Your information.
Explained clearly.

Motssa is operated by Trade Collective QLD Pty Ltd (referred to as Motssa, we, us, or our). This policy applies when you visit our public website, request access, use a Motssa business workspace, use our mobile or web apps, open or respond to a client quotation, contact us, or interact with a service connected to Motssa.

“Personal information” means information or an opinion about an identified individual, or an individual who is reasonably identifiable. Some workplace notes, leave reasons, images, recordings, or documents may also contain sensitive information. Please do not enter sensitive information unless it is relevant and authorised for the workplace purpose.

The Privacy Act 1988 (Cth), including the Australian Privacy Principles and Notifiable Data Breaches scheme, governs the handling of personal information where it applies. This policy is designed with those principles in mind. Employment, workplace monitoring, payroll and safety laws may also apply depending on the workplace and state or territory. An employer’s employee-records exemption does not automatically extend to service providers. This policy does not replace your employer’s notices or establish that every use of Motssa complies with every applicable law.

Motssa is used by business customers. For information handled within a customer's workspace, the customer usually decides why the information is needed, who should have access, what workplace settings apply, and how long business records must be kept. Motssa operates the service and handles that information for the customer, while also handling limited information for our own service administration, security, support, and legal obligations.

If your employer or another business gave you access, contact that business first for questions about a roster, timesheet, manager note, pay record, leave decision, project assignment, or other employment decision. You may also contact us. We may need to involve the customer because it controls the underlying workplace record.

Public website visitors, prospective customers, client quote recipients, and people who contact Motssa deal directly with us for the information involved in those interactions.

The information available in Motssa depends on the features a business enables and how people use them.

Identity and account

Examples: name, work email, phone, role, account status, profile photo, sign-in details, password-reset requests and password-change timestamps, privacy acknowledgement and account timestamps. When you request a password reset, we email a single-use recovery link to the account address. Choosing a new password requests sign-out of refresh sessions on other devices; already-issued access can remain valid until it expires. A failed sign-out is reported rather than presented as complete. Purpose: to create and secure accounts, identify users, provide the workplace directory and apply permissions.

Rosters and administration

Examples: assigned sites, shift dates and hours, coworkers, roster status, schedule notes, leave dates, times, categories, paid minutes and reasons, overtime requests and reasons, employee preferences for time off or paid overtime, manager decisions, electronic time-off-in-lieu agreements, accrued and used time, accountant settings, reminders, and onboarding completion. Purpose: to plan work, communicate assignments, administer leave and overtime, support payroll review, and preserve a workplace record. Overtime requests and agreements are visible to the employee concerned and authorised company managers; test-mode records are labelled and do not automatically change live payroll. When the independent TOIL module is enabled, it retains the signed participation form and actual-overtime agreements, typed signature name, form and policy version, signing time, source-hours references, Friday finishing plans, carry-forward decisions, payment tasks, and reasoned corrections. These are visible to the employee concerned and authorised company managers and retained with payroll and workplace audit history. When automatic overtime cutoff is enabled, Motssa records an automatic clock-out at the server check after the permitted allowance if no extension is approved, retaining its time and original source in the audit history. This is an automatic record, not proof that work stopped; employees can report continued work for an audited correction. Disabling new TOIL activity does not erase outstanding balances or signed records. When separately configured, TOIL payroll reconciliation excludes banked overtime minutes and includes verified time off as ordinary paid time in the existing Xero payroll workflow; the signed forms are retained by Motssa rather than included in the Xero timesheet. Requests, decisions and Friday updates also appear in the shared Manager conversation.

Attendance, time and location

Examples: clock times; precise coordinates; accuracy and distance; matched site; site-boundary events; periodic samples; travel or site-time allocations; breaks; warnings; corrections; confirmations; and notes. Purpose: to verify attendance, review timesheets, identify gaps, allocate paid time, and support payroll and audit.

Projects and site activity

Examples: job and site addresses, client and site contacts, instructions, work areas, assignments, quantities, checklist results, requests, blockers, notes, photos, specifications, and change history. Purpose: to plan, deliver, evidence, and report project work. When site conversations are enabled, notes, replies, author names, times and attached photos for active sites are visible to all active employees and managers, including employees not assigned to that site. Operational scope from Motssa quotations designated as work orders, and imported work orders linked to active sites, is shown without pricing, billing or private customer-contact fields. Site discussions do not approve specifications or complete work. Notes and photos are kept as permanent project records under the business retention arrangements; account deletion does not automatically delete these records. Photo copies are resized and re-encoded before storage to remove camera metadata. Keep private employment information in the appropriate private conversation.

