1. Who We Are

Data Controller:

Motive Journey

Ireland

If you have questions about this Privacy Policy or how we handle data, you can contact us via our website contact form.

2. Scope of This Policy

This Privacy Policy applies to:

• Our website and landing pages
• Contact and enquiry forms
• Discovery calls (manual or AI-assisted)
• Chatbots and AI assistants
• AI voice call systems

   

• Email communications and automated follow-ups

   

• Analytics and performance tracking
• Any services we provide to businesses or individuals in the EU

3. Types of Personal Data We Collect

We may collect the following categories of data:

a) Identity & Contact Data

• Name
• Business name
• Job title or role
• Email address
• Phone number

b) Business & Operational Data

• Industry and business type
• Business challenges and operational information
• Information shared during discovery calls or meetings
• Notes taken during consultations

c) Communication Data

• Messages sent via contact forms
• Chatbot conversations
• Emails and replies
• Voice call interactions (manual or AI-assisted)

d) Audio & Meeting Data

• Voice recordings of calls (where enabled)
• Meeting recordings (with notice or consent)
• Transcriptions generated by AI tools

e) Technical & Usage Data

• IP address
• Device and browser information
• Website usage data
• Cookies and similar technologies

4. How We Collect Data

We collect data through:

• Direct input from you (forms, calls, messages)
• AI chatbots and virtual assistants
• AI voice call systems
• Automated systems and analytics tools
• Meetings (online or in person)
• Cookies and tracking technologies

5. Legal Basis for Processing (GDPR)

We process personal data under one or more of the following lawful bases:

• Consent – when you voluntarily provide data or agree to recordings
• Contractual necessity – to provide requested services
• Legitimate interests – to improve services, systems, and security
• Legal obligation – compliance with EU and Irish law

6. How We Use Your Data

We use personal data to:

• Respond to enquiries and requests
• Conduct discovery and diagnostic sessions
• Design and deliver business systems
• Operate chatbots and AI assistants
• Improve service quality and accuracy
• Manage client relationships
• Ensure system security and compliance
• Analyse performance and optimise workflows
• Meet legal and regulatory obligations

7. AI-Assisted Systems & Human Oversight

Motive Journey uses AI-assisted systems, including:

• Chatbots
• Automated email workflows
• AI voice call assistants
• Analytics and pattern recognition tools

Important points:

• AI systems support, not replace, human decision-making.
• No fully automated decisions producing legal or significant effects are made without human oversight.
• AI outputs may be reviewed, corrected, or overridden by humans.
• Data used in AI systems is handled in line with GDPR and data minimisation principles.

[Internal Implementation Note] Per Technical/Legal Strategy: Ensure a direct link to this “Human Oversight” clause is accessible within the Chatbot settings or initial disclaimer. This visible link is critical to mitigating liability regarding AI decision-making.

8. Recordings & Transcriptions

Discovery calls or meetings may be recorded for:

• Accuracy
• Training
• Quality assurance
• System improvement

Where required by law:

• You will be informed
• Consent will be requested

Recordings are stored securely and accessed only by authorised personnel.

[Internal Implementation Note] Per UI/UX Strategy: Ensure a mandatory checkbox is added to the Calendly/Booking form stating that the user acknowledges this policy. This captures consent at the source, preventing legal ambiguity during recorded sessions.

9. Data Sharing & Processors

We do not sell personal data.

We may share data with trusted third-party processors such as:

• Hosting providers
• Analytics platforms
• CRM systems
• AI service providers
• Email and automation tools

All processors:

• Are GDPR-compliant
• Process data under strict contractual obligations
• Use appropriate safeguards

10. International Data Transfers

If data is transferred outside the EU:

• We use providers with adequate safeguards
• Standard Contractual Clauses (SCCs) or equivalent protections apply

11. Data Retention

We retain personal data only for as long as necessary:

• To fulfil the purpose collected
• To comply with legal obligations
• To resolve disputes
• To maintain records of services

When no longer required, data is securely deleted or anonymised.

