat genuinely confidential information responsibly for as long as the confidentiality obligation applies.

27 Return or Destruction of Confidential Information

When a client requests the return or destruction of confidential information, Kanos Designs will take reasonable steps to comply, subject to the applicable NDA, legal obligations, accounting requirements, backup systems, dispute or legal requirements, and other legitimate retention obligations.

Depending on the circumstances, KDS may:

• Return physical documents
• Return electronic files
• Delete working copies
• Remove access
• Delete project information from authorised storage
• Securely dispose of physical materials

Information contained in automatic backups may remain temporarily until the normal backup retention cycle expires.

28 Data Protection & Confidentiality

Confidential information may also contain personal information. Where this occurs, Kanos Designs will seek to apply both its confidentiality obligations and its Data Protection & Privacy Policy. Personal information must be handled in accordance with applicable data protection requirements. This NDA Compliance Policy should therefore be read together with the Kanos Designs Data Protection & Privacy Policy where personal information is involved.

29 Confidentiality Breaches

A confidentiality breach may occur when confidential information is accessed without authorisation, sent to the wrong person, lost, stolen, published without permission, shared with an unauthorised third party, used for an unauthorised purpose, exposed through inadequate security, or disclosed intentionally or accidentally.

30 Reporting a Confidentiality Incident

Anyone working with Kanos Designs who becomes aware of a suspected confidentiality breach should report it as soon as reasonably possible. Reports should be sent to privacy@kanosdesigns.com.

The report should, where possible, include:

• What happened & when it happened
• What information may have been affected
• Who may have received or accessed the information
• Whether the information remains accessible
• Any immediate action already taken

Individuals should not attempt to hide or delete evidence of a suspected breach simply to avoid reporting the incident.

31 Response to a Confidentiality Breach

When Kanos Designs becomes aware of a suspected confidentiality breach, it may follow an 11-step response protocol: 1. Assess the incident → 2. Identify the information involved → 3. Restrict further access → 4. Secure affected accounts → 5. Recover or delete information where possible → 6. Determine how the disclosure occurred → 7. Assess the contractual and legal implications → 8. Notify the affected client where appropriate → 9. Notify relevant authorities where required → 10. Take corrective action → 11. Review security procedures to prevent recurrence.

The response will depend on the seriousness and circumstances of the incident.

32 Legal & Regulatory Disclosure

An NDA does not necessarily prevent disclosure where disclosure is required by applicable law, court order, regulatory authority, or other lawful requirement. Where legally permitted and reasonably practical, Kanos Designs may notify the affected client before making such disclosure. However, KDS cannot promise advance notice where the law prohibits such notification.

33 Confidentiality & Legal Proceedings

Where confidential information is required for legitimate legal proceedings, Kanos Designs may disclose the information to the extent reasonably necessary or legally required. KDS will seek to limit such disclosure to the appropriate parties and information.

34 Conflicts Between This Policy & an NDA

This policy provides Kanos Designs' general confidentiality standards. If a signed NDA or other legally binding agreement contains stricter or different requirements, the applicable agreement will generally govern the relevant relationship.

Where there is uncertainty, KDS will seek clarification before disclosing or using the affected information.

35 Client Requests for Additional Confidentiality

A client may request additional confidentiality measures for a particular project. Depending on the project, KDS may agree to measures such as:

• Separate project storage
• Restricted team access
• Additional confidentiality agreements
• Limited portfolio use
• Restricted public disclosure
• Specific file-transfer procedures
• Additional security controls
• Project-specific retention periods

Additional requirements should preferably be documented in writing.

36 Confidential Projects

Some projects may be designated as Confidential Projects. Examples may include unreleased businesses, new product launches, new company branding, confidential campaigns, private web applications, pre-launch websites, internal corporate systems, unreleased software, and sensitive business rebranding.

For such projects, Kanos Designs may apply additional access and communication restrictions.

37 Client Verification

Where someone requests confidential information on behalf of a client, Kanos Designs may verify that person's identity and authority before providing the information. This may be particularly important for website credentials, project source files, customer information, confidential documents, financial information, and administrative access.

KDS may refuse or delay disclosure until sufficient authorisation has been established.

38 Confidentiality Responsibilities of Clients

Confidentiality is a shared responsibility. Clients should also take reasonable steps to protect confidential information provided by Kanos Designs, and should not disclose KDS confidential information where they have agreed to protect it under a contract or NDA. This may include unreleased KDS designs, proprietary processes, internal business information, contractually protected pricing information, private technical information, and credentials or systems information.

39 No Unauthorised Competitive Use

Kanos Designs will not intentionally use a client's confidential information to develop or support a competing business or service for another client. The existence of similar services in the digital design and technology industry does not, by itself, mean that confidential information has been used. KDS may independently develop ideas, techniques, designs, or processes without using a client's confidential information.

40 Independent Development

Kanos Designs may work with multiple clients operating in similar industries. This does not prevent KDS from providing services to other clients. However, KDS will not intentionally use one client's confidential information to benefit another client.

Similar industry requirements, publicly available information, general professional knowledge, and independently developed ideas may be used in other projects where doing so does not breach an applicable agreement.

41 Professional Conduct

Everyone working on behalf of Kanos Designs is expected to maintain professional confidentiality. Confidential client information should not be discussed for entertainment, for personal benefit, with friends or family, with unrelated clients, on social media, in public places, in online communities, with unauthorised contractors, or with competitors.

42 Training & Awareness

Kanos Designs may provide employees and contractors with appropriate guidance concerning confidentiality, NDA obligations, data protection, password security, file handling, email security, social media restrictions, client information, and security incidents.

Individuals with access to significant confidential information may receive additional instructions depending on their responsibilities.

43 Monitoring & Compliance

Kanos Designs may take reasonable measures to assess compliance with confidentiality requirements. This may include reviewing access permissions, project files, security settings, account activity, file-sharing permissions, confidentiality agreements, and incident reports. Monitoring will be carried out for legitimate business, security, contractual, or compliance purposes.

44 Consequences of Unauthorised Disclosure

Unauthorised disclosure or misuse of confidential information may result in:

• Removal of access
• Internal disciplinary action
• Termination of a contractor relationship
• Termination of employment where applicable
• Contractual consequences
• Client notification
• Legal action where appropriate

The consequences will depend on the nature and seriousness of the incident and the applicable agreement or law.

