Privacy Policy

Motivoai Technologies Inc. (“Motivoai”, “we”, “us”) is a company based in Ottawa, Ontario, Canada. We make MotivoCast, a platform dealerships use to photograph vehicles, process those photographs, generate video, and publish the results.

Our Privacy Officer is accountable for our compliance with this policy and with Canadian privacy law. Write to [email protected] and mark your message for the Privacy Officer — it will reach them, and privacy requests are handled separately from general enquiries once they arrive.

This policy covers personal information we handle as our own: the accounts of people who use MotivoCast, enquiries sent through our website, and visitors to motivoai.ca.

It does not decide what happens to personal information inside a customer’s own media. When a dealership uploads photographs, that dealership decides what is collected and why; we process it on their instructions. If you are a member of the public who appears in a photograph taken on a dealership lot, your request belongs first with that dealership. Write to us anyway if you cannot reach them and we will help you find the right party.

We collect four kinds of information, and no more than we need for each.

• Account information. Your name, work email, dealership or company name, role, and the rooftops you are assigned to. If you subscribe, our payment processor collects your billing details — we never see or store your full card number.
• Media and inventory data. The photographs and video you upload, the media we produce from them, and the vehicle records you enter or import. Photographs taken on a lot can contain people, licence plates and neighbouring property; your responsibilities for that are set out in our Terms.
• Enquiries. If you use the contact form we keep your name, email, company and message so we can reply and so we know who we have spoken to.
• Technical records. Server logs, IP address, browser and device type, and records of processing jobs. We use these to run the service, to find faults and to detect abuse.

We use the information above to provide the service you asked for, to bill you, to support you, to keep the platform secure, to meet our legal obligations, and to reply when you get in touch. We do not sell personal information, and we do not disclose it for anyone else’s marketing.

Our basis is your consent, given when you create an account, connect a system, upload media or write to us, together with the reasonable purposes of running the service you are paying for. You can withdraw consent at any time — see your rights — though withdrawing it will usually mean we can no longer provide the service.

We send product email only to people who hold an account or who asked us to. Every message has an unsubscribe link, and unsubscribing never affects service email such as billing or security notices.

Media you upload is processed to produce your output and to provide the service to you. We do not use it to train, fine-tune, evaluate or improve any machine-learning model, we do not use it to build datasets, and we do not permit our vendors to do either.

If that ever changes it will require your express permission first, obtained separately from this policy. It will not happen by way of a quiet edit to this page.

Customers on eligible plans can work through an AI agent instead of the interface. The agent can read your inventory and media, run the same operations the interface offers, act on a schedule, and send and receive email on your instruction.

To be useful across sessions the agent keeps a working memory of your instructions, preferences and standing tasks. That memory is scoped to your organisation, is never shared between customers, and is deleted when your account is deleted. You can ask us to clear it at any time. Email the agent handles is retained on the same schedule as the rest of your account data.

The agent operates strictly within the permissions of the person instructing it. It cannot do anything that person could not do in the interface. We do not use the agent to make decisions that produce legal or similarly significant effects about an individual; if that ever changes, we will tell you, and you will be able to ask for a human review.

The agent runs on Google’s Gemini models. What you type, what you say in voice notes and live calls, and the photos you attach are sent to Google to produce the agent’s replies. The mobile app asks for your agreement before the agent is used for the first time.

Before a processed photograph comes back to you, our own quality check, running on our servers in Canada, confirms that the vehicle is whole and framed as it was in your original. It reads the image in memory and keeps only the result; it does not store the image or anything about the people in it.

Some checks need more than that and use Google’s Gemini service, listed below: making sure a replaced licence plate looks right, and reading the lettering in generated video so that misspelt badges and signs are caught. For video we keep a written record of what the check found, such as garbled lettering, so that faulty clips can be traced; we do not keep the frames.

We set only the cookies needed to keep you signed in and to keep your session secure. We do not use analytics, advertising, or cross-site tracking cookies — there is no tag manager, no advertising pixel and no third-party tracker on this site, which is why you have not been asked to accept anything.

Blocking these cookies in your browser will stop you being able to sign in. If we ever add analytics we will ask for your consent before setting anything, rather than relying on this page.