Workplace communications

Examples: crew posts, captions, questions, comments, replies, reply notifications, @mentions, emoji reactions, manager pins, likes, polls and votes, photos, videos, attached sites, and verification status. Purpose: to provide the private workplace feed and operational communication. Selecting a teammate in a mention can notify them.

Learning activity

Examples: course assignments, due dates, lesson and video progress, quiz answers, scores, attempts, and completion. Purpose: to deliver workplace learning and track required completion.

Pay, payroll and workforce cost

Examples: employment basis, award or classification, rate or salary, allowances and on-costs, pay components, paid hours, payslip amounts and lines, tax, deductions, super, reimbursements, and export status. Purpose: to support authorised payroll, labour costing, reconciliation, and reporting. When overtime-rate delivery is enabled by an authorised manager, Motssa sends the saved overtime dollar rates and linked employee identifier to Xero to add or update that employee's overtime pay-template lines. Rate preparation can happen before a timesheet is sent. Ordinary pay is read from Xero, not replaced by this overtime sync. Original and requested template values, delivery status and verification receipts are retained for audit and retry recovery. Existing payslips are not automatically amended.

Commercial and customer records

Examples: customer contacts, quote scope and pricing, purchase orders, quote links, view times and counts, acceptance identity and notes, decline reasons, quote emails as sent (sender, recipients, subject and message), client questions and change requests, client email replies to a quote, invoices, payments, and job status. Purpose: to manage opportunities, quotations, acceptance, delivery, and reporting.

Supplier and cost documents

Examples: supplier and account details, sender email, email subject and identifier, statements, filenames, document text, transaction lines, references, costs, tax, and matching decisions. Purpose: to import, classify, reconcile, and allocate project costs.

Notifications and devices

Examples: details needed to deliver notifications to your device or browser, platform, device name or model, operating-system and app version, delivery status, notification content, and read time. Purpose: to send operational notifications and diagnose delivery or reliability.

Security, audit and diagnostics

Examples: session information, actions, before-and-after values, event times, permission state, tracking health, queued upload counts, error codes and messages, and service access records. Purpose: to protect accounts, investigate issues, preserve evidence integrity, and support users.

Enquiries and access requests

Examples: business and contact name, your role, email, phone, optional ABN, state, trade, team size, active-site count, current software, what you want help with first, message, Terms/Privacy agreement, correspondence and request outcome. Workspace-request details are encrypted into a confirmation link that expires after24hours. They reach the Motssa team only after you open the link and explicitly confirm in the browser. The team reviews the request and arranges setup; submitting it does not automatically create a workplace or login. Purpose: to respond, assess access requests, set up workspaces and manage the business relationship.

Images, video, audio, free text, and uploaded documents may reveal more than expected. They can capture faces, voices, names, addresses, vehicle details, private homes, health information, or third-party information. Only upload content you are authorised to share and that is relevant to work.

Safety, licences and signed work records

Mate Check reminders do not send a record of viewing or dismissing a reminder, or choosing that there is nothing to report. Submitted hazards are recorded with the reporting worker, site, shift, submission time, category, severity, notes and any attached photos, and are available to authorised managers. Existing historical safety receipts are retained. Safe work method statements and Form 43 may include acknowledgements, your signature, signing time, qualifications, licence number and class, verification status, business and contact details, property details, certification answers, supporting evidence and completed documents. We use these to record reported hazards, confirm authorised signers, document completed work and preserve workplace and compliance evidence.

Native crash and freeze diagnostics

To investigate app crashes, freezes and process exits, Motssa collects app/build and operating-system versions, OS exit/signal codes, reporting time windows and code stack frames (binary identifiers, addresses, method names and line numbers) through Apple MetricKit and Android diagnostic APIs. Reports exclude GPS coordinates, passwords, message text, document contents and exception messages. Reports are held on the phone until acknowledged by our existing Motssa backend and are accessible to authorised managers/support. A report can cover multiple sessions; the account uploading it is not proof of who was signed in at the incident. Platform delivery may be delayed or unavailable and some traces are incomplete.