45 Relationship With Other KDS Policies

This policy should be read together with other relevant Kanos Designs policies and agreements, including the Data Protection & Privacy Policy, Terms of Service, Client Service Agreement, Intellectual Property Policy, Information Security Policy, Website Terms of Use, Acceptable Use Policy, and project-specific agreements.

Where a specific contract contains additional confidentiality requirements, those requirements should be followed.

46 NDA Records

Kanos Designs may maintain records of NDAs and confidentiality agreements entered into with clients and other parties. Such records may include:

• Parties to the agreement & date of agreement
• Effective date & confidentiality period
• Project covered
• Relevant restrictions
• Termination date
• Other contractual requirements

These records help KDS identify and manage ongoing confidentiality obligations.

47 Policy Review

This policy may be reviewed periodically to ensure that it remains appropriate for Kanos Designs' operations. The policy may be updated when services change, technology changes, security practices change, legal requirements change, new types of confidential information are processed, new third-party services are introduced, or significant confidentiality incidents occur.

48 Contact for NDA & Confidentiality Matters

For questions concerning NDA requirements, confidential projects, confidentiality concerns, suspected disclosure, client information, project confidentiality, or requests for additional confidentiality controls, contact info@kanosdesigns.com.

49 Important Legal Notice

This document establishes Kanos Designs' general internal approach to confidentiality and NDA compliance. It is not itself an NDA and does not replace a separately signed Non-Disclosure Agreement or other legally binding contract. The precise confidentiality obligations between Kanos Designs and a client depend on the applicable agreement and the circumstances of the relationship.

Where a project involves significant commercial, financial, intellectual property, personal data, trade secret, or other sensitive information, the parties should consider obtaining appropriate legal advice and entering into a specific written NDA.

1 Introduction

These Terms of Service ("Terms") govern the relationship between Kanos Designs (KDS) ("KDS", "we", "us", or "our") and any individual, business, organisation, institution, or other entity ("Client", "you", or "your") that requests, purchases, accesses, or uses services provided by Kanos Designs.

By requesting a quotation, approving a proposal, making a payment, providing project instructions, approving project work, accessing a completed project, or otherwise engaging Kanos Designs for services, you acknowledge that you have read, understood, and agreed to these Terms.

These Terms should be read together with other Kanos Designs policies and agreements, including where applicable:

• Data Protection & Privacy Policy
• NDA Compliance Policy
• Cyber Security & Attack Policy
• Domain, Hosting & Storage terms
• Individual project quotations & proposals
• Service agreements
• Invoices & payment schedules
• Any additional written agreement between KDS and the Client

2 About Kanos Designs

Kanos Designs is a digital design and technology business providing services including:

The exact scope of a Client's project will be determined by the applicable quotation, proposal, invoice, service agreement, or written project specification.

3 Acceptance of a Project

A project may be considered accepted when any of the following occurs:

1. The Client approves a quotation or proposal
2. The Client makes the required initial payment
3. The Client instructs KDS to begin work
4. The Client signs a service agreement
5. The Client provides project materials and authorises development or design to commence

Once work has commenced, cancellation and refund rights will be subject to the applicable provisions of these Terms and the specific project agreement.

4 Project Scope

KDS will provide the services specifically described in the agreed project scope. The project scope may include:

• Number & type of webpages
• Website features
• Web application functionality
• Graphic design deliverables
• Branding requirements
• Content preparation
• Integrations
• Hosting & domain configuration
• Business email configuration
• SEO work
• Security configuration
• Deployment, testing, training, handover & post-launch support

Anything not expressly included in the agreed scope may be treated as an additional service and may attract an additional fee. KDS will communicate additional costs before undertaking significant work outside the agreed scope.

5 Quotations & Estimates

KDS may provide quotations, estimates, proposals, packages, or pricing plans based on the Client's requirements. Unless expressly stated otherwise:

• A quotation is based on the information available when the quotation is prepared
• A quotation may change if the Client's requirements change
• Third-party costs may be separate from KDS service charges
• Domains, hosting, subscriptions, plugins, APIs, gateways, email, storage & licences may attract separate charges
• Estimates displayed on the KDS website are not necessarily final project quotations

The final price for a project will be confirmed through the applicable quotation, invoice, proposal, or service agreement.

6 Payments

The Client agrees to pay KDS according to the agreed payment schedule. Payment arrangements may include:

• Full payment before work begins
• Deposit plus final payment
• Milestone payments
• Installment payments
• Monthly service payments
• Recurring maintenance or support payments
• Other arrangements agreed in writing

The applicable payment schedule will be communicated to the Client before or during project commencement.

7 Deposits & Initial Payments

Where an initial deposit is required, the deposit may be used to cover:

• Project planning & research
• Design work & development
• Resource allocation
• Third-party services
• Project setup
• Administrative & operational costs

8 Installment Payments

Where KDS permits installment payments, the Client remains responsible for making each installment by the agreed due date. Failure to make an installment may result in:

• Suspension of development
• Suspension of access to project previews
• Delayed delivery
• Suspension of deployment
• Suspension of support
• Additional administrative or recovery costs where applicable
• Termination of the project where the default remains unresolved

KDS is not required to continue development indefinitely while an agreed payment remains outstanding.

9 Refund Policy

KDS recognises that refund circumstances may differ depending on the nature and stage of a project.

10 Client Responsibilities

The Client agrees to provide KDS with accurate, complete, and timely information required to perform the project. The Client may be required to provide:

• Business information
• Text & website content
• Images & videos
• Logos & brand assets
• Product information & contact details
• Required documents
• Domain & hosting information
• Account credentials where necessary
• Feedback & approvals
• Other project-specific materials

The Client is responsible for ensuring that materials supplied to KDS can legally be used for the project. The Client must not knowingly provide copyrighted, stolen, fraudulent, unlawful, or unauthorised materials.

11 Client-Provided Content & Materials

The Client represents that they have the necessary rights, permissions, licences, or authority to provide materials to KDS. This includes rights relating to photographs, videos, logos, fonts, written content, music and audio, business information, testimonials, employee information, customer information, marketing materials, product information, and other intellectual property.

