Privacy Policy

MOTIV GROUP (PTY) LTD (registration number 2026/562686/07), trading as MOTIV ("MOTIV", "we", "us"), operates the motivgroup.co.za website and the Motiv maintenance ticketing, quoting and sign-off platform.

This policy explains what personal information we collect, why we collect it, who we share it with, how long we keep it and what rights you have. It applies to visitors to this website, to users of the MOTIV platform, and to contractors and suppliers in the MOTIV network.

We process personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA).

For information collected through this website and for the operation of the MOTIV platform, MOTIV GROUP (PTY) LTD is the responsible party as defined in POPIA.

Where a customer organisation uses MOTIV to manage its own maintenance or projects, that organisation is the responsible party for the personal information it loads into the platform, and MOTIV acts as an operator processing that information on the organisation's instructions.

Registered address: 25 Mountain Drive, Derdepoort Park, Gauteng, 0035, South Africa

We collect only what we need for the purposes set out in this policy.

Website visitors and enquiries:

• Name and email address
• Company or property name, where you provide it
• Which audience you selected and the content of your message
• Technical information such as IP address, browser type and pages visited

Platform users:

• Account details — name, work email address, role and permissions
• Organisation, site, branch or property you are linked to
• Maintenance requests, project records, tasks, comments and messages you create
• Photographs, documents and other files you upload
• Approval, sign-off and audit records showing who acted and when

Contractors and suppliers:

• Business and contact details
• Trades, specialities and service areas
• Verification and vetting information
• Quotations submitted, jobs completed and response performance
• Ratings and feedback received from customers

Individual assistance users:

• Contact details and service address
• A description of the problem, photographs, and how badly it affects the property
• Quotation, appointment, progress and completion records

We use personal information to:

• Provide the Motiv platform to the customer's users
• Route maintenance requests to the appropriate supplier or contractor
• Manage quotations, approvals, progress updates and completion evidence
• Maintain the audit trail required for accountability and sign-off
• Respond to enquiries and arrange demonstrations
• Verify and vet contractors, and maintain rating and performance records
• Provide support, send service notices and investigate issues
• Improve the platform, monitor performance and prevent abuse
• Meet legal, regulatory, tax and record-keeping obligations

We rely on one or more of the following grounds under POPIA: your consent; the conclusion or performance of a contract with you; compliance with a legal obligation; the protection of a legitimate interest; or our legitimate interests, or those of a third party to whom the information is supplied.

We do not sell personal information, and we do not use enquiry details for unrelated marketing.

This website uses only the cookies necessary to serve the site and keep it secure. We do not run advertising trackers or third-party profiling cookies on the marketing site.

The MOTIV platform uses cookies that are strictly necessary to keep you signed in and to protect your session. Disabling those cookies will prevent the platform from working.

Your browser lets you block or delete cookies. Doing so may affect how parts of the site behave.

We share personal information only where it is necessary:

• With the contractor or supplier assigned to a request, so they can quote and carry out the work
• With the customer organisation whose site, project or property a request relates to
• With service providers who host, secure, support or send communications for the platform, under written contracts requiring them to protect the information
• Where required by law, court order or a lawful request from a regulator
• To establish, exercise or defend a legal claim, or to protect the rights and safety of people using MOTIV
• With a purchaser or successor, if the business or part of it is sold or restructured

Suppliers and contractors receive only the information they need to quote on and complete the work assigned to them.

Some of the services we use to host and operate the platform may store or process information outside South Africa.

Where information is transferred across a border, we do so in line with section 72 of POPIA — the recipient must be subject to laws, binding rules or an agreement that provide a level of protection substantially similar to POPIA.

We apply reasonable technical and organisational measures appropriate to the risk, including encrypted connections, access control through roles and permissions, restricted administrative access, logging of significant actions, and periodic review of our controls.

No system is completely secure. If a security compromise affects your personal information, we will notify you and the Information Regulator as required by section 22 of POPIA.

You are responsible for keeping your platform login details confidential and for telling us promptly if you believe an account has been compromised.

We keep personal information only for as long as it is needed for the purpose it was collected for, or for as long as the law requires.

• Enquiry details: kept while we are in contact with you and for a reasonable period afterwards
• Platform records: kept for the duration of the customer's subscription, and thereafter as agreed in the customer's contract
• Audit, approval and sign-off records: retained as evidence of what was authorised and completed
• Records we must keep for tax, accounting or statutory reasons: retained for the period the relevant law requires

When information is no longer needed we delete it or de-identify it.

Subject to the conditions in POPIA, you have the right to:

• Ask what personal information we hold about you and request access to it
• Ask us to correct or delete information that is inaccurate, irrelevant, excessive, out of date, incomplete, misleading or unlawfully obtained
• Object, on reasonable grounds, to the processing of your personal information
• Withdraw consent where our processing relies on consent, without affecting processing already carried out
• Not be subject to a decision based solely on automated processing that has a legal effect on you
• Complain to the Information Regulator

To exercise any of these rights, contact our Information Officer at info@motivgroup.co.za. We may need to verify your identity before acting on a request. We will respond within a reasonable time.

Where a customer organisation is the responsible party for the records concerned, we will refer your request to that organisation and assist them in responding.

The Information Regulator of South Africa can be contacted at inforeg1@inforegulator.org.za.

Information Officer: [INFORMATION OFFICER NAME]

Email: info@motivgroup.co.za

Address: 25 Mountain Drive, Derdepoort Park, Gauteng, 0035, South Africa

MOTIV is a business platform and is not directed at children. We do not knowingly collect the personal information of a child without the consent of a competent person. If you believe we hold such information, contact us and we will delete it.

We may update this policy as the platform and the law change. The current version is always published on this page, with the date it was last updated shown at the top.

Where a change materially affects how we handle your information, we will take reasonable steps to bring it to your attention.

Questions about this policy, or about how we handle personal information, can be sent to info@motivgroup.co.za.