When the updated Clock screen is open and you have allowed location access, Motssa can prepare a recent foreground location locally before you tap Clock in. This preparation stops when the screen is hidden and is not uploaded as pre-shift location history. After a clock-in tap, the app saves the original requested time, location observation and a request identifier on your device so an interrupted request can be checked or retried. Saved requests and their local review history remain on that device for your account until resolved or removed with the app’s data. Only the location used for an accepted clock attempt is uploaded as attendance evidence. Saved requests are scoped to your account; requests needing review retain their original details and are not silently turned into later clock-ins. The server verifies eligibility before recording attendance. Closing or force-stopping an app can delay transmission or confirmation.

Optional team introductions: when enabled, employees and authorised managers can prepare a separate builder-profile portrait, display name, trade title, introduction and optional interests. Managers record capability assessments and private training notes. Motssa records profile versions, employee sharing consent, manager approval, changes and link creation/revocation in workplace audit history. Portrait copies are re-encoded to remove embedded image metadata; the account photo is not replaced.

Project workbook evidence and review

When the project workbook is enabled, published area and stage instructions are visible to active employees browsing active sites. Assigned team members can record when work starts, keep private photo drafts, explicitly submit completion evidence, and record site notes and grout product labels for the relevant area and surface. Camera and photo-library access is requested only when chosen. Stored image copies are resized and re-encoded to remove embedded camera metadata; the raw camera original is not retained by this feature. Submissions, photos, author names, times, scope revisions, manager review methods and decisions form a permanent project history. Successful photo upload alone does not submit work. Managers can publish reviewed scope, record private notes, approve work or request changes with a reason. Manager review is a work record, not a certification. Private manager notes and commercial billing are excluded from employee responses. Public notebook records and submitted evidence follow the site visibility above; unsubmitted photo drafts are restricted to their uploader. Corrections preserve earlier review and publication records. Grout records describe the actual product recorded as used and do not independently approve a planned specification.

We collect information:

• from you, when you sign in, update a profile, clock in or out, submit content, answer a poll, complete learning, respond to a quote, make a request, or contact us;

• from the business using Motssa, including managers who create accounts, sites, rosters, payroll settings, projects, customer records, notes, and decisions;

• from your device, when you grant or use location, camera, photo library, microphone, notification, or diagnostic functions;

• from connected services, where an authorised manager connects accounting, payroll, job-management, email-ingestion, mapping, notification, or similar services;

• from other workplace users, when they mention, assign, photograph, comment on, or create a record about you; and

• automatically through service use, such as session, access, quote-view, audit, error, and delivery timestamps.

If you give us personal information about another person, you must be authorised to do so and, where required, tell them how it will be handled.

If required information is not provided, we may be unable to create an account, authenticate a user, verify attendance, prepare a timesheet, send an alert, process a quote response, provide support, or make the relevant feature available. Optional features can be left unused.

Location during a tracked shift

Motssa requests precise foreground and background location for job-site attendance. A location is collected at clock-in and clock-out. While a person remains clocked in, the mobile app is configured to collect periodic location evidence approximately every 15 minutes, increasing to approximately every 5 minutes from 2:30 pm in the workspace time zone. The operating system may delay, batch, or prevent a check, so these intervals are approximate and missing evidence is recorded as a gap rather than a known location.

During the active shift, the app may also monitor configured site boundaries. A site-boundary enter or exit event can trigger a location check to confirm the transition. Background checks can occur while the app is not visible, the screen is locked, or the app is otherwise not in active use. On some devices, a location service indicator or persistent notification will be shown by the operating system.

Location checking stops when the person clocks out or at the 6:00 pm privacy boundary in the workspace time zone. At that boundary Motssa stops background tracking and normally sends an open shift for manager review; it does not write 6:00 pm as the person's finish time. An explicitly authorised account may clock in and out after 6:00 pm using location captured when the person taps the clock action. This exception does not extend background tracking. A forgotten open shift still requires manager review the following day. A manual refresh may separately collect a current location when requested.

What location is used for

• checking whether a clock-in, clock-out, or sample is within a configured job-site or supply-location boundary;

• recording accuracy, distance, nearest site, site entry or exit, travel, gaps, and warning context;

• estimating how recorded paid time was distributed across assigned sites and travel;

• showing authorised managers attendance evidence and tracking-health information;

• producing an advisory departure or clock-out suggestion for review where reliable repeated evidence supports it; and

• matching a crew post to a work site when the person separately chooses to use location for that post.