The Client is responsible for claims arising from materials supplied by the Client where KDS reasonably relied upon the Client's representation that the materials could lawfully be used.

12 Development Process

KDS may use a development process involving:

1. Understanding the Client's goals
2. Planning the project
3. Mapping the user experience
4. Creating a prototype or design direction
5. Gathering Client feedback
6. Developing the approved solution
7. Providing a demo or preview
8. Making agreed adjustments
9. Testing the solution
10. Deploying the project
11. Completing the handover

This process may vary depending on the nature and complexity of the project. The KDS service process similarly describes planning, prototype review, development, demo access, adjustments, testing, deployment, protection, and handover.

13 Client Feedback & Approvals

The Client is responsible for reviewing project work within a reasonable period and providing clear feedback. Delays in providing any of the following may delay the project timeline:

• Content
• Feedback
• Approval
• Credentials
• Payments
• Required documents
• Access to third-party platforms

Where the Client approves a design, feature, page, or deliverable, subsequent major changes may be treated as additional work.

14 Revisions & Changes

The number of revisions included in a project will depend on the agreed quotation or project scope. A revision means a reasonable adjustment to the agreed direction. A revision does not necessarily include a complete redesign or change of project direction. Examples of potentially additional work include:

• Changing an approved design concept completely
• Adding new webpages or features
• Changing project requirements after development
• Rebuilding an approved component
• Replacing approved content after implementation
• Adding new integrations
• Changing the original branding direction

Additional work may require a revised quotation.

15 Development, Testing & Quality Assurance

KDS will make reasonable efforts to develop and test deliverables according to the agreed requirements. Testing may include, depending on the project:

• Responsive design testing
• Browser compatibility testing
• Functional & form testing
• Navigation testing
• Performance checks
• Basic security checks
• Integration testing
• Deployment checks

Testing does not guarantee that a website, application, or digital product will be completely free from every possible software defect, browser issue, security vulnerability, third-party outage, or future compatibility problem.

16 Client Approval Before Deployment

Where a project includes a review or demonstration stage, KDS may provide the Client with a preview or demo. The Client should review the project before final deployment and communicate any reasonable corrections. Once the Client provides final approval, KDS may proceed with deployment or handover.

17 Deployment

Deployment means making the agreed digital product available on the intended hosting, domain, server, platform, or environment. Deployment may depend on:

• Payment completion
• Domain & hosting availability
• Third-party service availability
• Client credentials
• Required content
• Client approval
• Technical compatibility

KDS is not responsible for delays caused by third-party providers, unavailable services, incorrect Client information, or circumstances outside KDS's reasonable control.

18 Handover

A project is considered handed over when KDS has provided the agreed deliverables, access information, credentials, files, documentation, training, or other handover materials specified for the project. Depending on the project, handover may include:

• Website access & administrative access
• Source or editable files where applicable
• Design exports
• Documentation
• Training or orientation
• Domain or hosting information
• Email configuration information
• Relevant credentials & basic management instructions

The exact handover package depends on the project agreement.

19 Source Code Ownership & Intellectual Property

Unless otherwise agreed in writing, the underlying source code, development code, programming logic, reusable components, frameworks, scripts, libraries, technical architecture, development methods, and other proprietary development materials created or used by KDS remain the property of Kanos Designs (KDS).

Payment for a website, application, or development service does not automatically transfer ownership of KDS's underlying source code or development infrastructure to the Client. The Client receives the agreed right to use the completed product for its intended business purpose, subject to these Terms and the applicable project agreement.

20 Graphic Design Intellectual Property

Ownership of completed graphic design work will depend on the applicable project agreement. Where ownership transfer is expressly included, KDS may transfer the agreed final design rights after the Client has completed all required payments.

Unless otherwise agreed:

• KDS retains rights to preliminary concepts and unused designs
• KDS may retain reusable design techniques & general methods
• Third-party fonts, stock images, icons, software & templates remain subject to their respective licences
• Editable/source files are provided only where included in the quotation or expressly agreed

21 Third-Party Materials & Services

Projects may use third-party services, platforms, software, APIs, hosting providers, domain providers, email services, analytics systems, payment providers, security services, cloud services, or other external technologies. KDS does not own or control third-party platforms.

Third-party services may have:

• Their own terms
• Separate fees
• Usage restrictions & service limitations
• Downtime
• Policy changes
• Security requirements & account restrictions

The Client remains responsible for third-party accounts and charges unless KDS has expressly agreed to manage them.

22 Domain Names, Hosting & Storage

Where KDS assists with domain registration, hosting, storage, or related services, the specific arrangement will be stated in the Client's quotation or agreement. The Client acknowledges that:

• Domain ownership & registration are subject to the relevant registrar's rules
• Hosting is subject to the hosting provider's terms
• Storage capacity may have limitations
• Third-party outages may affect availability
• Renewal fees may apply
• Failure to renew third-party services may result in suspension or loss of service

KDS is not responsible for loss caused solely by a Client's failure to renew or maintain an externally controlled account.

23 Website & Application Use

The Client may use the completed website, application, or design for its legitimate business or organisational purposes. The Client must not use any website, application, design, system, or digital product developed by KDS to:

• Commit fraud
• Impersonate individuals or organisations
• Conduct scams
• Facilitate unlawful transactions
• Distribute malicious software
• Phish for passwords or sensitive information
• Steal personal information
• Conduct unauthorised attacks
• Mislead or deceive users
• Facilitate unlawful activities
• Violate applicable law
• Infringe the rights of others

KDS reserves the right to suspend support or services where there is credible evidence that a KDS-developed solution is being intentionally used for unlawful, fraudulent, abusive, or harmful purposes. Where appropriate, KDS may also take reasonable steps to protect its systems, staff, customers, and third parties.