12. Your Rights Under GDPR

Under the General Data Protection Regulation (GDPR) and applicable Irish law, you have specific rights regarding your personal data. You have the right to:

• Access: Request a copy of the personal data we hold about you.
• Rectification: Request correction of inaccurate or incomplete data.
• Erasure: Request deletion of your data (“right to be forgotten”) where legally applicable.
• Restriction: Request that we restrict the processing of your data in certain circumstances.
• Objection: Object to processing (including AI-based processing) based on legitimate interests.
• Portability: Request to receive your data in a structured, commonly used format.
• Withdraw Consent: Withdraw your consent at any time (for data processed based on consent).
• Complaint: Lodge a complaint with the Data Protection Commission (Ireland) if you believe your rights have been violated.

How to Exercise Your Rights To ensure a transparent and secure process, you can submit your requests directly to our Data Controller team.

• Email: info@motivejourney.com
• Subject Line: Please use “GDPR Request” or “Privacy Request” in the subject line to ensure priority handling.
• Response Time: We respond to all valid requests within one month (30 days), in accordance with GDPR requirements.

13. Cookies & Tracking

We use cookies and similar technologies to:

• Ensure website functionality
• Improve user experience
• Analyse traffic and performance

Details are provided in our Cookie Policy.

14. Data Security

We implement appropriate technical and organisational measures including:

• Secure hosting
• Access controls
• Encryption where appropriate
• Internal data handling policies
• Limited access to personal data

15. Children’s Data

Our services are not intended for children under 16, and we do not knowingly collect such data.

16. Updates to This Policy

We may update this Privacy Policy to reflect:

• Legal changes
• System updates
• Service changes

The latest version will always be available on our website.

17. Contact

For any privacy or data protection questions, please contact us through our website.

Developer Notes (Internal)

• Place link in footer
• Link from forms and chatbot disclaimers
• Ensure cookie consent banner references this policy
• Reference AI usage transparently

Important (Non-Marketing Note)RichProMax Limited

This Privacy Policy is intentionally conservative and protective.

It prioritises legal safety, EU compliance, and future AI regulation readiness.

Legal Entity & Brand Relationship

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

For the purposes of data protection law, including the General Data Protection Regulation (GDPR):

• RichProMax Limited is the legal entity and Data Controller.
• Motive Journey is the brand under which services, systems, and communications are delivered.

All personal data collected through the Motive Journey website, systems, communications, AI tools, or services is processed under the responsibility of RichProMax Limited, in accordance with this Privacy Policy and applicable EU and Irish laws.

[Internal Strategy Note for Website Implementation] To build trust and facilitate B2B contracts, please ensure the following statement appears in small font in the footer of all website pages: “Motive Journey is a trading brand of RichProMax Limited, registered in Ireland.”

Company Details

Legal Entity Name: RichProMax Limited

Jurisdiction: Ireland

Company Type: Private Limited Company

Motive Journey operates as an official brand, service offering, and public-facing identity of RichProMax Limited.

Impact on Data Processing & Compliance

This relationship means that:

• All GDPR obligations, EU AI Act considerations, and data protection responsibilities are fulfilled by RichProMax Limited.
• Any references to “we”, “us”, or “our” in this Privacy Policy refer to RichProMax Limited trading as Motive Journey.
• Contracts, terms of service, data processing agreements, and compliance obligations are legally binding through RichProMax Limited.
• AI systems, automation tools, chatbots, voice assistants, analytics, and recordings operated under the Motive Journey brand are governed by RichProMax Limited’s compliance framework.

Transparency Note

Where required by law or best practice:

• The Motive Journey website may display notices clarifying that Motive Journey is a brand of RichProMax Limited.
• Legal documents (Privacy Policy, Terms of Service, Data Processing Information) may reference RichProMax Limited as the legal entity.

This does not affect the services provided, the protections offered to users, or their rights under GDPR or other applicable regulations.