Privacy Policy
- We collect what we need to run your account and your business tools, and nothing for sale to others.
- For your own customers' details, you are in charge: we process them on your instructions.
- We use trusted providers (hosting, AI, messaging, payments) under contracts that protect your data.
- We do not use your private business data to train third-party AI models.
- You can see, correct, export or delete your data at any time.
1. About this policy
This Privacy Policy explains how A Digital Motive ("we", "us") handles personal data when you visit adigitalmotive.com, sign up for or use ADigitalMotive, contact us, or interact with a business website that we host. It applies worldwide. Where the law of your country gives you extra rights, such as the EU and UK General Data Protection Regulation (GDPR), the California Consumer Privacy Act as amended (CCPA), or other local laws, we honour those rights as described below.
If you have questions, contact our privacy team at support@adigitalmotive.com. Where the law requires it, you can also reach our data protection representative at the ADM Legal Team at support@adigitalmotive.com.
2. Two roles: controller and processor
When we decide why and how data is used (for example your account, billing, our marketing website and support), we are the "controller" of that personal data.
When you use ADigitalMotive to manage your own customers (for example customer records, bookings, orders, invoices, reviews and messages to them), you are the controller and we are your "processor". We handle that data only on your instructions and under our Data Processing Addendum. If you are one of our customers' customers and want to exercise your rights, please contact the business directly; we will help them respond.
3. Data we collect
We collect the following categories of personal data:
| Category | Examples | Source |
|---|---|---|
| Account and identity | Name, mobile number, email, business name, role, language, country, sign-in records | You, when you sign up and use your account |
| Business profile | Business type, address, opening hours, services, prices, logo, photos, brand preferences, answers you give the ADM Assistant | You and your team |
| Messages and voice notes | Requests you send in the app, on the web or on WhatsApp, including audio recordings and their transcripts | You and your team |
| Your customers' data (as processor) | Names, phone numbers, emails, bookings, orders, balances, messages, reviews | You, and your customers through your website or forms |
| Billing | Plan, invoices, billing country, tax details, payment status (card numbers are handled by our payment partner, not us) | You and our payment partner |
| Connected accounts | Access tokens and basic profile data from Google, social networks, messaging providers or website platforms you connect | The provider, with your permission |
| Device and usage | IP address, device type, app version, pages viewed, features used, approximate location from IP, crash reports | Automatically, when you use the Service |
| Support and feedback | Conversations with our team, survey answers, call notes | You |
| Marketing site visitors | Cookie identifiers, pages visited, form submissions, newsletter sign-ups | You, with cookie consent where required |
We do not ask for special category data (such as health, religion or political views) about you. If your business handles such data about your own customers, for example a clinic's appointment notes, you must make sure you have a lawful basis and follow the extra safeguards in the Data Processing Addendum.
4. How and why we use it
| Purpose | Legal basis (where GDPR applies) |
|---|---|
| Creating and running your account, building your website and designs, providing the features of your plan | Performance of our contract with you |
| Understanding voice notes and messages, preparing content with AI, detecting your language | Performance of contract |
| Billing, tax records, preventing payment fraud | Contract and legal obligation |
| Security, abuse prevention, enforcing our policies, keeping designs unique between businesses | Legitimate interests in a safe, fair service |
| Improving features, fixing bugs, measuring performance using aggregated or de-identified data | Legitimate interests |
| Service messages (security alerts, receipts, changes to terms) | Contract and legal obligation |
| Product news and offers to you | Consent or legitimate interests, with an easy opt-out |
| Analytics and marketing cookies on our website | Consent, where required |
| Responding to legal requests and protecting our rights | Legal obligation and legitimate interests |
5. AI and your data
The ADM Assistant uses AI models, some operated by third-party providers, to understand your requests and prepare content. We send these providers only what is needed for the task. Our contracts with them prohibit using your data to train their general models, and require them to delete it after processing within their stated retention periods. We may use de-identified and aggregated patterns to improve our own prompts, templates and quality checks, but never in a way that reveals your business or your customers to others. More detail is in the AI Notice.
6. Who we share data with
We do not sell your personal data, and we do not share it for cross-context behavioural advertising. We share it only with:
- Service providers who host, secure, analyse or deliver the Service on our behalf (cloud hosting, storage, AI processing, speech-to-text, email and messaging delivery, customer support tools, monitoring), under written contracts. The current list is in the subprocessors section of the Data Processing Addendum.
- Our payment partner, to collect subscription fees and handle taxes.
- Third-party platforms you connect, when you ask us to publish or sync with them.
- Our expert team and contractors, under confidentiality duties, when your request needs a person.
- Authorities or others when the law requires it, to protect people's safety, or to defend legal claims.
- A buyer or successor if our business is reorganised or sold, subject to this policy.
7. International transfers
We and our providers operate in several countries, so your data may be processed outside the country where you live. When we transfer personal data from the EU, UK or other regions with transfer rules, we use recognised safeguards such as adequacy decisions or standard contractual clauses, together with additional security measures where needed. You can ask for a copy of the relevant safeguards at support@adigitalmotive.com.
8. How long we keep data
- Account and business data: for as long as your account is active, then for 30 days so you can export it, then deleted.
- Your customers' data: as instructed by you; deleted with your account unless you export it.
- Voice notes: audio is kept for 30 days after transcription, then deleted; transcripts stay with the related request.
- Billing records: for the period tax and accounting laws require, typically 7 years.
- Backups: deleted on a rolling cycle of up to 35 days.
- Security logs: up to 90 days, longer if needed to investigate an incident.
9. Your rights and choices
Depending on where you live, you may have the right to access your data, correct it, delete it, export it in a portable format, restrict or object to certain uses, withdraw consent, and not be discriminated against for exercising these rights. Californian residents may also ask what categories of data we have collected and disclosed over the past twelve months.
Most of this you can do yourself in your account settings (profile, team, connected accounts, data export, account deletion). For anything else, write to support@adigitalmotive.com. We may need to verify your identity, and we reply within the time the law sets (usually one month). You can also complain to your local data protection authority.
To stop marketing emails, use the unsubscribe link; to stop marketing messages, reply STOP or change your preferences in the app.
10. Security
We protect data with encryption in transit and at rest, strict access controls, separation between customers' data, monitoring, regular backups and security testing. Our staff and contractors access personal data only when needed and under confidentiality duties. No system is perfectly secure; if a breach affects your data, we will notify you and the authorities as the law requires. See our Security page for more.
11. Children
The Service is for businesses and is not directed at children. We do not knowingly collect personal data from anyone under 18. If you believe a child has given us personal data, contact us and we will delete it.
12. Business websites we host
When you visit a business website on adigital.page or a custom domain connected to ADigitalMotive, that business is responsible for the personal data it collects through its forms, bookings and orders, and its own privacy notice applies. We provide the technology and process that data on the business's behalf. Our own limited processing (for example security logs and essential cookies needed to deliver the page) is covered by this policy.
13. Changes and contact
We will update this policy when our practices change and show the date of the latest version at the top. If changes are significant, we will tell you in advance. Contact: A Digital Motive, support@adigitalmotive.com.