Privacy Policy

1. Introduction

MotionCRE Inc ("MotionCRE," "we," "us," or "our") operates the MotionCRE platform at motioncre.com. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our platform. Please read this policy carefully. By accessing or using the Service, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 Account Information

When you create an account, we collect:

• First and last name
• Work email address
• Password (hashed and stored by our authentication provider, Clerk — we never store your password directly)
• Workspace or company name
• Optional profile photo

2.2 Workspace & Deal Data

When you use the platform, you and your team may provide:

• Deal and project information (names, stages, notes, key dates, financial details)
• Contact records (name, email, phone, company, title)
• Tasks, comments, and activity logs
• Documents and files uploaded to deal rooms (PDFs, spreadsheets, images, and other files stored in Amazon S3)

2.3 Billing Information

When you subscribe to a paid plan, payment information (credit card number, billing address) is collected and processed directly by Stripe. We do not store your full payment card details on our servers. We retain your Stripe customer ID, subscription status, plan type, and billing period dates.

2.4 Usage & Technical Data

We automatically collect:

• Browser type, operating system, and device information
• IP address and approximate geographic location
• Pages visited, features used, and performance metrics (Web Vitals)
• Error and crash reports (collected via Sentry for debugging purposes)

2.5 Cookies

We use the following cookies:

• Authentication cookies — managed by Clerk to maintain your session
• Demo mode cookie — a temporary cookie to identify demo sessions (expires after 2 hours)
• Analytics cookies — if enabled, Google Analytics and/or Microsoft Clarity may set cookies to measure site usage and behavior

3. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the MotionCRE platform
• Process transactions and manage your subscription
• Send transactional emails (task assignments, project notifications, stuck-deal alerts)
• Power AI features — including the AI copilot and document analysis (see Section 4)
• Monitor and fix errors, improve performance, and enhance security
• Respond to support requests and communicate with you about your account
• Comply with legal obligations

3.1 Legal Bases for Processing (GDPR)

If you are located in the European Economic Area (EEA) or United Kingdom, we process your data under the following legal bases:

• Contractual necessity — to create your account, provide the Service, and process payments (Art. 6(1)(b))
• Legitimate interests — to improve the Service, monitor for errors, prevent fraud, and ensure security (Art. 6(1)(f))
• Consent — for optional AI features and analytics cookies, which you may decline or withdraw at any time (Art. 6(1)(a))
• Legal obligation — to comply with tax, accounting, and regulatory requirements (Art. 6(1)(c))

4. AI Features & Data Processing

MotionCRE offers AI-powered features including a deal copilot and automated document analysis. When you use these features:

• Document analysis: The contents of uploaded files (text extracted from PDFs, Word documents, and spreadsheets) are sent to Anthropic's API to generate summaries, key insights, and suggested tasks.
• AI copilot: Your messages and relevant deal context (project details, notes, file contents) are sent to Anthropic's API to generate responses.
• AI-generated outputs (summaries, suggestions, conversation history) are stored in your workspace and are accessible to workspace members with appropriate permissions.

Anthropic processes this data under their Privacy Policy. Per Anthropic's commercial API terms, data sent via their API is not used to train their models.

5. Third-Party Service Providers

We share information with the following service providers, solely to operate the platform:

6. Data Sharing Within Workspaces

MotionCRE is a team-based platform. When you create or join a workspace, data within that workspace — including deals, contacts, files, tasks, and activity history — is accessible to other members of the workspace based on their assigned role (Owner, Admin, Member, or Viewer). Workspace administrators may enable project-level access restrictions to limit visibility.

7. Data Security

We implement industry-standard security measures including:

• Encryption in transit (TLS/HTTPS) and at rest (AES-256 for stored files and database)
• Role-based access controls and workspace-level data isolation
• Secure authentication via Clerk with email-based two-factor verification
• Rate limiting on all API endpoints
• Signed, time-limited URLs for file access
• Security headers (HSTS, X-Frame-Options, X-Content-Type-Options)

While we strive to protect your information, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security.

8. International Data Transfers

Your data is processed and stored in the United States. Our infrastructure providers (AWS, Vercel, Clerk, Stripe, Anthropic, Sentry) operate primarily in the United States. If you are located outside the U.S., your information will be transferred to and processed in the U.S., where data protection laws may differ from those in your jurisdiction.

For transfers from the EEA or UK, we rely on Standard Contractual Clauses (SCCs) approved by the European Commission and, where applicable, the EU-U.S. Data Privacy Framework. By using the Service, you consent to the transfer of your information to the United States and other jurisdictions where our service providers operate.

Enterprise customers requiring a Data Processing Agreement (DPA) may request one by contacting privacy@motioncre.com.

9. Data Retention

We retain your account data for as long as your account is active or as needed to provide you with the Service. When you delete items within the platform (deals, files, contacts), they are marked as deleted and may be retained for a reasonable period to allow recovery before permanent deletion.

If you close your account, we will delete or anonymize your personal data within 90 days, except where retention is required by law (e.g., billing records for tax purposes).

10. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal data we hold about you
• Correct inaccurate or incomplete data
• Delete your personal data ("right to be forgotten")
• Export your data in a portable format
• Object to or restrict certain types of processing
• Withdraw consent where processing is based on consent

To exercise any of these rights, contact us at privacy@motioncre.com. We will respond within 30 days.

11. California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have rights under the California Consumer Privacy Act and the California Privacy Rights Act. Specifically:

• We do not sell your personal information.
• We do not share your personal information for cross-context behavioral advertising.
• You may request disclosure of the categories and specific pieces of personal information we have collected about you.
• You may request deletion of your personal information.
• You may request correction of inaccurate personal information.
• You have the right to designate an authorized agent to make requests on your behalf.
• Non-discrimination: We will not discriminate against you for exercising any of your CCPA/CPRA rights.

To make a request, contact privacy@motioncre.com. We will verify your identity before fulfilling your request and will respond within 45 days.

12. Children's Privacy

The Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we learn that we have collected personal information from a child under 18, we will take steps to delete that information promptly.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page with a revised effective date. Your continued use of the Service after changes are posted constitutes acceptance of the updated policy.

14. Contact Us

If you have questions about this Privacy Policy or our data practices, contact us at:

MotionCRE Inc
privacy@motioncre.com