1. Who We Are

Motive Journey is a trading brand of RichProMax Limited, a private limited company registered in Ireland.

For the purposes of EU data protection law:

• RichProMax Limited is the legal entity and Data Controller.
• Motive Journey is the brand under which services are provided.

2. What Are Cookies?

Cookies are small text files that are placed on your device (computer, tablet, or mobile phone) when you visit a website.

They are widely used to:

• Make websites work properly
• Improve performance and security
• Understand how visitors use the site
• Support communication systems and automation

Cookies may be:

• Session cookies (deleted when you close your browser)
• Persistent cookies (stored for a defined period)

3. Types of Cookies We Use

3.1 Strictly Necessary Cookies

These cookies are essential for the website to function correctly and cannot be switched off.

They are used for:

• Website security
• Load balancing
• Form submission
• Cookie consent management
• Core system functionality

Legal basis: Legitimate interest (GDPR Article 6(1)(f))

3.2 Functional Cookies

These cookies allow the website to remember your preferences and improve usability.

They may support:

• Language preferences
• Saved form progress
• User interface customisation
• Chatbot session continuity

Legal basis: Consent

3.3 Analytics & Performance Cookies

These cookies help us understand how visitors interact with our website so we can improve performance and user experience.

They may collect information such as:

• Pages visited
• Time spent on pages
• Interaction patterns
• Device and browser type (aggregated)

Analytics data is:

• Aggregated
• Pseudonymised where possible
• Never used to directly identify individuals

Legal basis: Consent

3.4 AI, Automation & Communication Cookies

We may use cookies or similar technologies to support web-based AI and automation features, including:

• AI-powered chatbots and intelligent assistants
• Automated enquiry and intake systems
• Web-based voice assistants (where applicable)
• Smart routing and response flows
• Session continuity for automated tools

Voice System Clarification These cookies are used only within web-based interactions (e.g., a microphone button on the website). They do not apply to standard phone-based systems or external voice calls operating outside the website environment.

Purpose of These Cookies These cookies may be set by Motive Journey or by trusted third-party AI providers (such as OpenAI or similar conversational platforms) to:

• Maintain conversation context during a session
• Prevent repeated questions within the same interaction
• Improve AI responsiveness and accuracy
• Ensure continuity of automated assistance during a visit

Important: These cookies are not used for advertising, behavioural profiling, or marketing purposes.

AI Transparency & Safeguards (EU AI Act) In line with EU AI Act transparency requirements, these cookies ensure users are aware they are interacting with an automated system.

• Human oversight and escalation options are available where relevant.
• No automated legal, financial, or similarly significant decisions are made solely through these systems.

Legal Basis: Consent (where required under GDPR and ePrivacy rules).

3.5 Marketing & Tracking Cookies (If Used)

We may use limited marketing cookies to:

• Measure campaign effectiveness
• Understand referral sources
• Support retargeting (only if enabled)

We do not use intrusive or excessive tracking.

• Legal basis: Consent
• Control: These cookies are disabled by default unless you explicitly opt in.

4. Third-Party Cookies

Some cookies on our website may be placed by trusted third-party service providers that we use to operate, analyse, and improve our services.

To ensure full transparency regarding who processes your data, we explicitly list the primary third-party tools used on this site:

4.1 Analytics & Performance

• Provider: Google Analytics
• Purpose: Used to understand website usage, performance, visitor behaviour, and traffic sources in an aggregated and anonymous form. This helps us improve the user experience.

4.2 Scheduling & Booking

• Provider: Calendly (or similar scheduling tools)
• Purpose: Used to display real-time availability and enable you to book appointments directly through our system without manual email back-and-forth.

4.3 Communication & Automation

• Provider: Communication Platforms & AI Service Providers
• Purpose: Used to support chatbot functionality, intelligent assistance, enquiry handling, and automated responses.

4.4 Policies & Safeguards These third parties may set their own cookies in accordance with their respective privacy and cookie policies. Safeguards We Apply: We ensure that:

• Only GDPR-compliant or adequacy-approved providers are used.
• Data Processing Agreements (DPAs) are in place where required.
• International data transfers are safeguarded using appropriate legal mechanisms (such as Standard Contractual Clauses where applicable).
• Third-party cookies are used strictly for functional, analytical, or service-delivery purposes, not for aggressive advertising profiling.
• Where required by law, third-party cookies are activated only after user consent.

5. Cookie Consent & Control

When you first visit our website:

• You will see a cookie consent banner
• You can accept or reject non-essential cookies
• You can change your preferences at any time

You can also control cookies through your browser settings.

Please note:

• Disabling some cookies may affect site functionality

6. How Long Cookies Are Stored

Cookie retention periods vary depending on their purpose:

• Session cookies: deleted when you close your browser
• Persistent cookies: stored for a defined period or until deleted

We regularly review and minimise cookie retention.

7. Your Rights

Under GDPR, you have the right to:

• Access information about cookies and data usage
• Withdraw consent at any time
• Request deletion of personal data (where applicable)

More details are available in our Privacy Policy.

8. Updates to This Cookies Policy

We may update this Cookies Policy from time to time to reflect:

• Legal changes
• Technology updates
• Improvements to our systems

The latest version will always be available on our website.

9. Contact Information

If you have questions about our use of cookies or data protection practices, you can contact us through the details provided on our website.