Sample data · Shopify · Gorgias · Cin7 · Drive · Notion
Data rules
The three tiers that decide what AI may see. Caroline owns them, everyone can read them.
What AI may see
Customer names, emails, addresses, payment details and anything about health never reach AI. Customer-facing messages are always written or checked by a person.
Green
Free to use
Examples
- Products, stock, lots
- Supplier names and lead times
- Contract terms, once confirmed
- Sales totals by day, product, channel
What HQ does
Uses it as is. Every number still shows its source.
Orange
Pseudonymised first
Examples
- Wholesale contact names and emails
- Order-level data
- Customer messages
What HQ does
Swaps them for tokens like [Customer] before AI, then swaps them back after, for the team only.
Red
Never to AI
Examples
- Customer names, emails, phone numbers
- Addresses
- Payment details
- Anything about health
What HQ does
Blocks it. It stays in the source system. Health questions go to a person.
Every connection and its tier
DPA = data processing agreement with the vendor. Statuses are samples.| Source | What HQ reads | Tier | AI may see | DPA |
|---|---|---|---|---|
| Shopify orders & customers | Names, emails, addresses and payments stay in Shopify. HQ reads totals only. | G totals · R details | Totals only | On file |
| Shopify B2B companies | Company, contact name, email, order history | O · pseudonymised | Tokens only | On file |
| Cin7 stock | Stock on hand, products, purchase orders | G · free to use | Yes | To sign |
| Packiyo lots (US) | Lot numbers, expiry, shelf life (coming) | G · free to use | Yes | To sign |
| QuickBooks (later) | Totals only. No customer or bank detail. | G · free to use | Totals only | To sign |
| Gorgias tickets | Ticket text, order number, customer name and email | O after pseudonymising | Tokens only | On file |
| Drive contracts | Terms, dates, notice periods | G once Caroline confirms | After confirmed | On file |
| Notion partnerships tracker | Partner status and notes (Lauren's) | G / O by field | By field | To sign |
| Gmail leads | Lead name, email, message | O · pseudonymised | Tokens only | On file |
AI plan
Already Nekohama'sClaude Team, in Nekohama's name
- Business plan, not a personal account
- Inputs and outputs are not used for training, per Anthropic's commercial terms. Caroline to confirm.
- Data processing agreement: Caroline to review
- Retention is set by your admin
Audit trail
Last 3 AI callsChange log
Rules can be changed by Caroline onlyCaroline · 3 Nov, 10:20
Wholesale contact emails: Green → Orange
“Emails identify a person, so they get tokens first.”
Caroline · 30 Oct, 15:05
Drive contracts: Orange → Green once confirmed
“Terms are business data. Only after I confirm each contract.”
Caroline · 27 Oct, 11:40
Health questions added to Red
“A person answers these. No AI draft.”