24 Prohibited Client Instructions

The Client must not instruct KDS to create, modify, deploy, or maintain a digital product for an unlawful purpose. KDS may refuse any request that KDS reasonably believes:

• Violates applicable law
• Facilitates fraud
• Infringes intellectual property rights
• Compromises another person's privacy
• Creates an unreasonable security risk
• Attempts to bypass legitimate security controls
• Facilitates unauthorised access
• Abuses third-party systems
• Violates KDS policies

25 Security

KDS aims to apply reasonable technical and organisational measures appropriate to the services provided. Depending on the project, security measures may include:

• HTTPS/SSL
• Secure authentication
• Access controls
• Backups
• Security monitoring
• Malware protection
• Software updates
• Firewall or security controls
• Secure hosting
• Access limitation

These measures are consistent with KDS's Data Protection & Privacy Policy. No digital system can be guaranteed to be completely immune from security incidents. Clients are responsible for maintaining the security of their own accounts, passwords, devices, third-party services, and authorised users.

26 Credentials & Account Access

Where Client credentials are required, KDS will use them only for authorised project or service purposes. Clients should:

• Use separate accounts where possible
• Use strong passwords
• Enable two-factor authentication
• Avoid sending passwords through unsecured channels
• Remove unnecessary access after project completion
• Change credentials when appropriate

KDS's Privacy Policy similarly states that Client credentials are intended to be used only for the agreed project or service.

27 Free Support After Handover

Unless otherwise stated in the project agreement, KDS provides a 90-day limited free support period following the official handover or launch of a completed website or web application. The 90-day period begins from the date KDS records as the official project handover date.

28 Expiration of Free Support

The 90-day free support period expires automatically at the end of the 90th day after official handover unless KDS has agreed otherwise in writing. After the free support period expires, the Client may:

• Purchase additional support
• Subscribe to a maintenance or management plan
• Request individual paid support
• Enter into another service agreement

KDS's website offers separate ongoing management, maintenance, and additional support services for Clients who require continued assistance after a project launch.

29 Paid Support After Free Support

After the free support period, support may be charged according to:

• The nature of the request
• Time required
• Technical complexity
• Urgency
• Required third-party services
• Whether development work is required
• The applicable KDS support plan

KDS may provide a quotation before undertaking substantial paid support work.

30 Website Maintenance & Management

Website maintenance and management are separate services unless expressly included in the original project. These services may include:

• Content updates
• Backups
• Software updates
• Security monitoring
• Performance monitoring
• Error checks
• Malware scanning
• Plugin or platform maintenance
• Recovery assistance
• Other agreed maintenance tasks

The KDS services page describes website management and maintenance as ongoing services with features such as backups, updates, monitoring, security checks, performance monitoring, and support.

31 SEO & Performance Services

KDS may provide SEO and website performance services. SEO and performance improvements are provided on a reasonable-efforts basis. KDS does not guarantee:

• A specific Google ranking
• A specific number of visitors
• A specific number of enquiries
• A specific sales increase
• Permanent search-engine rankings

Search engines and third-party platforms control their own algorithms and policies.

32 Business Email Services

Where KDS provides business email integration or configuration, KDS may configure:

• Domain email & mailboxes
• Email forwarding
• SPF
• DKIM
• DMARC
• Contact-form email routing
• Supported email applications

The Client remains responsible for the lawful and appropriate use of its email accounts. KDS's current services page describes professional email integration and configuration, including domain email, authentication records, contact-form connections, and mailbox setup.

33 Client-Requested Suspension or Delay

A project may be delayed or suspended where the Client:

• Does not provide required information
• Fails to provide feedback
• Fails to make payments
• Does not provide required credentials
• Changes the project requirements substantially
• Becomes unavailable for an extended period

Where a project remains inactive for an extended period, KDS may require the project to be re-scoped or re-quoted before restarting.

34 Project Abandonment

A project may be considered abandoned where the Client fails to communicate, provide required materials, provide approvals, or make required payments for a prolonged period. Before treating a project as abandoned, KDS may attempt to contact the Client using the available contact details.

Any work already completed and costs already incurred may remain payable.

35 Confidentiality

KDS recognises that Clients may provide confidential business information. Confidential information may include:

• Business strategies
• Financial information
• Customer information
• Internal communications
• Unreleased products
• Marketing plans
• Website credentials
• Designs & business documents
• Technical information

KDS will seek to keep confidential information confidential and use it only for legitimate business or project purposes. Where stronger or more specific confidentiality obligations are required, the parties may enter into a separate NDA — see the NDA Compliance Policy. KDS's Privacy Policy also recognises confidentiality obligations concerning Client business information.

36 Portfolio & Marketing Rights

Unless otherwise agreed in writing, KDS may identify completed work as part of its professional portfolio. This may include displaying screenshots, design samples, website links, general project descriptions, and publicly available Client branding.

KDS will not intentionally disclose confidential information merely for portfolio purposes. A Client may request that a particular project not be publicly displayed, subject to any separate agreement between the parties.

37 Client Data & Privacy

KDS will handle personal information in accordance with its Data Protection & Privacy Policy and applicable law. The Client is responsible for ensuring that personal information supplied to KDS has been lawfully obtained and that KDS has appropriate authority to process it for the requested project.

Where KDS processes personal information on behalf of a Client, additional data-processing terms may be required depending on the project. KDS's Privacy Policy specifically states that Clients remain responsible for ensuring they have appropriate authority, permission, consent, or lawful basis to provide personal information to KDS.

38 Third-Party Website Links & Services

A website developed by KDS may contain links, integrations, or connections to third-party websites and services. KDS does not control independent third-party services and is not responsible for their policies, content, availability, security, pricing, changes, or privacy practices. Clients should review the terms and privacy policies of relevant third-party services.

39 Service Availability

KDS will make reasonable efforts to provide services reliably. However, KDS does not guarantee uninterrupted availability where availability depends on:

• Hosting & domain providers
• Internet service providers
• Cloud platforms
• Third-party APIs
• Payment providers
• Email providers
• Software vendors
• External infrastructure & events beyond KDS's reasonable control

40 Limitation of Liability

To the extent permitted by applicable law, KDS will not be liable for indirect, incidental, consequential, special, or unforeseeable losses arising from the use, inability to use, interruption, modification, or failure of a website, application, design, hosting service, third-party platform, or other digital service.

This may include loss of:

• Expected profits
• Business opportunities
• Revenue
• Data
• Customers
• Reputation
• Third-party services
• Business operations

Nothing in these Terms is intended to exclude liability that cannot lawfully be excluded under applicable law.

