Privacy Policy

Horizon IT & Business Consultancy Limited ("Horizon", "we", "us") operates MotiveIQ ("the Service"), a customer intelligence platform designed primarily for housebuilders. This Privacy Policy explains how we collect, use, store and protect personal information when you use the Service. We are committed to protecting personal information and complying with the UK General Data Protection Regulation ("UK GDPR"), the Data Protection Act 2018 and other applicable data protection legislation.

We collect personal information that you provide directly to us, including: • Your name, email address and role when you register an account or request access. • Company name and contact details when you subscribe or enquire. • Information about team members when you invite them to the Service. • Communications you send to us, such as support requests. We may also collect technical information necessary to operate, secure and improve the Service, such as IP address, browser type, device information and login activity. For this information relating directly to the operation of MotiveIQ accounts and our relationship with subscribers, Horizon may act as a data controller.

MotiveIQ allows authorised users to capture information about customer and prospect conversations through voice notes, typed notes or summaries, photographs and other supported methods. The Service uses this information to generate customer intelligence and insights. When your organisation subscribes to and uses MotiveIQ, your organisation is the Data Controller for personal data that you or your authorised users enter, upload, record or otherwise provide through the Service as part of customer or prospect interactions. Horizon acts as the Data Processor for that information on your organisation's behalf. As Data Controller, your organisation is responsible for determining what customer or prospect information is entered into MotiveIQ and for ensuring that it has an appropriate lawful basis for collecting and processing that information. This includes responsibility for ensuring that your employees and other authorised users use MotiveIQ appropriately and comply with your organisation's own privacy and data protection obligations. MotiveIQ is designed to capture customer intelligence and insight. It is not intended to operate as a customer contact database or CRM. Users should therefore avoid entering personal information that is unnecessary for the purpose of capturing and understanding the customer interaction. For example, users should not routinely enter postal addresses, telephone numbers, personal email addresses or other identifying information where this is not necessary for the insight being captured. If an authorised user does enter personal information such as a customer's name, address or contact details, that information will be treated as customer-controlled data. Your organisation remains the Data Controller and is responsible for ensuring that it has a lawful basis for processing that information. Users should also avoid entering special category or highly sensitive personal information unless their organisation has determined that it is necessary, appropriate and lawful to do so. Horizon does not determine what customer or prospect information your authorised users choose to enter into the Service. Horizon processes this information on behalf of your organisation for the purpose of providing MotiveIQ and in accordance with our contractual obligations and applicable Data Processing Agreement. Customer conversation data is accessible only to appropriately authorised users within your organisation and to Horizon or its authorised sub-processors where access is necessary to provide, maintain, secure or support the Service.

Customer conversation data may be processed using artificial intelligence to extract structured insight, such as buying intent, sentiment, customer type, preferences, motivations, objections and competitor mentions. AI processing is a core part of the functionality of MotiveIQ. Horizon uses reputable technology and AI providers to provide this functionality. Customer conversation data is processed for the purpose of delivering the Service and is not used by Horizon to train public AI models. Where voice recordings are transcribed, audio is processed for transcription and subsequent analysis and is retained in accordance with the applicable retention arrangements. Where third-party AI or technology providers process customer-controlled personal data on Horizon's behalf, they act as sub-processors within the MotiveIQ processing arrangements.

We use cookies and similar technologies to operate the Service and improve the user experience. Essential cookies are required for the Service to function. Where analytics or other non-essential cookies are used, these will be managed in accordance with applicable requirements. Further information is available in our Cookie Policy.

We use analytics tools to understand how the Service is used, monitor performance, maintain security and improve functionality. Where possible, analytics information is aggregated or minimised so that individual users are not directly identifiable. Where third-party analytics services are used, they are selected and configured with appropriate consideration for privacy and applicable data protection requirements.

We retain personal information only for as long as necessary to provide the Service and meet our legal, tax, accounting and contractual obligations. Our standard retention periods are: • Customer conversation data, including notes, voice recordings, photographs and AI-derived insight: retained while the subscription is active. Cancellation does not currently trigger automatic deletion. After cancellation or termination, the subscribing organisation may instruct Horizon to delete eligible customer conversation data by contacting us. We will securely delete it within a reasonable period after verifying and actioning the request, subject to any limited retention required by law, to establish or defend legal claims, or for security and backup integrity. • Account and user data, including company records, user profiles, invitations and login activity: retained while the relevant account is active. Following account closure, eligible account information is reviewed and deleted when it is no longer reasonably required for account administration, security, dispute resolution or legal compliance. The subscribing organisation may request deletion by contacting us. • Billing and payment records, including invoices and transaction history: retained as required to meet applicable UK tax and accounting requirements. Payment information may be processed and retained by our payment provider, Stripe, in accordance with its own legal obligations and privacy arrangements. • Audit logs, including records of relevant administrative and subscription changes: retained for the life of the account and deleted in accordance with our account deletion process, except where retention is required for legal, security or regulatory purposes. Customers may request earlier deletion of eligible information through the available account settings or by contacting us. Where Horizon processes customer conversation data as a Data Processor, deletion and retention will also be subject to the instructions of the subscribing organisation as Data Controller and the applicable Data Processing Agreement.

Individuals have rights under UK data protection legislation which may include: • The right to be informed about how personal information is used. • The right of access to personal information. • The right to request correction of inaccurate information. • The right to request erasure in certain circumstances. • The right to restrict processing in certain circumstances. • The right to object to certain processing. • The right to data portability where applicable. • Rights relating to consent where consent is relied upon as the lawful basis for processing. Where your personal information is contained within customer conversation data entered into MotiveIQ by one of our subscribing organisations, that organisation is the Data Controller. Requests concerning that information should normally be directed to the relevant organisation. Horizon will provide reasonable assistance to our subscribing customers in responding to data subject requests where required by applicable data protection legislation and our Data Processing Agreement. For information for which Horizon is the Data Controller, you may contact us directly using the details below.

If you have questions about this Privacy Policy or how Horizon handles personal information, please contact: Horizon IT & Business Consultancy Limited Email: hello@motiveiq.co.uk Registered office: C/O The Accounting Crew, Office Suite 3, Shrieves Walk, 39 Sheep Street, Stratford Upon Avon, CV37 6GJ, United Kingdom Company registration no.: 13613263 Please visit our Contact page for the most up-to-date contact information.

We may update this Privacy Policy from time to time to reflect changes to the Service, our processing activities, technology or applicable legal requirements. Where appropriate, we will notify subscribers of material changes by email or through the Service. Last updated: 21 September 2026.