KAE Travel Suite Privacy Policy

1. Company and scope

KEANEM Technology, LLC, based in South Carolina, United States, operates:

• KAE Travel Suite, business software for travel advisors and travel agencies, including client, trip, booking, quote, commission, reporting and agency tools;
• KAE Intelligence, an optional business-assistance layer for participating advisors within KAE Travel Suite;
• KAE Travel Advisor Discovery ("Discovery"), a service designed to help travelers find travel advisors whose professional expertise fits their trip; and
• the KAE website at kaetravelsuite.com, including its request, review and support forms.

KAE may be accessed directly through KAE websites and applications, and through compatible third-party AI platforms such as ChatGPT, where Discovery may be made available as a connected tool.

Travel advisors and agencies that use KAE Travel Suite are independent businesses. When an advisor enters information about their own clients into KAE, the advisor decides what to enter and how to use it, and we process that information to provide the service to the advisor.

2. Information from travelers (Discovery)

When you use Discovery, directly or through an AI platform, we may collect:

• your name;
• your email address;
• your phone number, when you supply it;
• your travel destination;
• approximate travel dates;
• number of travelers and party composition (for example, adults and children);
• budget;
• vacation preferences and travel type (for example, cruise, all-inclusive or group travel);
• supplier or brand interests;
• special travel needs or other details you choose to provide;
• the text of your inquiry or trip summary;
• evidence of your consent to be contacted (described in Section 5); and
• communications you send to our support team.

Search criteria you or an AI platform provide are used to return matching advisor information. Our technical logs for these requests record operational details such as the tool used, the time, whether the request succeeded, the network address of the requesting system and which advisor profiles were returned. These logs are not designed to store your contact details.

Searching for an advisor does not, by itself, send your information to an advisor or create a lead. An additional affirmative action, such as submitting a quote request or confirming a travel inquiry, is required.

3. Information from travel advisors and agencies

If you use KAE Travel Suite as an advisor, agency owner, team lead or administrator, we may collect:

• account information, such as your name, business name, email address, phone number and login details;
• professional profile information you choose to provide, such as a biography, destinations, specialties, client types, travel types, languages, years selling travel, budget range and whether you are accepting new clients;
• training, verification or specialty-review information, when applicable;
• business records you enter or generate in KAE, such as clients, leads, trips, bookings, quotes, suppliers, commissions, tasks, reminders and documents;
• subscription, payment-verification and agreement-acceptance records, such as the plan, payment method used and a payment reference, and the agreement version, time, network address and browser information recorded when you accept an agreement;
• information described in Section 6 if you use KAE Intelligence; and
• support communications.

We do not ask advisors to send complete payment-card numbers by email.

4. Public advisor information

Discovery is designed to share professional information that advisors choose to make public so travelers can find them. Discovery may return:

• display name and public biography;
• destinations, travel specialties, client types and travel types;
• languages;
• years selling travel;
• whether the advisor is accepting new clients;
• typical budget range;
• public profile URL and quote-request URL; and
• professional verification, specialty-review or training information, when applicable.

This public information is separate from an advisor's internal, private business data. Public Discovery does not intend to expose client lists, private booking records, commissions, private sales data, internal business information or private CRM records. Discovery reads advisor information through a defined list of public fields rather than general access to advisor accounts.

Advisors choose whether to participate in Discovery and can ask to pause or withdraw their participation.

5. Inquiry consent

Discovery separates two different actions:

• Searching or matching. Looking for advisors returns public advisor information. It does not share your contact details with an advisor or create a lead.
• Submitting an inquiry. Only when you affirmatively ask to be contacted, for example by submitting a quote request or confirming a travel inquiry, do we create an inquiry and make it available to the advisor you selected or were matched with.

Travel inquiries require your affirmative consent to be contacted. When an inquiry is submitted through an AI platform, the platform is required to confirm that you agreed and to pass along your own words agreeing to be contacted.

