Privacy Policy

a. Information You Provide

When you use our services, you may provide us with:

• Account information — name, email address, Zoom user ID
• Support requests — including messages, screenshots, or attachments
• Consent selections — where applicable (e.g., call recording or data retention options)

b. Information Collected Automatically

When using the Motus Zoom integration (via Recall.ai), we automatically collect:

• Meeting metadata — meeting ID, topic, scheduled start/end times, participant count
• Audio data — live audio streams processed in real time to generate coaching insights
• Transcripts (if enabled) — optionally generated for post-call analysis
• Usage and diagnostic logs — events like when a call starts or feedback is delivered, used to ensure service performance

We do not access or store video, screen shares, or in-meeting chat content. Live call audio is processed in real time via Recall.ai and is not retained unless explicitly required for support, QA, or by user request.

a. Service Delivery

• Process Zoom meeting audio in real time (via Recall.ai) to generate sales coaching and performance insights
• Provide feedback to users during or immediately after calls
• Match coaching recommendations to patterns of behavior over time

b. Product Improvement

• Monitor usage to identify product issues or bugs
• Improve AI accuracy and coaching quality based on user interactions
• Optimize our features based on aggregated performance data

c. Anonymized and Aggregated Analysis

We may use anonymized and aggregated data (i.e. data stripped of personal identifiers and combined with other user data) to:

• Analyze trends and sales behavior patterns
• Improve training of AI models
• Produce non-identifiable insights (e.g., "42% of reps missed follow-up questions")

This data cannot be used to identify individuals and is not tied to your account.

d. Customer Support and Communication

• Respond to support tickets and resolve technical issues
• Communicate service updates, outages, or legal notices

e. Legal Compliance and Protection

• Comply with applicable laws, regulations, and legal processes
• Enforce our Terms of Use and protect the rights, property, or safety of Motus and our users

a. Performance of a Contract

We process your information as necessary to provide our services to you or your organization — for example, to deliver real-time coaching during Zoom calls or to respond to support requests.

b. Consent

In certain cases, we rely on your explicit consent to process your information such as:

• Enabling transcription or data retention
• Participating in product feedback loops
• Processing optional audio recordings (if enabled)

You may withdraw consent at any time by contacting us at Kendra@motustech.io

c. Legitimate Interests

We may process your data based on our legitimate interests in:

• Improving product performance and coaching accuracy
• Ensuring the reliability and security of our service
• Understanding usage patterns to guide feature development

We always assess our legitimate interests against your privacy rights and apply safeguards accordingly.

d. Legal Obligations

We may process or retain your information if required to comply with applicable laws or to respond to lawful requests from public authorities.

a. Subprocessors and Service Providers

We may share your data with third-party subprocessors that help us operate the service. These partners are contractually bound to strict data protection and confidentiality terms.

Our key subprocessors include:

All access is restricted to data necessary for functionality, and processed securely using industry-standard encryption and access controls.

b. Aggregated and Non-Identifiable Data

We may share de-identified, aggregated insights with partners or for public benchmarking. This data cannot be used to identify any individual user.

c. Legal and Regulatory Compliance

We may disclose your personal data to government authorities or law enforcement if required by law, subpoena, or other legal process — or to protect the rights, property, or safety of Motus, our users, or others.

a. Real-Time Audio and Transcripts

• Live audio is processed in real time via Recall.ai and not stored by default.
• Transcripts (if enabled) may be temporarily stored to provide coaching insights or summaries, and are automatically deleted after 30 days, unless retention is extended with your explicit consent.

b. User and Account Data

Information like name, email, Zoom user ID, and service usage logs are retained for the duration of your account and deleted upon account closure or request.

c. Aggregated Data

We may retain anonymized and aggregated data for analytical and performance improvement purposes. This data contains no personal identifiers and cannot be linked back to individual users.

d. Legal and Compliance Obligations

Certain information may be retained longer if required to:

• Resolve disputes
• Enforce our agreements
• Comply with applicable legal or regulatory requirements

You can request deletion of your personal data at any time by contacting us at Kendra@motustech.io

a. Access and Portability

You have the right to request a copy of the personal data we hold about you, including how we use and share it.

b. Correction

If any information we hold is inaccurate or incomplete, you can request that we update or correct it.

c. Deletion (Right to Be Forgotten)

You may request that we delete your personal information. We will honor this request unless we are legally required or permitted to retain it.

d. Objection and Restriction

You may:

• Object to our processing of your data based on legitimate interests
• Request that we restrict processing of your data in certain cases

e. Withdraw Consent

Where processing is based on your consent (e.g., call recording or data retention), you can withdraw that consent at any time.

f. Non-Discrimination

We will never discriminate against you for exercising your privacy rights.

How to Exercise Your Rights

To exercise any of these rights, contact us at:

Email: Kendra@motustech.io

We may need to verify your identity before processing certain requests. We aim to respond to all valid requests within 30 days.

If you're based in the EEA, UK, or another jurisdiction with similar rights, you also have the right to file a complaint with your local data protection authority.

a. Encryption

• In transit: All data is transmitted using Transport Layer Security (TLS).
• At rest: Sensitive data is encrypted where applicable.

b. Access Controls

• Access to user data is limited to authorized personnel with a legitimate business need.
• All access is logged, monitored, and periodically reviewed.

c. Secure Processing via Partners

We rely on trusted infrastructure providers like Recall.ai and Zoom, both of whom follow industry-standard security practices, including:

• Encrypted media streams
• API authentication and rate limiting
• Role-based access restrictions

d. Incident Response

If we become aware of a data breach that affects your personal information, we will:

• Notify you as required by law
• Provide relevant details and mitigation steps
• Coordinate with any affected partners (e.g., Zoom, Recall.ai)

e. Ongoing Evaluation

We regularly review and update our security procedures to ensure they align with evolving threats and industry standards.

a. Transfers from the EEA, UK, or Switzerland

If you are located in the European Economic Area (EEA), United Kingdom (UK), or Switzerland, we ensure that your personal data is protected by:

• Adequacy decisions from the European Commission (where applicable)
• Standard Contractual Clauses (SCCs) approved by the European Commission or relevant authority
• Supplementary technical and organizational safeguards (e.g., encryption, access controls)

These mechanisms ensure that your rights and protections remain consistent with EU and UK data protection laws.

b. Subprocessor Locations

Our key service providers (e.g., Recall.ai, Zoom) may process your data in the United States or other jurisdictions with similar protections in place. We require all subprocessors to adhere to strict data protection terms, regardless of location.