41 Client Responsibility for Backups

Where KDS does not provide a backup service, the Client is responsible for maintaining appropriate backups of its own content, databases, documents, images, videos, business records, and account information.

Where KDS provides backups, the scope and retention period will depend on the applicable service. Clients should not assume that a backup service provides unlimited or permanent recovery capability.

42 Force Majeure

KDS will not be responsible for delays or failures caused by circumstances beyond its reasonable control. Such circumstances may include:

• Natural disasters
• Internet infrastructure failures
• Major service outages
• Government actions
• Cybersecurity incidents affecting external providers
• Power failures
• War or civil unrest
• Epidemics or similar emergencies
• Third-party infrastructure failures
• Other events beyond reasonable control

KDS will make reasonable efforts to resume affected services when practical.

43 Suspension or Termination of Services

KDS may suspend or terminate services where the Client:

• Fails to pay amounts due
• Uses KDS services for unlawful purposes
• Uses a KDS-developed system for fraud or abuse
• Attempts unauthorised access
• Violates these Terms
• Abuses KDS staff
• Provides materially false information
• Creates an unreasonable security risk
• Seriously breaches a project agreement

Where appropriate, KDS may provide notice and an opportunity to resolve the issue before termination.

44 Effect of Termination

Upon termination:

• Outstanding amounts for completed work may remain payable
• Third-party services may continue to be subject to their own terms
• Access to KDS-managed services may be suspended
• Confidentiality obligations remain applicable
• Intellectual-property provisions remain applicable
• Any accrued rights & obligations remain enforceable

Where appropriate, KDS may provide the Client with completed deliverables for which the Client has fully paid, subject to the applicable project agreement.

45 Changes to These Terms

KDS may update these Terms when services change, technology changes, business practices change, legal requirements change, security requirements change, new services are introduced, or existing policies are revised. The latest version published by KDS will apply to future engagements unless a separate written agreement states otherwise.

Existing projects may continue under the Terms agreed at the beginning of the project unless both parties agree to updated terms.

46 Complaints & Dispute Resolution

Clients are encouraged to contact KDS first when a dispute or service concern arises. KDS will make reasonable efforts to understand and resolve complaints through communication and good-faith discussion. Clients should provide:

• Their name
• Project or service details
• Description of the concern
• Relevant dates
• Supporting information
• The outcome they are seeking

47 Governing Law

These Terms shall be interpreted subject to the applicable laws of the Republic of Ghana, except where applicable law requires otherwise.

Where a dispute cannot be resolved through reasonable communication, the parties may seek appropriate legal or alternative dispute-resolution mechanisms available under applicable Ghanaian law.

48 Severability

If any provision of these Terms is determined to be invalid, unlawful, or unenforceable, the remaining provisions will continue to apply to the extent permitted by law. The invalid provision should be interpreted or replaced to the minimum extent necessary to make it enforceable while preserving its intended purpose as far as reasonably possible.

49 No Waiver

Failure by KDS to enforce a provision of these Terms does not constitute a permanent waiver of KDS's right to enforce that provision later.

50 Entire Agreement

These Terms, together with the applicable quotation, proposal, invoice, project specification, service agreement, NDA, and other written agreements, form the basis of the relationship between KDS and the Client for the relevant service.

Where documents conflict, the following general order will apply unless otherwise stated:

1. Signed project/service agreement
2. Specific written project terms
3. Approved quotation/proposal
4. Applicable invoice/payment schedule
5. These Terms of Service
6. Other general KDS policies

51 Contact Information

For general enquiries, project matters, or service questions:

Business Email Addresses:

52 Important Notice

These Terms of Service are intended to establish clear business rules and expectations between Kanos Designs and its Clients. They are not a substitute for professional legal advice.

The precise legal obligations of KDS may depend on the legal structure and registration of KDS, the nature of the Client, the service being provided, the project agreement, the jurisdiction of the Client, applicable Ghanaian law, third-party services involved, the nature of the intellectual property, and the nature of the transaction.

KDS should periodically review these Terms and obtain professional legal advice where necessary.

1 Introduction

This policy explains how Kanos Designs (KDS) manages domain names, website hosting, storage services, and professional email integration provided to Clients.

These services are normally provided on a yearly subscription basis unless the Client has specifically paid for multiple years or chooses to use their own domain, hosting, storage, or email service.

2 Domain Services

KDS may assist Clients with registering and managing domain names required for their websites or digital services. Unless otherwise agreed:

• Domain services are purchased & maintained on a yearly basis
• The Client is responsible for the applicable renewal fee
• A domain must be renewed before its expiration date to remain active
• KDS may send a renewal reminder before the domain expires
• If the Client chooses not to renew, the domain service may be cancelled or allowed to expire
• KDS is not responsible for loss of a domain resulting from a Client's failure to approve or pay for renewal on time
• Domain registration remains subject to the rules & policies of the relevant registrar or registry

3 Hosting Services

KDS may provide or arrange website hosting for Clients as part of a project or hosting service. Unless otherwise agreed:

• Hosting is provided on a yearly subscription basis
• Hosting must be renewed annually to remain active
• The Client may choose to renew or cancel before the next billing period
• Hosting fees are separate from development fees unless explicitly included in the quotation
• Hosting resources are subject to the limits & technical conditions of the hosting provider
• KDS cannot guarantee uninterrupted hosting where the service depends on an external hosting provider

4 Storage Services

KDS may provide or arrange digital storage for website files, databases, documents, images, videos, backups, or other project-related materials. Unless otherwise agreed:

• Storage services are yearly
• Storage must be renewed annually to remain active
• Storage capacity is limited according to the selected service or package
• Additional storage may require an additional fee
• The Client may cancel the storage service before the next renewal period
• Third-party storage remains subject to that provider's terms & limitations

Clients requiring long-term or large-scale storage should discuss their storage requirements with KDS before project deployment.

5 Annual Renewal

Domain, hosting, and storage services are generally renewed once every year. Before the expiration of a service, KDS may notify the Client of:

• The upcoming expiration date
• The applicable renewal cost
• The service being renewed
• Any changes to the service or pricing

The Client must approve and pay the applicable renewal fee if they wish to continue using the service.