We store the minimum consent information reasonably necessary to document the inquiry, such as the fact that consent was given, the consent statement, the time, and how and through which platform the inquiry was submitted. This information is kept with the related inquiry.

6. KAE Intelligence and Advisor Business Assistance

Participating advisors may use KAE Intelligence to receive AI-assisted business organization, analysis, prioritization, recommendations or other business-support functionality based on information available within their authorized KAE account.

Access

• KAE Intelligence access is role- and permission-dependent. It is available only to advisors whose access has been approved and activated, which may involve an access request, administrator approval, subscription or payment verification, and acceptance of the applicable agreement.
• An advisor should only receive information they are authorized to access.
• KAE Intelligence is not intended to expose one advisor's private clients, bookings, commissions, communications or business records to another, unauthorized advisor.

Information KAE Intelligence uses

• Business records in the advisor's own account, such as leads, quotes, bookings, suppliers, clients, commissions and records of business experiments. KAE software uses these to calculate measurements such as conversion rates at each stage, comparisons with the advisor's own past results, and summaries of the advisor's sales and commission records.
• Optional profile information the advisor provides, such as business goals, current priorities, hours available per week, working pattern, marketing budget and channels, growth focus, limitations and content preferences. This is stored to personalize KAE Intelligence for that advisor.
• Feedback and activity, such as whether the advisor found a suggestion helpful and which suggested experiments they chose to track.
• Usage records, such as the feature used, time, AI model used, estimated usage cost and whether the request succeeded.

How AI is used

KAE calculates; AI interprets. Measurements are calculated by KAE software, not by an AI model. When KAE Intelligence prepares an AI-written explanation, KAE sends an AI model provider a request containing summarized business measurements (for example, rates, comparisons with the advisor's own baseline and experiment results) along with relevant coaching guidance. These requests are sent from KAE's servers, and are designed to remove client names, email addresses, phone numbers and similar identifiers before they are sent. AI-generated responses may be stored so they can be displayed, reused and reviewed.

Limits

• AI-generated business recommendations may be incomplete or incorrect and should be reviewed by the advisor.
• KAE Intelligence is not a substitute for accounting, legal, tax, financial or other professional advice.
• KAE Intelligence is not designed to contact an advisor's clients, change bookings or take actions in an advisor's account on its own.

KAE Intelligence may first be offered to a limited group of participating advisors before wider availability. This section applies whenever it is used.

7. AI platforms and AI providers

KAE may be used through third-party AI platforms, including ChatGPT. When you use Discovery through an AI platform, the platform decides when to request information from KAE based on your conversation. Only information necessary to fulfill a requested tool action is intended to be passed between the AI platform and KAE. For example, search criteria are used to return advisor results, and your contact details and consent statement are sent only when you choose to submit an inquiry.

Third-party AI platforms operate under their own terms and privacy policies. KEANEM does not control the independent privacy practices of those platforms, and we encourage you to review their policies.

We also use AI model providers, such as OpenAI, as service providers to generate KAE Intelligence explanations, as described in Section 6.

8. How we use information

We use information to:

• provide, operate and maintain KAE Travel Suite, KAE Intelligence and Discovery;
• return advisor search and match results and route inquiries to the selected or matched advisor;
• provide Intelligence features to participating advisors;
• review, verify and publish reviews according to the permissions the reviewer gave;
• respond to requests, questions and support needs;
• protect the services, including preventing spam, fraud, abuse and unauthorized access, and enforcing rate limits;
• maintain security, audit and usage records;
• improve and develop KAE; and
• comply with legal obligations and enforce our terms.

