Privacy Policy

Who We Are

Motheo Inc. ("Motheo", "we", "us", or "our") is a company incorporated in the Province of Ontario, Canada. Our principal office is located at 375 University Avenue, Unit 102-1113, Toronto, ON M5G 2J5, Canada. We can be reached at 1-647-557-0537 or privacy@motheo.ca.

Motheo provides a governance and workflow platform used by professional firms and their clients. This Policy describes how we handle personal information when you visit our website (the "Site"), request a demonstration, or use the Motheo platform (the "Platform"). By using the Site or the Platform, you consent to the practices described here.

Information We Collect

Information you provide directly. When you complete our demonstration request form, email us, or book a call, you may provide your name, firm or company name, industry, team size, email address, phone number, and the content of your message.

Information provided when you use the Platform. If your firm subscribes to Motheo, we collect account information for authorized users, including name, work email address, role, and the records of activity needed to maintain an audit trail: sign-in events, approvals, document uploads, and status changes with timestamps and user identifiers.

Information collected automatically. When you visit the Site or sign in to the Platform, our infrastructure records technical data including IP address, browser and device type, pages requested, and timestamps. This data supports security monitoring, error diagnosis, and service reliability. See our Cookie Policy for details on cookies and similar technologies.

We do not collect government identification numbers, payment card numbers, or health information through the Site.

Client Data Held on Behalf of Firms

Firms that use Motheo upload and manage records belonging to their own clients. Where Motheo holds personal information as part of that content, we act on behalf of the subscribing firm and process that information only on the firm's instructions and as needed to operate and support the Platform. The subscribing firm remains accountable for that information and for obtaining any consents required to place it in the Platform.

If you are a client of a firm that uses Motheo and you want to access, correct, or delete information held about you, contact that firm directly. We will support the firm in responding.

How We Use Personal Information

We use personal information to:

• Respond to inquiries and arrange demonstrations or discovery calls
• Create, administer, and secure user accounts
• Operate the Platform, including workflow routing, approvals, notifications, and audit records
• Maintain security, detect and investigate unauthorized activity, and diagnose faults
• Send service notices, and, where you have indicated interest, product updates you can opt out of at any time
• Meet legal, regulatory, and professional obligations applicable to us and to the firms we serve

We do not sell personal information, and we do not use it for advertising, cross-site tracking, or automated decision-making that produces legal effects.

Disclosure of Personal Information

We may disclose personal information to:

• Service providers that host our infrastructure, deliver transactional email, or provide support tooling. These providers are bound by confidentiality and data protection obligations and may use the information only to perform services for us.
• Integrations you or your firm enable, such as accounting software or document storage. Data flows to those services only when a user connects them, and their own terms and privacy practices then apply.
• Legal and regulatory authorities, where required by law, court order, or lawful request, or to protect the rights, property, or safety of Motheo, our customers, or others.
• A successor entity, in connection with a merger, acquisition, financing, or sale of assets, subject to this Policy continuing to apply to the information transferred.

Data Residency and Cross-Border Transfers

Motheo data is hosted in Canadian data centres. Some support and communication tools we use may process limited administrative data outside Canada. Where that occurs, we use contractual protections requiring a comparable level of protection, and the information remains subject to the laws of the jurisdiction in which it is held, including lawful access requests by courts and authorities there.

If your firm has data residency requirements beyond what is described here, contact us before onboarding so we can confirm what we can support.

Retention

We retain personal information for as long as needed to provide the Platform, maintain audit and evidence records for the periods our customers are required to keep them, and meet our own legal and professional obligations.

When a subscription ends, we make customer data available for export for a limited period, after which it is deleted or de-identified in accordance with this Policy, the applicable agreement, and law. Backup copies are purged on their normal cycle.

Your Rights

Under PIPEDA and applicable Ontario privacy law, you may:

• Request access to the personal information we hold about you
• Request correction of information that is inaccurate or incomplete
• Withdraw consent to collection or use, subject to legal and contractual limits
• Ask us to stop using your information for a specific purpose, such as product emails
• Make a complaint about our handling of your information

Send requests to privacy@motheo.ca. We will confirm your identity, respond within the timeframes required by law, and tell you in writing if we cannot act on a request and why. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada.

Security

We apply administrative, technical, and physical safeguards proportionate to the sensitivity of the information we hold. These include role-based access controls, encryption of data in transit and at rest, least-privilege administrative access, activity logging, and regular review of access rights. We are working toward SOC 2 alignment and will publish our status as that work progresses.

No system is completely secure. We cannot guarantee absolute security, and we will notify affected customers and regulators of a breach of security safeguards where the law requires it.

Third-Party Links

The Site may link to third-party websites. This Policy applies only to Motheo. We are not responsible for the practices of other sites, and we encourage you to read their policies before providing information.

Children

The Site and the Platform are intended for business use and are not directed to anyone under 18. We do not knowingly collect personal information from minors through the Site. If you believe we have, contact us and we will delete it.

Changes to This Policy

We may update this Policy. The "Last Updated" date and version above record the most recent revision. Where a change is material, we will give notice to account holders before it takes effect. Continued use after the effective date constitutes acceptance.

Contact Us

Motheo Inc.
1-647-557-0537
375 University Avenue
Unit 102-1113
Toronto, ON M5G 2J5, Canada
privacy@motheo.ca

Related: Terms of Service, Cookie Policy