6 Cancellation & Non-Renewal

Clients may choose not to renew their domain, hosting, or storage service. Where a Client decides not to renew:

1. KDS will not renew the applicable service after the paid period expires
2. The Client may request the necessary files or information required to move their website or service elsewhere, where applicable
3. The Client should arrange an alternative domain, hosting, storage, or other service before the existing service expires
4. KDS is not responsible for service interruption resulting from a Client's decision not to renew

Certain third-party services may have their own cancellation and expiration procedures.

7 Expired Services

If a Client does not renew a domain, hosting, or storage service before expiration, the service may be suspended, disabled, or terminated. Depending on the third-party provider:

• A website may become inaccessible
• Email services may stop working
• Stored files may become unavailable
• A domain may enter an expiration or recovery period
• Additional restoration or recovery charges may apply

8 Client-Owned Domain, Hosting & Storage

Clients are not required to use domain, hosting, or storage services provided through KDS. A Client may use their own:

• Domain registrar
• Hosting provider
• Cloud storage provider
• Server
• Database service
• Email provider

Where a Client already has these services, KDS may work with the Client's existing providers where technically possible.

The Client remains responsible for:

• Renewals & subscription payments
• Account security & credentials
• Provider policies & service limitations
• Backups where KDS is not responsible for backups

9 Domain Ownership & Access

Where a domain is registered specifically for a Client, KDS will manage the domain according to the agreed project or service arrangement. Clients may request relevant domain information or access where applicable.

Where a domain is managed through a KDS account or third-party account controlled by KDS, transfer or migration requests may require:

• Confirmation of the Client's identity or authority
• Verification of outstanding payments
• Completion of applicable registrar requirements
• Payment of applicable transfer or administrative fees, where any apply

KDS will not intentionally prevent a Client from managing a domain that belongs to the Client, subject to legitimate contractual, payment, registrar, or legal requirements.

10 Website Hosting & Website Files

Where KDS provides hosting for a Client's website, KDS may manage the hosting environment as necessary to operate the website. Hosting does not automatically mean that all underlying KDS source code is transferred to the Client.

Source code ownership remains subject to the KDS Terms of Service and the specific project agreement. Where a Client moves to another hosting provider, KDS may provide reasonable assistance with migration where such assistance is included in the project or separately purchased.

11 Backups & Storage

Where KDS provides backup or storage services, the scope of the service will depend on the selected package or agreement. Clients should not assume that KDS storage or backups provide unlimited or permanent data retention.

Unless specifically included in the service:

• Long-term archival storage is not guaranteed
• Unlimited storage is not provided
• Recovery from every possible data-loss event is not guaranteed
• Additional storage may attract additional fees

Clients may maintain their own independent backups for additional protection.

12 Professional Email Integration

KDS provides professional email integration and configuration services for businesses and organisations. KDS partners with Zoho Mail for professional business email services where applicable. Email services may include:

• Business email setup
• Domain email integration
• Mailbox configuration
• Email account creation
• DNS configuration
• SPF configuration
• DKIM configuration
• DMARC configuration
• Website contact-form email integration
• Basic email setup assistance

The exact email service provided will depend on the Client's selected package and project requirements.

13 Email Subscription & Renewal

Professional email services are generally provided on a yearly basis, unless the Client has paid for multiple years or has their own email provider.

Where KDS provides or manages the email service:

• The Client is responsible for applicable renewal payments
• Email services must be renewed to remain active
• Failure to renew may result in suspension or termination of email accounts
• KDS may notify the Client before the email service expires
• Third-party email services remain subject to the provider's own terms & conditions

14 Client's Existing Email Provider

Clients who already use an email provider may continue using that provider. KDS can, where technically possible, integrate the Client's existing email service with:

• Their domain
• Their website
• Website contact forms
• Business applications
• Other agreed digital services

15 Email Account Security

Clients are responsible for protecting their email accounts. Clients should:

• Use strong passwords
• Enable two-factor authentication where available
• Avoid sharing passwords
• Keep recovery information updated
• Remove access from former employees or users
• Report suspicious activity promptly

KDS will not be responsible for problems caused by the Client's failure to secure their email account or credentials.

16 Third-Party Service Changes

Domain, hosting, storage, and email services may depend on external providers. Third-party providers may change:

• Pricing
• Storage limits
• Features
• Service plans
• Technical requirements
• Terms of service
• Security requirements
• Availability

KDS may therefore need to adjust the Client's service or renewal price where an external provider changes its pricing or service conditions. Where a significant change affects the Client's service, KDS will communicate the change where reasonably possible.

17 Service Suspension

KDS may suspend a domain, hosting, storage, or email service where:

• Required renewal payment has not been received
• The service has expired
• The Client requests suspension
• The service provider suspends the account
• There is a serious security concern
• The service is being used unlawfully
• Suspension is necessary to protect KDS, the Client, or third parties

KDS will make reasonable efforts to notify the Client where appropriate.

18 Transfer to Another Provider

A Client may choose to move their domain, website, storage, or email service to another provider. KDS may provide reasonable migration assistance where:

• The Client has settled applicable outstanding payments
• The requested transfer is technically possible
• Required credentials or authorisations are available
• Migration assistance is included in the project or separately agreed

Migration work beyond basic assistance may be treated as a paid service.

19 Service Responsibility

KDS will make reasonable efforts to maintain services provided through KDS. However, KDS is not responsible for failures caused solely by:

• Domain registrars
• Hosting providers
• Zoho Mail
• Cloud storage providers
• Internet service providers
• DNS providers
• Third-party software
• Third-party infrastructure
• Client account issues
• Client actions
• Unavoidable external outages

Where an external service experiences an outage, KDS will assist with troubleshooting where reasonably possible.

20 Policy Summary

For clarity, the standard KDS arrangement is:

21 Contact

For domain, hosting, storage, or email enquiries:

22 Important Notice

This policy explains Kanos Designs' general approach to domain, hosting, storage, and email services. Specific project quotations or service agreements may contain additional terms, pricing, service limits, renewal dates, or arrangements that apply to an individual Client.

1 Introduction

Kanos Designs (KDS) is committed to protecting its clients, websites, applications, digital assets, information, systems, and services from cyber threats and unauthorized access.

