How the work is controlled.
Written for the finance, quality and IT reviewers who get asked to appraise this kind of engagement, with zero noise — so what you need to assess it is here rather than in a sales call.
Security & Control Protocols
All Systems Active
What we hold, and why
Active
For an engagement: the source material and data the workflow needs, and the outputs it produces. For an enquiry: what you sent us, and the transcript and consent record for any call, under the terms of the Call Transcription and Optional Recording Notice. We do not collect data a workflow does not need, and we do not repurpose engagement data for anything else.
Ownership
Active
You own your data, your content and the bespoke outputs built for you. We keep our frameworks, methods, reusable components and the underlying architecture. Handover is documented and so is the exit path.
Access
Active
Who can see and do what is defined at design and recorded. Access follows the role rather than the person, so it changes when responsibilities change rather than when somebody remembers.
Human review and approval
Active
A person reviews and approves work before it reaches your client. The system does not issue on its own, and no assistance step is ever the last step. This is a design rule, not a setting.
Traceability
Active
An audit trail from source material through approval to issued output: what was used, who approved it, when, and on which version.
Testing
Active
Against the acceptance criteria agreed at the Diagnostic and written down before the build starts — not against a general impression that the result looks right.
Change control
Active
Changes of scope, delays and third-party changes are agreed in writing, priced and scheduled before the work is done. Nothing reaches an invoice that was not agreed first.
Security
Active
We apply security controls appropriate to the data a workflow handles, agreed with you at design. We do not promise perfect security or uninterrupted availability, and we would be wary of anyone who did.
Exit
Active
The handover pack, the documentation and the exit path are given to you at acceptance. Ending an engagement is a documented procedure rather than a negotiation.
Data & Calls FAQ
Are calls transcribed or recorded?
Calls conducted through our structured call process are transcribed so approved systems and authorised specialists can prepare and review the next step accurately. Transcription is required. Retained audio/video recording is separate, optional and off by default. If any attendee declines recording, the call continues with transcription only.
How long do you keep our data?
Optional audio/video recordings are retained for no longer than 90 days. If no engagement begins, transcripts and reviewed summaries are retained for 12 months after the last substantive contact. If an engagement begins, they form part of the client service record and are retained throughout the engagement and for six years after it ends.
Documents
Data processing terms, our incident handling and the specifics of a system's security design are shared as part of contracting, against the engagement they apply to. We do not publish them as generic downloads: a security overview written for nobody in particular describes nothing in particular, and the version that matters is the one attached to your workflow.
If your procurement or IT review needs them earlier than contracting, ask during the fit call and we will arrange it.
Who you are contracting with
You contract with Motive Journey. Company and registration details are published on our Legal and Company Information page.
Evidence Basis
How we evidence a figure
Where a number appears on this site, it is one of two things and it is always labelled as which.
An estimated project average. Drawn from the calculation basis of our own internal workflow audits across engagements. It is not a measured result for any single client, and it is not a prediction of yours. Anything carrying the “Estimated project average” mark is one of these.
A measured result. Published only with a baseline, a measurement period, a data source, the method used, and a statement of what the figure does not prove. Anything short of all five is a delivery example and carries no numbers at all — the rule, and the reason for it, is on our Work page.
Your own baseline is what the Workflow Diagnostic establishes, against data and assumptions agreed with you in advance. That is the number the fixed price and the acceptance criteria are built on, and it is the only one either of us can hold the other to.