Privacy Policy
Effective November 11, 2026.
This Privacy Policy explains what information Neil Warren AI Consulting, operated by Neil Warren Meeker in Kailua-Kona, Hawaiʻi ("we", "us"), collects through the Kaulua service (brains, crew pages, office pages and this website), how we use it, and the choices you have.
Who this covers
- Clients: the businesses that sign up, and their owners, admins and managers.
- Crew: employees who use a crew page.
- People in a client's records: a client's customers and contacts, whose information the client enters. For that information, the client decides what is collected and why, and we handle it on the client's behalf.
What we collect
- Account details: business name, owner name, phone, email, license number, website, plan and settings.
- Business records you enter: jobs, customers, estimates, bills, payments, tasks, notes, client page posts and anything else your brain saves.
- Crew page information: names, phone numbers, roles, hours, daily notes, purchases, photos, messages, and a protected (hashed) version of each PIN. We never store PINs in readable form.
- Payment information: when you pay, PayPal processes the payment. We receive the payer's name and email, the amount, the payment method type (PayPal, Apple Pay, or card brand and last four digits), and PayPal's transaction numbers. We never receive or store full card numbers, security codes or bank logins.
- Technical information: IP address, browser type and time stamps, used for security, fraud prevention, error logs and to record that you accepted these policies. Office and crew pages use only sign-in cookies. We do not use advertising or tracking cookies.
- Messages you send us, including Kāhea messages through your brain.
How we use it
- To run the Service: save and show your records, power your brain's tools, run crew and office pages, take payments and send receipts.
- To support you, fix errors and keep the Service secure.
- To improve the Service for all clients. Improvements to shared rules use general lessons with no names, addresses, amounts or customer details.
- To build aggregated insights: we combine de-identified information across clients (for example typical job lengths, rate ranges and estimating patterns) to make every client's brain more accurate. Aggregated insights never identify a client, a client's customers or crew, or the amounts of any single job, and a client may opt out of contributing to them by contacting us.
- To meet legal, tax and accounting obligations.
We do not sell personal information, and we do not use it for advertising.
Artificial intelligence
Your brain works through your own Claude account. What you say in Claude is handled under your agreement with Anthropic. When Claude uses your brain's tools, the information involved is stored on our servers as described here. When we build a new brain for you, details you give us about your business may be sent to Anthropic's API to draft it. We do not allow your information to be used to train AI models where we control that choice.
Who we share it with
Only with providers that help run the Service, under their own security and privacy terms:
- Cloudflare: hosting, databases and photo storage.
- PayPal: payments, including Apple Pay and card payments.
- Anthropic: AI processing as described above.
- Google: our business email and documents, when you correspond with us or we prepare documents for you.
- Apps you connect yourself in Claude (such as QuickBooks or Google Drive) receive what you send them under your own accounts.
We may also share information if the law requires it, to protect rights and safety, or as part of a transfer of the business, in which case this policy continues to apply.
How long we keep it
- While you are a client, for as long as your plan is active.
- After your Service ends: we keep your data for 90 days so you can renew or export it, then delete it from the live system. Copies in backups age out within about 30 days after that.
- Payment and tax records are kept as long as tax law requires (generally up to 7 years).
- Error and security logs are kept for a limited time and then deleted.
Security
We use encrypted connections, private links, hashed PINs, lockouts after failed PIN attempts, separated client data and limited administrative access. No system is perfectly secure. If a breach affects your personal information, we will notify you as Hawaiʻi law (HRS Chapter 487N) and other applicable law require.
Your choices and rights
You can view and correct most of your information through your brain or office page, ask for an export, ask us to delete information, or close your account by contacting us. Some information must be kept for legal or tax reasons. Depending on where you live, you may have more rights under your state's law; contact us and we will honor them as the law requires. Crew members and a client's customers should contact the client first, since the client controls those records; we will help the client respond.
Children
The Service is for businesses and is not meant for anyone under 18. We do not knowingly collect information from children.
Changes
We may update this policy. The date at the top will change, and we will tell clients in their office page or by email if the change is significant.
Contact
Neil Warren AI Consulting · 75-5660 Kopiko St C-7, Box 383, Kailua-Kona, HI 96740 · neilwarrenaiconsulting@gmail.com · 808-345-9570
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