Who this policy covers
This policy covers Motivent OS accounts, shared review pages, and information we process through the app. It also covers people whose information appears in records provided by an authorized user.
Our public marketing website has a separate privacy policy. The Motivent OS license agreement governs use of this app.
Information we handle
What we receive depends on your role, the features you use, and the services an authorized user connects.
- Account and contact details. Names, work email addresses, roles, login records, and client business contacts.
- Work records. Client plans, service details, budgets, creative files, comments, approvals, and change history.
- Connected service records. Authorized business documents, emails, calendar information, meeting content, and marketing reports used by enabled features, including the Facebook and Instagram reporting data described below.
- Revenue and commission records. Client revenue, service classifications, commission calculations, and related review records.
- Technical information. IP addresses, browser details, request times, errors, and security logs. Cookies and browser storage support sign-in and preferences such as the display theme.
We receive these records from users, their organizations, connected providers, and use of the app. Connection credentials allow the app to access services within the permissions granted.
QuickBooks connection
The QuickBooks Online connection supports authorization, company-information checks, and an on-demand billing review covering June 2026 onward, extended one finished month at a time. Connecting a company alone does not import financial records; a team member with Finance access starts collection from the billing review. Automated MRR imports and commission reporting remain under development.
An authorized QuickBooks administrator must approve the connection through Intuit. We do not ask for your Intuit password. The connection uses authorization tokens and a company identifier.
The billing review collects selected customer and product/service details, invoices, sales receipts, credits, refunds, bills, expenses, vendor credits, journal entries, and related dates, amounts, descriptions, references and custom fields returned by the Accounting API. It uses these records to review client and service mappings and distinguish agency fees from pass-through costs. Supporting accounting reports may be added in a later release.
We use these records to review client and service mappings and identify one-time charges and pass-through costs. Future reporting will use reviewed data to calculate monthly recurring revenue and support commission review. Intuit’s accounting permission covers more data and operations than this workflow needs. The integration reads relevant records and leaves QuickBooks unchanged. It is not a payment processor and does not need payroll records or payment-card credentials.
QuickBooks information is used only for these authorized app functions. It is not sold, used for advertising, or supplied to AI providers for model training. The connection does not send QuickBooks records to the app’s AI features.
Motivent Marketing Inc. handles this information for its own app. We do not process it on Intuit’s behalf. Intuit’s own services are covered by the Intuit Global Privacy Statement.
Facebook and Instagram connection
A client, or a Motivent team member acting for the client, can connect the client’s Meta ad accounts, Facebook Pages and Instagram professional accounts through Facebook Login. The person connecting approves the permissions in Meta’s dialog, and chooses which ad account, Page and Instagram account the app reports on. We do not ask for a Facebook or Instagram password. The connection uses an access token, which we encrypt on our servers.
Through that connection the app receives the name and Facebook user ID of the person who connected, the business portfolio and the IDs and names of the chosen assets; campaign, ad set and ad names, settings, creative text, image and video thumbnails, and daily performance figures such as spend, impressions, clicks, leads and purchases; and Page and Instagram follower counts, reach, views and engagement, together with the captions, timestamps and per-post figures of published posts and reels. It also receives the aggregate audience breakdowns Meta publishes for a Page or account, such as follower counts by city, country, age range and gender. These are totals; the app receives no information about individual followers, commenters or viewers.
We use this data to report on the client’s marketing to the client and to the Motivent team working on the account, to compare results across time and across campaigns, and to help plan creative and spend. The creative planning features may send ad performance figures and creative text to AI providers acting as our service providers, under terms that bar them from using the data for their own purposes, including training their models. Facebook and Instagram data is used only for these functions. We do not sell it, use it for advertising of our own, build profiles of individuals from it, or disclose it to third parties other than the service providers that run the app.
The app reads reporting data only. It does not publish posts, reply to comments, send messages, change settings or spend money on the connected accounts.
A connection can be ended at any time: by disconnecting it in Motivent OS, by removing the app in Facebook or in the business portfolio’s settings, or by writing to us. Ending it destroys the access token at once and removes the stored Facebook and Instagram data within 30 days. Our data deletion instructions describe each path. Meta’s own services are covered by the Meta Privacy Policy.
How we use information
We use information to run client work, provide reports, route tasks and reviews, and deliver the features users request. We also use it to manage access, resolve errors, prevent misuse, and meet recordkeeping duties.
Revenue and commission results support internal review. They do not change the terms of a client contract or an employee’s compensation agreement.
Some enabled features send selected business content to AI providers to draft, summarize, or analyze it. Those features are separate from the QuickBooks connection described above.
Storage and safeguards
We use hosted infrastructure, sign-in controls, and role-based permissions to protect app records. Production connections use HTTPS. No system can promise complete protection against every security risk.
Information may be processed in the United States and other locations where our providers operate. Where law requires safeguards for an international transfer, we must put them in place before that transfer.
QuickBooks credentials, Meta access tokens and billing-review snapshots are encrypted on our servers. Tokens and imported financial records are kept out of public pages and application logs.
Retention and disconnection
We keep app records while they are needed for the stated function or a legal duty. The period depends on the record and its purpose. When neither applies, we delete the record or remove the information that identifies a person. Backup copies follow the applicable backup lifecycle.
Once QuickBooks is connected, an administrator can revoke access through QuickBooks’ connected-app controls or contact us for help. Revoking consent ends further access and processing under that consent. Reconnecting requires new authorization.
Disconnecting in Motivent OS removes the active billing-review snapshots. If access is revoked at Intuit, the app stops and removes those snapshots when it detects the revocation on a subsequent request. Backup copies follow the applicable backup lifecycle. You can request deletion through the contact below, including after a disconnection. We will securely delete QuickBooks data on request, except records the law requires us to keep. Such records are restricted to that legal purpose and deleted when the duty ends. A deletion request covers connection tokens, retained copies, and derived records.
A Facebook and Instagram connection ends when it is disconnected in Motivent OS, when the app is removed in Facebook or the business portfolio, or on request. The access token is destroyed at once and the stored Facebook and Instagram data is removed within 30 days, as the data deletion instructions describe.
We will explain any required retention and how the request applies to backups.
Your choices and requests
Contact alex@motiventmarketing.com to request access, correction, a copy, or deletion of your information. You can also ask about restricting its use or withdrawing permission for a connection.
Your rights depend on the law that applies to you. We may need to verify your identity and authority over a company’s records. Where permitted, an authorized agent may submit a request for you. We will respond within the period required by law and will not penalize you for exercising a protected privacy right.
You can manage cookies and local storage through your browser. Blocking sign-in cookies can prevent access to the app. Motivent OS is a business tool and is not intended for children. Please contact us if a child’s information was provided by mistake.
Updates and contact
We will post policy changes here with a new update date. For a material change in how we handle information, we will provide notice and obtain any consent the law or provider terms require.
For privacy questions or requests, contact Motivent Marketing Inc. at alex@motiventmarketing.com.