Privacy policy

1. About this policy

This policy explains how SIA “Motify” (hereinafter — Motify or we) processes personal data when you visit our website, contact us, enquire about services or subscribe to updates.

The policy applies to motify.lv and its language versions operated by SIA “Motify”. Separate information provided for each study applies to the processing of survey participants’ data on the app.motify.lv platform.

We process personal data in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council (General Data Protection Regulation; hereinafter — GDPR) and other applicable laws.

2. Data controller and contact details

The data controller is SIA “Motify”, registration No. 40103454804, registered address: Jūras iela 44A, Engure, Engures pagasts, Tukuma novads, LV-3113, Latvia.

Contact details: motify@motify.lv, telephone +371 29 528 212, website https://motify.lv. Please send questions about personal data protection, including requests addressed to the data protection officer, to motify@motify.lv and indicate this in the subject line.

3. What information do we process?

3.1. Enquiries and professional communication

If you contact us, complete a contact form or request a discussion about the Baltic Work Environment Barometer or other Motify services, we process the information you provide:

• your first name, surname, email address and telephone number;
• the name of the organisation you represent, your position or area of responsibility;
• the organisation’s number of employees, the service of interest and the content of your enquiry;
• information from subsequent correspondence and documents relating to cooperation.

We usually obtain this data directly from you.

3.2. Subscribing to updates

If you subscribe to updates, we process your email address, name (if provided), subscription date, evidence of consent and information about unsubscribing.

3.3. Visiting the website

Depending on the services used and your choices, we may process your IP address, approximate geographical location, device and browser information, pages visited, visit times, interactions with website content, technical error and security event data, cookie identifiers and privacy choices. With your consent, analytics tools may also process clicks, scrolling, session interaction recordings and visit statistics.

4. Why do we process personal data?

Handling enquiries and communicating

We use contact details and correspondence to respond to enquiries, discuss services of interest, arrange meetings and prepare cooperation proposals. The legal basis is Article 6(1)(f) GDPR (our legitimate interests in ensuring professional communication). Article 6(1)(b) may also apply when we take steps before entering into a contract directly with an individual at their request.

Maintaining cooperation

We communicate with existing clients and people who have expressed interest in our services about relevant professional matters. The legal basis is Article 6(1)(f) GDPR (legitimate interests in maintaining cooperation). This does not in itself entitle us to send regular newsletters or advertising emails without an applicable legal basis.

Sending updates and research insights

If you have subscribed to updates, we send information about work environment research, publications, events and Motify services. The legal basis is Article 6(1)(a) GDPR (your consent). You can withdraw consent at any time by using the unsubscribe link in an email or contacting us. Completing a contact form does not in itself constitute consent to receive updates.

Website operation and security

We use technical data to maintain the website, resolve errors, protect systems and investigate security incidents. The legal basis is Article 6(1)(f) GDPR (legitimate interests in ensuring a secure website).

Analytics and usability improvements

With your consent, we use Google Analytics 4 for visit statistics and Microsoft Clarity to analyse website usability, including aggregated reports on clicks, scrolling and session interactions. The legal basis is Article 6(1)(a) GDPR (consent).

Measuring marketing effectiveness

With separate marketing consent, we use Meta Pixel and LinkedIn Insight Tag to measure advertising-related actions and campaign results. Depending on the service settings, data may also be used to create advertising audiences. The legal basis is Article 6(1)(a) GDPR (consent).

Legal obligations and protection of rights

In certain cases, we process data to comply with legal requirements or establish, exercise and defend legal claims. The legal basis is Article 6(1)(c) or (f) GDPR, depending on the specific purpose.

5. Cookies and privacy choices

We use necessary cookies and similar technologies to operate the website and store your privacy choices. We request consent for the relevant category before using analytics and marketing technologies.

You can accept, reject or customise your cookie choices, and later change or withdraw them through the cookie settings available on the website. For more information about specific cookies and their retention periods, please see our Cookie policy.

6. Who receives your data?

Personal data is accessible to authorised Motify employees who need it to perform their duties. Depending on the purpose of processing, we also use the service providers and solutions listed below.

Where necessary, our legal, IT security and other professional service providers may also receive data, subject to applicable data protection rules. Motify does not sell personal data.

7. Processing outside the European Economic Area

Some of the service providers we use operate internationally. Certain data may be processed or accessed outside the European Economic Area (EEA), including in the United States of America. We use SendGrid’s EU data residency configuration, but this does not exclude all possible access from outside the EEA.

When personal data is transferred outside the EEA, we comply with the conditions laid down in Chapter V GDPR, including a European Commission adequacy decision (where applicable to the particular recipient) or standard contractual clauses and the necessary supplementary safeguards. You can obtain more information about the safeguards applied in a particular case by writing to motify@motify.lv.

8. How long do we retain personal data?

When the applicable retention period expires, we delete or anonymise personal data unless another legal basis exists for retaining it.

9. Is providing data mandatory?

Completing a contact form and subscribing to updates are voluntary. To respond to your enquiry, we need at least sufficient contact information to reach you. If you do not provide it, we may be unable to respond or prepare the information requested.

10. Your rights

Under the GDPR and subject to the conditions applicable to the particular situation, you have the right to:

• receive information about the processing of your data and request access to it;
• request rectification or completion of inaccurate data;
• request erasure of data or restriction of processing;
• object to processing based on legitimate interests and to direct marketing;
• receive a copy of your data in a portable format where data portability rights apply;
• withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal.

To exercise your rights, write to motify@motify.lv. We will respond without undue delay, usually within one month. In cases provided for by the GDPR, this period may be extended, and we will inform you accordingly.

If you believe that your rights have been infringed in the processing of personal data, you can lodge a complaint with Latvia’s Data State Inspectorate: https://www.dvi.gov.lv.

11. Automated decision-making

We do not subject data relating to public website visitors and contact form submitters to solely automated decision-making that produces legal or similarly significant effects under Article 22 GDPR.

12. Data security

We implement technical and organisational measures to protect personal data, including restricting access, using safeguards for data storage and transmission, and assessing service providers.

13. Links to other websites

Our website may contain links to other service providers’ websites, including social media. Processing on those websites is governed by the privacy terms of the respective providers.

14. Changes to this policy

We may update this policy as processing activities, technologies used or applicable legal provisions change. The current version is available on the Motify website. If changes significantly affect your rights, we will inform you in accordance with applicable requirements.