We use a small number of providers, each for a stated purpose:

• Amazon Web Services — our image and video processing engine, and media storage (Canada)
• Supabase — authentication, the application database and media storage (Canada)
• Vercel — hosting for this website, the web application and its API (United States)
• Google (Gemini) — AI photo processing, some quality checks, and the AI agent: chat, voice notes and live calls (United States and other countries where Google operates)
• BytePlus (ByteDance) — AI video generation (Southeast Asia)
• Stripe — subscription payments and card handling (Canada and United States)
• Zoho Mail — outbound and transactional email (Canada and United States)

Each is bound to use the information only to provide its service to us. We will update this list here before adding a provider that handles personal information. For a current list including processing regions, write to [email protected].

Your account records, the application database and your media are stored in Canada, in the Montreal region, and our image and video processing engine runs there too.

Some of the work happens outside Canada:

• This website, the web application and its API run on Vercel in the United States, so what you send through them passes through the United States on its way to storage in Canada.
• Photographs sent for AI processing, and what you type, say or attach in the AI agent, go to Google’s Gemini service, which may process them in the United States or other countries where Google operates.
• Photographs used to generate a video, and the instructions for it, go to BytePlus in Southeast Asia.

While information is outside Canada it is subject to the laws of the country it is in, including lawful access by that country’s courts and authorities.

We tell you this plainly because you are entitled to know it before you upload anything. If your organisation requires Canadian-only processing, tell us before you subscribe — we would rather have that conversation early than after your media is in the wrong place.

• Uploaded and produced media — for the storage period of your plan (Premium 180 days, Enterprise 365 days), then deleted.
• Account records — while your account is open, and for 12 months after it closes.
• Agent memory — while your account is open; cleared on request at any time.
• Enquiries sent through this site — 24 months from your last contact with us, then deleted.
• Billing and tax records — seven years, because we are required to keep them.
• Technical logs — 90 days.

Backups lag behind live deletion and are overwritten on a rolling 35-day cycle, so anything deleted disappears from backups within 35 days. When a retention period ends we delete the information or render it permanently anonymous.

Data is encrypted in transit and at rest. Access is limited to the people at Motivoai who need it to do their jobs, and is logged. Passwords are never stored in a form we can read, and the feed keys we issue are stored only as a one-way hash, so not even we can read them back; a new one can be created at any time. No system is perfectly secure, and we will not tell you otherwise — what we commit to is reasonable, current safeguards and the notification below if they fail.

You can ask us to:

• tell you what personal information we hold about you and how we have used it
• correct anything that is wrong or incomplete
• delete your information, subject to what we must keep by law
• give you a copy in a structured, commonly used technical format, or send it to another organisation
• stop a particular use, or withdraw your consent altogether

Write to [email protected]. We will confirm we have your request within five business days and answer it within 30 days. If we need longer we will tell you why before the 30 days are up. We may need to verify who you are first, and we will ask only for what is necessary to do that. There is no charge.

If personal information in our care is lost or accessed without authorisation and it creates a real risk of significant harm to you, we will notify you and the Office of the Privacy Commissioner of Canada as soon as feasible, and the Commission d’accès à l’information du Québec where Quebec law applies. We will tell you what happened, what was affected, and what to do about it. We keep a record of every breach, whether or not it meets the threshold for notification.

If you are unhappy with how we have handled your information or your request, write to [email protected] and say so — our Privacy Officer will investigate and respond in writing. If you are still not satisfied you can complain to the Office of the Privacy Commissioner of Canada at priv.gc.ca, or, if you are in Quebec, to the Commission d’accès à l’information at cai.gouv.qc.ca. You do not need our permission to do that.

MotivoCast is a tool for businesses. It is not directed at children and we do not knowingly collect personal information from anyone under 16. If you believe a child’s information has reached us, write to [email protected] and we will delete it.

When we change this policy we update the date at the top. If a change materially affects what we do with your information we will email account holders at least 30 days before it takes effect, so that you have time to object or to close your account. We will not apply a materially different use to information we already hold without asking you first.

This policy is published in English. A French version is being prepared by a professional translator; until it is published, the English version is the only one in force. If you would prefer to receive it in French, write to [email protected] and we will send it to you as soon as it is available.