This Cyber Security Policy explains the general security practices and responsibilities that apply to KDS, its clients, projects, websites, applications, hosting environments, storage services, email integrations, and other digital services provided by KDS.

KDS takes reasonable and appropriate measures to prevent, identify, respond to, and recover from cyber security incidents.

2 Purpose of This Policy

The purpose of this policy is to:

• Protect client information & digital assets
• Reduce the risk of unauthorized access
• Protect websites, applications, databases & hosting environments
• Reduce the risk of malware, hacking, phishing, data theft & other cyber attacks
• Establish basic security responsibilities for KDS & its clients
• Provide a framework for responding to suspected security incidents
• Promote safe & responsible use of KDS-developed websites, applications & digital services

3 Scope

This policy applies to relevant KDS services, including:

• Website development
• Web applications & custom tools
• Website hosting & storage
• Website management & maintenance
• Business email integration
• Databases & digital storage
• Graphic & digital assets where applicable
• KDS systems & accounts used to provide services
• Client accounts & credentials provided to KDS for project purposes

4 Security Responsibilities of KDS

KDS will take reasonable steps to protect systems and information under its control. Depending on the service provided, KDS may:

• Use appropriate security measures when developing websites & applications
• Apply security updates where applicable
• Monitor websites & systems under a maintenance or management agreement
• Perform basic security checks
• Use secure authentication practices
• Protect administrative access
• Limit access to client systems to authorized persons
• Use backups where the applicable service includes backups
• Monitor for errors, malware, or suspicious activity where technically possible
• Respond to reported security incidents within a reasonable time
• Recommend security improvements when significant risks are identified

Security measures may differ depending on the type of project, hosting provider, technology, subscription, and service agreement.

5 Client Security Responsibilities

Cyber security is a shared responsibility between KDS and the client. Clients are responsible for:

• Keeping their passwords confidential
• Using strong & unique passwords
• Enabling two-factor authentication where available
• Not sharing administrator credentials unnecessarily
• Informing KDS when an authorized user leaves their organization
• Keeping their domain, hosting, email & other accounts secure
• Avoiding suspicious links, files, emails & websites
• Providing accurate information to KDS
• Promptly reporting suspected security problems
• Ensuring employees & authorized users follow reasonable security practices

6 Passwords & Credentials

KDS treats passwords, API keys, administrator credentials, hosting credentials, email credentials, database credentials, and similar access information as confidential information.

KDS will make reasonable efforts to:

• Avoid unnecessary sharing of credentials
• Restrict access to authorized personnel
• Use credentials only for legitimate project or support purposes
• Remove or discontinue access when it is no longer required, where reasonably possible

Clients should not send passwords through insecure or publicly accessible channels where a safer method is available.

Clients should immediately notify KDS if they believe a password or account has been compromised.

7 Website & Application Security

Where applicable, KDS may implement reasonable security practices during website and application development, including:

• Secure authentication
• Access controls
• Input validation
• Protection against common web vulnerabilities
• Secure handling of sensitive information
• Appropriate database access controls
• Secure configuration of applicable services
• Software & dependency updates where included in the service
• Testing before deployment where reasonably applicable

The level of security provided depends on the project's requirements, technology, hosting environment, and agreed scope.

No website, application, server, network, or online service can be guaranteed to be completely immune from cyber attacks.

8 Hosting & Server Security

For hosting services managed by KDS, KDS will take reasonable measures within its level of access and responsibility to maintain a secure hosting environment. This may include:

• Security updates
• Monitoring
• Backup procedures where included
• Malware checks where available
• Access restrictions
• Server or hosting configuration improvements
• Monitoring of unusual errors or service interruptions

Where a client uses their own hosting provider, KDS's responsibility is limited to the areas that KDS can reasonably access and control.

9 Domain & DNS Security

KDS may manage domain and DNS settings for clients where this service has been agreed. Clients are encouraged to:

• Protect their domain registrar accounts
• Enable two-factor authentication
• Use strong passwords
• Avoid giving unnecessary administrative access
• Keep domain registration information accurate
• Monitor important domain & DNS changes

Unauthorized changes to DNS records may affect websites, email services, and other digital services.

10 Email Security

For professional email services and email integrations, KDS may configure security-related DNS records and email settings where supported by the selected provider. This may include:

• SPF
• DKIM
• DMARC
• Secure mailbox configuration
• Contact-form email configuration
• Appropriate account access controls

KDS partners with Zoho Mail for professional business email services where applicable.

Clients remain responsible for protecting their email accounts, passwords, recovery information, and authorized users.

11 Malware, Hacking & Cyber Attacks

KDS may take reasonable steps to detect or respond to suspected:

• Malware
• Unauthorized access
• Hacking attempts
• Phishing-related incidents
• Suspicious account activity
• Website defacement
• Unauthorized file changes
• Data security incidents
• Denial-of-service or other service-disruption attempts

Where an attack is detected, KDS may temporarily restrict access, disable affected services, restore from available backups, remove malicious files, change credentials, or take other reasonable protective measures.

Some incidents may require assistance from the hosting provider, domain provider, email provider, software provider, or another third party.

12 Security Incident Reporting

Clients should report suspected security incidents to KDS as soon as possible. Examples include:

• A hacked website
• A compromised email account
• A stolen or exposed password
• Unauthorized changes to a website
• Suspicious administrator activity
• Malware warnings
• Unexpected changes to files
• Suspicious domain or DNS changes
• Unauthorized access to client information

KDS will assess the reported incident and take reasonable steps appropriate to the situation.

13 Security Incident Response

Depending on the nature of an incident, KDS may:

1. Identify & assess the reported problem
2. Restrict affected accounts or services where necessary
3. Investigate the available information
4. Remove or isolate the identified threat where reasonably possible
5. Restore affected services from available backups where appropriate
6. Change compromised credentials
7. Contact relevant hosting, domain, email, or technology providers
8. Recommend additional security measures
9. Inform the client of significant findings where appropriate

The actual response will depend on the type, seriousness, cause, and scope of the incident.

14 Backups & Recovery

Where backups are included in the client's service agreement, KDS may maintain backups of applicable website files, databases, or other supported data.

