Motivra OS — Privacy Policy

Version: 1.0
Effective date: [YYYY-MM-DD]
Organization: Strategies Beyond Limits (“Provider,” “we,” “us,” or “our”)
Product: Motivra OS

This Privacy Policy explains how we collect, use, disclose, and protect personal information in connection with the Motivra OS website, marketing, sales, and customer accounts for our software-as-a-service platform (the “Service”).

We are a corporation based in Ontario, Canada. We offer the Service primarily to businesses in Canada and the United States.

1. Important split: your shop’s customers vs. our customers

You (the shop) are our customer. When you use Motivra OS to store information about your end customers, dealerships, vehicles, invoices, and appointments, you decide why that data is collected and how it is used. In that role, you are the organization responsible for that data (often called a “controller”). We process that data on your instructions as a service provider / processor. See our Data Processing Addendum and ask your own counsel about the privacy notices you must give your customers.

This Privacy Policy focuses on personal information we collect as a business about:

• shop owners, admins, and staff who create accounts with us;
• billing and contract contacts;
• website and sales inquiries; and
• other interactions with us as Provider.

2. Personal information we collect

2.1 Information you provide

• Account and profile: name, username, email, phone, role, password (stored hashed), shop name and branding settings.
• Business and billing: legal entity name, address, tax identifiers you choose to provide, payment and invoice details.
• Support and communications: messages you send to support, onboarding materials, call notes.
• Marketing: email address and preferences if you subscribe to updates (where offered).

2.2 Information collected automatically

• Technical logs: IP address, browser/device type, approximate location derived from IP, timestamps, pages or features accessed, error logs, and security events (for example failed logins).
• Cookies and similar technologies: session cookies required for login and security. We may use additional cookies or analytics in the future; if we do, we will update this Policy and provide notices or controls where required.

2.3 Information from third parties

• Payment or banking processors (if used for subscription billing).
• Identity or bot-protection services (for example reCAPTCHA) on registration or public forms.
• Public or commercial sources for business contact information, where permitted by law.

2.4 Customer Data in the Service (processed for you)

When you use the Service, you may upload or generate Customer Data, which can include personal information of your staff, end customers, and dealership contacts (names, emails, phones, addresses), vehicle identifiers (including VIN), service history, quotes, invoices, appointment details, notification preferences, and message content. We process that Customer Data under our contract with you and the Data Processing Addendum—not for our independent marketing to your end customers.

3. How we use personal information

We use personal information to:

• provide, operate, secure, and improve the Service;
• create and manage accounts, authenticate users, and prevent fraud or abuse;
• bill and collect subscription fees; provide invoices and tax-related documentation as needed;
• provide customer support and onboarding;
• send service-related notices (security, downtime, material product changes, contract notices);
• send marketing communications where permitted by law and your preferences (you may unsubscribe);
• comply with law, enforce agreements, and protect rights, safety, and security;
• generate de-identified or aggregated statistics that do not identify individuals or your shop.

We do not sell personal information for money. We do not use Customer Data to advertise third-party products to your end customers.

4. Legal bases / accountability (Canada — PIPEDA)

For Canadian personal information, we process information for purposes a reasonable person would consider appropriate in the circumstances, consistent with PIPEDA and applicable provincial laws. We limit collection to what we need for identified purposes, safeguard it, and remain accountable for personal information under our control.

Where provincial private-sector laws apply (for example in certain provinces), we comply with those requirements as applicable.

5. United States notice

If you are in the United States, state privacy laws (for example California’s CCPA/CPRA or similar laws) may give residents rights regarding certain personal information. Because we primarily sell to businesses, much of our processing is business-to-business. Where those laws apply to you as an individual, you may have rights to know, delete, correct, or opt out of certain sharing, subject to exceptions. To exercise applicable rights, contact us using Section 12. We will not discriminate against you for exercising privacy rights.

We do not “sell” or “share” personal information for cross-context behavioral advertising as those terms are commonly defined, unless we update this Policy to say otherwise.

6. When we disclose personal information

We may disclose personal information to:

• Service providers / subprocessors who help us host, email, message, store files, look up VINs, monitor security, or process payments—under contractual obligations to protect the information;
• Professional advisors (lawyers, accountants) under confidentiality;
• Authorities when required by law, court order, or to protect rights and safety;
• a buyer or successor in a merger, acquisition, or asset sale, subject to appropriate protections.

We do not disclose Customer Data to third parties for their independent marketing.

A current list of typical subprocessors is in the Data Processing Addendum.

7. Cross-border transfers

Personal information may be stored or processed in Canada, the United States, and other countries where we or our service providers operate. When information is processed outside Canada, it may be subject to the laws of those countries, including lawful access by foreign authorities. We use contractual and organizational measures appropriate to the sensitivity of the information.

8. Retention

We retain account and billing information for as long as your Subscription is active and thereafter as needed for legal, tax, dispute, and backup purposes (typically up to [7] years for financial records, or longer if required).

Customer Data is retained according to your instructions and our Data Processing Addendum. After termination, we generally delete or return Customer Data after an export window, subject to legal holds and backup cycles.

9. Security

We implement administrative, technical, and physical safeguards appropriate to the nature of the Service, which may include encryption in transit, access controls, password hashing, least-privilege practices, and monitoring. No method of transmission or storage is completely secure; we cannot guarantee absolute security.

Notify us promptly at the contact below if you suspect unauthorized access to your account.

10. Your choices and rights

Subject to applicable law, you may:

• access and correct personal information we hold about you;
• withdraw consent where processing is consent-based (without affecting prior lawful processing);
• unsubscribe from marketing emails via the link in the message or by contacting us;
• request deletion of account information, subject to legal retention needs.

For Customer Data about your end customers, please contact the shop (Customer) first; we will assist the shop under the Data Processing Addendum.

To make a request, use Section 12. We may need to verify your identity.

11. Children

The Service is for business use and is not directed to children under 16. We do not knowingly collect personal information from children in connection with the Service.

12. Contact / privacy officer

Privacy inquiries
Strategies Beyond Limits
[Ontario registered address]
Email: [privacy@example.com]
Attn: Privacy Officer

If you are in Canada and are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada or your provincial privacy commissioner, as applicable.

13. Changes to this Policy

We may update this Privacy Policy from time to time. We will post the revised version with a new effective date and, where required, provide additional notice. Continued use of the Service after the effective date constitutes acceptance of the updated Policy where permitted by law.

14. Related documents

• Terms of Service
• Data Processing Addendum
• Order Form

This Privacy Policy is a template and not legal advice. Have counsel review before publishing or commercial use.