Privacy & Data Policy

In order to provide our diagnostic and build services, we collect limited, essential categories of information:

• check_circleContact & Enquiry Data: Information you submit through our evaluation wizard or contact routes.
• check_circleCall and meeting data: live audio temporarily processed to create text; transcripts; AI-generated draft notes; human-reviewed summaries; acknowledgement and consent records; and audio/video files where every attendee agrees to optional recording.
• check_circleOperational Data: The source material and data the workflow needs to function during an engagement.

We utilize your data strictly for the agreed operational parameters. We do not collect data a workflow does not need, and we never repurpose engagement data for anything else.

1. 01

   To execute the Workflow Diagnostic and build the Connected Delivery System.

2. 02

   To monitor live systems and perform incident triage under Managed Operations.

3. 03

   To manage structured exit paths and secure handover documentation upon acceptance.

We process your data securely under the following lawful bases as per the GDPR:

• circleConsent, Article 6(1)(a): optional retained audio/video recording, non-essential cookies and other processing where a genuine choice is available. Mandatory transcription does not rely on consent.
• circlePre-contractual steps and contract, Article 6(1)(b): arranging requested calls and processing a transcript where objectively necessary to take requested pre-contractual steps or provide an agreed service.
• circleLegitimate interests, Article 6(1)(f): transcription and assisted review where attendees act for an organisation, based on the legitimate interests of accurately documenting the discussion, reducing errors and preparing reliable follow-up.
• circleLegal obligation, Article 6(1)(c): compliance with applicable Irish and EU legal requirements.

Calls conducted through Motive Journey’s structured call process are transcribed. Live audio is temporarily processed to create text. Transcription is mandatory and relies on the lawful bases explained in section 5.

Retained audio/video recording is separate, optional and off by default. It begins only where every attendee agrees. If anyone declines, the call continues with transcription only.

Where optional recording is not accepted, no reusable audio or video file is saved.

Transcripts may be processed by approved systems and reviewed by authorised specialists.

See our Call Transcription and Optional Recording Notice for further information.

We may share anonymous, structural telemetry with platforms like Google Analytics to improve our services.

Where Motive Journey appoints another provider to process personal data, that provider must act under a written data processing agreement meeting Article 28 GDPR requirements and may process the data only for the service instructed by Motive Journey.

We do not hold data indefinitely. Call data is retained strictly as follows:

• scheduleOptional audio/video recordings: retained until the relevant review or solution plan has been completed, for no longer than 90 days after the interaction. They are deleted earlier if consent is withdrawn, unless restricted preservation is required by law or for a legal claim.
• scheduleTranscripts and reviewed call summaries where no engagement begins: retained for 12 months after the last substantive contact.
• scheduleTranscripts and reviewed call summaries where an engagement begins: treated as part of the client service record and retained throughout the engagement and for six years after it ends.
• scheduleTranscription acknowledgements and recording-consent records: retained for six years after the call, or six years after the engagement ends if later.
• scheduleExtended Retention: Retention may be extended where information is required for an active legal claim or legal obligation. Access is restricted during any extended retention.

Operating under Irish jurisdiction, we fully recognize your statutory rights under the GDPR.

Withdrawal of consent applies to optional audio/video recording. Mandatory transcription relies on a separate lawful basis. Where processing relies on legitimate interests, you have the right to object based on your particular situation.