Backups are intended to assist with recovery but do not guarantee that every file, change, or piece of data can always be recovered.

Clients are encouraged to maintain their own important copies of business information and digital assets.

Where the client controls their own hosting or storage service, backup responsibility may remain with the client or their selected provider.

15 Third-Party Services

KDS may use or integrate third-party services such as:

• Hosting providers
• Domain registrars
• Cloud storage providers
• Email providers
• Database platforms
• Analytics services
• Content delivery networks
• Security services
• Software libraries & platforms

KDS will make reasonable efforts to use reputable services where appropriate.

However, KDS cannot guarantee the security, availability, or performance of third-party systems that it does not own or control.

Third-party services may have their own security policies, terms, pricing, limitations, and requirements.

16 Software Updates & Vulnerabilities

Where website maintenance is included, KDS may update applicable software, plugins, themes, libraries, frameworks, or other components when reasonably necessary.

Updates may be tested where practical before being applied to a live system.

However, updates can sometimes introduce compatibility problems or other unexpected issues.

Where a vulnerability is discovered, KDS may recommend or implement an appropriate security update depending on the client's service agreement and level of access.

17 Unauthorized Access

KDS does not permit unauthorized access to client systems, accounts, websites, databases, hosting environments, or other digital resources.

KDS personnel must only access systems for legitimate business, development, maintenance, support, security, or other authorized purposes.

Clients must also ensure that they do not provide KDS with access to systems belonging to another person or organization without proper authorization.

18 Security Testing

Where security testing is required as part of a project, testing will be performed only on systems for which KDS has appropriate authorization.

Security testing may include appropriate checks for common vulnerabilities, configuration problems, authentication issues, or other identified risks.

KDS will not intentionally conduct intrusive security testing against third-party systems without proper authorization.

Specialized penetration testing or advanced security audits may require an additional agreement and may involve qualified third-party security professionals.

19 Prohibited Cyber Activities

KDS services, systems, websites, applications, hosting environments, and other digital resources must not be used to:

• Conduct unauthorized hacking
• Attack another person's or organization's systems
• Distribute malware
• Conduct phishing or credential theft
• Commit fraud
• Steal information
• Bypass security controls without authorization
• Conduct unauthorized penetration testing
• Distribute malicious software
• Facilitate illegal activities
• Deliberately disrupt another person's or organization's digital services

KDS may suspend or terminate services where there is reasonable evidence of prohibited or unlawful activity.

20 Client-Requested Security Changes

Clients may request security-related changes to their website, application, hosting, email, or other digital services.

KDS will assess the request and determine whether it:

• Falls within the existing project scope
• Requires additional development
• Requires a third-party service
• Requires additional hosting or infrastructure
• Requires specialized security expertise

Additional charges may apply where the requested work falls outside the agreed scope.

21 Security & Free Support Period

Where a project includes KDS's standard 90-day free support period after official handover, security-related bug fixes caused by KDS's original development may be addressed within that period, subject to the project's terms.

The free support period does not automatically cover:

• New features
• Major redesigns
• Client modifications
• Third-party changes
• Compromised client accounts
• Problems caused by client-installed software
• Problems caused by unauthorized access
• Hosting-provider failures
• Security incidents caused by client actions or third parties

After the free support period expires, security maintenance and support may be provided as a paid service where applicable.

22 Security Incidents Caused by Third Parties

KDS is not responsible for cyber incidents originating from systems or services outside KDS's reasonable control. Examples include:

• Hosting provider attacks
• Domain registrar compromises
• Email provider incidents
• Client account compromises
• Third-party software vulnerabilities
• Client-installed malicious software
• Compromised employee accounts
• Unauthorized access caused by exposed client credentials

KDS will, where reasonably possible, assist the client in identifying and addressing issues related to KDS-managed services.

23 Data Protection & Confidentiality

KDS will handle client information in accordance with its applicable Data Protection & Privacy Policy and NDA Compliance Policy, where applicable.

24 Security Awareness

KDS encourages clients and authorized users to follow basic cyber security practices, including:

• Use strong passwords
• Use different passwords for important accounts
• Enable two-factor authentication
• Keep devices & software updated
• Avoid suspicious links & attachments
• Verify unusual payment or password requests
• Do not share confidential credentials
• Review account activity regularly
• Report suspicious activity quickly

Good security practices by both KDS and its clients help reduce cyber security risks.

25 Suspension of Services for Security Reasons

KDS may temporarily suspend or restrict a service where reasonably necessary to:

• Protect the client
• Protect KDS systems
• Prevent further security damage
• Investigate suspicious activity
• Respond to a cyber attack
• Prevent unlawful use
• Protect other users or third-party systems

Where reasonably possible, KDS will notify the affected client and explain the situation.

26 Security Limitations

KDS takes reasonable security precautions but does not guarantee that:

• A website will never be hacked
• A system will never experience downtime
• Data will never be lost
• A third-party provider will never experience a security incident
• Malware will always be detected immediately
• Every cyber attack can be prevented
• Every compromised service can be completely restored

Cyber security involves ongoing risk management, and security requirements may change as technology and threats evolve.

27 Policy Compliance

By using KDS services, clients agree to cooperate with reasonable security requirements applicable to their project.

Failure to follow reasonable security requirements may increase the risk of account compromise, data loss, service interruption, or other security incidents.

KDS may recommend additional security measures where necessary.

28 Policy Updates

KDS may update this Cyber Security Policy from time to time to reflect:

• Changes in technology
• New cyber threats
• Changes in KDS services
• Changes in third-party platforms
• Improvements to KDS security practices
• Changes in applicable requirements

The latest version published by KDS will apply to future services and, where appropriate, existing services.

29 Contact Information

For cyber security concerns, suspected attacks, compromised accounts, or security-related questions:

30 Important Notice

This policy describes KDS's general cyber security practices and responsibilities. It does not constitute a guarantee of complete security or protection against every possible cyber threat.

Specific projects may have additional security requirements based on the nature of the website, application, hosting environment, data involved, client requirements, or applicable agreements.

Where a signed project agreement, service agreement, NDA, or other written agreement contains specific security requirements, those requirements may apply in addition to this policy.