Privacy and Data-Handling Policy

Clarity Intelligence Systems: Family History Preservation
Boise and the Treasure Valley, Idaho · 702-271-4216 · manny@clarityintelligence.io · clarityintelligence.io

Effective date: October 3, 2026

Your family history is personal. This policy explains, in plain English, what we collect, how we use it, and how we protect it.

1. What we collect

Your files: documents, photos, scans, letters, notes and genealogy program files you ask us to preserve.
Access to your devices: old computers, CDs, flash drives and external drives, only as needed to find and copy your family-history files.
Contact information: your name, phone, email and address, used to schedule, communicate and return your devices.

We don't look through unrelated personal material on your devices. If we come across it while searching for family-history files, we leave it alone and don't copy it.

2. How we use it

We use your information only to do the work you asked for: gathering, organizing, scanning (if requested) and setting up your family archive and AI assistant. We also use it to contact you about your project. We don't use your files for marketing or advertising, and we don't use them to train AI models. (Outside services used during setup are covered in section 7.)

3. Your originals are never altered

We copy files from your devices and check the copies against the originals. We don't edit, move, rename or delete anything on your original devices or media.

4. Working in your home or taking devices with us

In your home: we work on-site and take nothing with us unless you agree.
Taking devices offsite: before we leave, we write down together which items we're taking (a simple receipt listing each device or drive) and the expected return date. Devices are transported directly and kept in a locked, secure location while in our care. They aren't left unattended in vehicles or public places. Only Matthew "Manny" Walker handles them. When we return them, we check the items against the receipt with you.

5. Working copies and deletion

While we work, we keep working copies of your files on dedicated, password-protected drives that stay in our care. After we deliver your finished archive, we keep those working copies for 30 days. This gives you time to confirm everything is there, or to ask for a fix or an extra copy. After 30 days we delete them, unless you ask us in writing to delete them sooner or keep them longer. We'll confirm the deletion if you ask.

6. Your finished archive runs on your computer

Once delivered, your archive and AI assistant run privately on your own computer, with no subscription or cloud account needed. Building the archive is different: see section 7. The assistant can make mistakes, so every answer shows its source documents for you to check.

7. Outside services used during setup

To build your archive, some of your file content is sent to reputable third-party online services. They read text from scanned pages and prepare your records so the AI assistant can search and answer questions about them. These services process the content under their own terms. We send only what's needed to create your archive, and we use it for no other purpose. We aim to choose providers that don't use submitted data to train their AI models, and to turn on that option wherever it's available. We don't control how these providers run their own systems, so we can't guarantee how they handle data beyond their published terms.

If some material is especially sensitive (medical, legal or financial records, or private details about living relatives), tell us at your free consultation. We can talk through how it would be handled, or leave it out of the online processing or out of the archive entirely. Excluded material may not be searchable by the assistant.

8. No selling or sharing

We never sell, rent or trade your information or files. We don't share them with anyone except (a) people you tell us to share them with, such as family members receiving copies, (b) the outside services described in section 7, only to build your archive, or (c) where required by law.

9. Information about living people

Family records often include details about living relatives, such as names, birth dates, addresses and health or personal matters. We treat all of it as confidential, use it only for your project, and never use it in examples, advertising or demonstrations.

10. Your choices and rights

You can ask us at any time to:

give you copies of your files that we're holding;
delete your files and working copies (we'll confirm when it's done);
update or delete your contact information;
tell you what we still hold;
explain which kinds of outside services were used to build your archive.

Deletion requests cover the copies we hold. Content already processed by outside services during setup is handled under those providers' terms.

11. How we keep things secure

We use reasonable, practical safeguards. These include password-protected work computers and drives for working copies, locked storage for devices in our care, and no transfer of client files over public or shared Wi-Fi networks. No method is perfect, and we don't claim any formal security certification. If we ever learn that your information was exposed, we'll tell you promptly.

12. Children's information

Our service is for adults. Family archives may contain information or photos of children. We treat that with the same confidentiality as everything else and use it only for your project. We don't knowingly collect information directly from children.

13. Changes to this policy

We may update this policy from time to time. We'll post the current version on clarityintelligence.io (or provide it on request) with a new effective date. Changes won't reduce protections for files already in our care without your consent.

14. Contact us

Matthew "Manny" Walker, Clarity Intelligence Systems
Phone: 702-271-4216 · Email: manny@clarityintelligence.io · Web: clarityintelligence.io
Serving Boise and the Treasure Valley, Idaho