9. How we share information

We may share information with:

• Selected or assigned travel advisors. When you submit an inquiry, your inquiry information is made available to the advisor you selected or were matched with, and to authorized people in that advisor's agency according to their permissions.
• Service providers that help us operate KAE, such as hosting, email delivery, security, payment and AI model providers, who are expected to use information only to provide services to us.
• AI platforms, when you use KAE through them, to the extent needed to respond to the tool action requested.
• The public, for advisor profile information advisors choose to publish and reviews reviewers allow us to publish.
• Legal and safety recipients, when we believe disclosure is reasonably necessary to comply with law or legal process, protect the rights, safety or property of users, the public or KEANEM, or investigate fraud or security issues.
• Parties to a corporate transaction, such as a merger, acquisition, financing or sale of assets, subject to appropriate confidentiality protections.
• Others with your direction or consent.

Agency administrators and team leads may be able to view information about advisors and records within their own organization, according to the permissions set for that organization.

KEANEM does not intend to sell traveler inquiry information to unrelated marketers for their independent advertising.

10. Retention

We keep information for as long as reasonably necessary for the purposes described in this policy. Our current retention practices are:

• Travel inquiries and leads: we generally delete or de-identify personal information within 24 months when there is no ongoing customer or business relationship, unless longer retention is reasonably required.
• Consent records: retained with the related inquiry for as long as reasonably necessary.
• Security and technical logs: generally up to 90 days, unless needed longer for security investigation, fraud prevention, troubleshooting or legal compliance.
• Advisor records: retained while the advisor participates, and afterward as needed for legitimate contractual, legal or business records.
• KAE Intelligence and business-assistance records: retained as reasonably necessary to provide the advisor's KAE service, preserve business continuity, maintain security and audit records, and comply with contractual and legal obligations.

These are policies and practices, not technical guarantees. Some deletion or de-identification steps may be carried out manually, and information may remain in backups for a limited period.

11. Your choices and rights

You can contact us at support@kaetravelsuite.com to:

• request access to personal information we hold about you;
• ask us to correct inaccurate information;
• ask us to delete information;
• ask privacy questions; and
• object to or ask us to limit certain processing, where applicable law gives you that right.

We may need to verify your identity before acting on a request, and some information may be kept where the law requires or permits. If your information is held by a travel advisor as part of their own client records, we may direct your request to that advisor or work with them to respond. Depending on where you live, you may have additional rights under applicable law.

Advisors can update their profile information in KAE and can ask to pause or withdraw from Discovery.

12. Cookies and site technologies

The KAE website and applications may use cookies and similar technologies that are needed to operate the site, keep sessions signed in, protect forms against spam and abuse, and remember basic preferences. Our servers also record standard technical information, such as network address, browser type and pages requested, for security and troubleshooting. Where we use analytics, we use it to understand how the site is used and improve it. You can control cookies through your browser settings, though some features may not work without them.

13. Security

We use reasonable administrative, technical and organizational measures to protect information, including encrypted HTTPS connections, role- and permission-based access controls, rate limiting and spam protection, and routing KAE Intelligence AI requests through a single server-side gateway with usage records. Review photos are resized and stripped of embedded location data before they are stored. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

14. Children's privacy

KAE is intended for adults and is not directed to children under 13. We do not knowingly collect personal information directly from children under 13. Travel details may include limited information about minors in a traveling party, such as the number or ages of children, when provided by a parent, guardian or other adult planning the trip. If you believe a child has provided personal information to us, contact support@kaetravelsuite.com and we will take appropriate steps.

15. Processing in the United States

KEANEM is based in the United States, and information is processed and stored in the United States. If you use KAE from outside the United States, you understand that your information will be processed in the United States, where data protection laws may differ from those in your location.

16. Third-party services

KAE may link to or work with third-party services, such as AI platforms, travel supplier websites, payment services and email providers. Their own terms and privacy policies govern how they handle information, and we are not responsible for their practices.

17. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will post the updated version on this page and change the effective date above. If changes are material, we will take reasonable steps to let affected users know.

18. Contact us

Questions or requests about this Privacy Policy can be sent to:

KEANEM Technology, LLC
South Carolina, United States
support@kaetravelsuite.com