The crew feed displays the matched site and verification status, not raw post coordinates. Raw coordinates used for the match may still be stored with the underlying post and can be available to authorised administrators or service operators where needed to maintain or investigate the service.

Location is evidence, not a conclusion. Accuracy varies and a device may report a delayed, imprecise, or unavailable position. Motssa does not treat one location result as proof of a person's intent, performance, or misconduct. Employers remain responsible for reviewing records and complying with applicable workplace surveillance and employment laws.

Other permissions

Camera and photos — Only when you choose to capture or attach a profile photo, crew media, progress evidence, site request, or similar work content. — You may be unable to capture or select that media; unrelated features remain available.

Microphone — When recording a crew video, a roster command or a personal instruction for a rostered employee. Personal instructions stop after a pause and save/notify automatically; type or edit where available instead.

Notifications — To deliver roster, attendance, leave, task, learning, payroll-confirmation, account, and operational updates. — Updates remain available in the app where supported, but timely push alerts may not arrive.

Location — For site matching, attendance, active-shift background checks, and selected navigation or post features. — Attendance or site-verification functions may be unavailable or flagged for manager review.

Permissions can be changed in device settings. Removing permission does not delete information already collected. Force-quitting the app, disabling location services, restarting a device, or battery restrictions may interrupt active-shift checks; Motssa records gaps rather than pretending a location was received.

Updated apps use periodic checks (normally every 15 minutes, then every 5 minutes after 2:30 pm) plus bounded confirmations of site changes during the existing active-shift collection hours. Repeated boundary callbacks do not start a continuous recording window. These samples cannot prove continuous presence or a complete route. Existing saved and queued evidence is retained; missing or poor GPS remains visible for review.

We use information where reasonably necessary to:

• provide, personalise, maintain, and support the website, apps, workspaces, quote portal, and enabled features;

• authenticate users, apply account and role permissions, and manage active or archived accounts;

• plan rosters, record attendance, calculate and review time, resolve gaps, manage leave, and prepare payroll workflows. Where the workplace enables weekly submission checks, we use saved timesheet confirmations or correction requests to check eligibility for a new clock-in. These checks do not prevent clock-out;

• coordinate sites, projects, tasks, learning, crew communication, customer quotes, suppliers, costs, and connected records;

• send service, security, account, roster, attendance, task, learning, payroll, and support communications;

• produce business totals, reports, exports, operational metrics, and de-identified or aggregated insights;

• detect errors, prevent misuse, protect people and the service, preserve audit history, and investigate incidents;

• comply with law, enforce agreements, exercise or defend legal claims, and respond to lawful requests; and

• evaluate and improve reliability, usability, support, and features without using precise location for advertising.

Where we send information about Motssa to a prospective customer, we use the contact details they supplied or another lawful basis. A recipient may ask us to stop direct marketing at any time. Essential service or account messages are not marketing and may continue while the relationship remains active.

Some manager-only features use external artificial-intelligence services. These features assist an authorised person; they do not make final employment, payroll, disciplinary, safety, or legal decisions.

• Roster assistant: a manager may submit typed or recorded instructions. The audio, transcript, relevant employee names, site names and addresses, and current roster context may be sent to an AI service to transcribe and interpret the requested change. Motssa shows a structured preview and requires an authorised manager to confirm before the roster changes. Desktop Motssa AI: an enabled manager can start a voice conversation to prepare a missed shift or a single-day leave record. Microphone audio is streamed directly to Google Gemini Live while the assistant is listening, and Gemini returns speech and supporting transcripts. Transcribed instructions, the signed-in manager profile name, workplace timezone and previous structured clarification are sent to the configured Google Gemini or Groq service for interpretation. These inputs and spoken read-backs can include employee or site names, dates, hours, leave category, payment choices and a short reason. Motssa resolves staff and sites locally; it does not send the full staff directory, GPS evidence, pay rates or historical leave records for this desktop pilot. One unfinished desktop request, including its signed details, short summary and displayed staff/site choices, can be stored in this browser for up to 24 hours so it survives reopening or refreshing. It is scoped to the signed-in manager and cleared after cancellation, confirmation, an explicit start-over action or an observed account change; expired drafts are removed when checked. It does not create a permanent personal memory or automatically share a draft across devices. Avoid medical details and unnecessary private information. Motssa does not intentionally retain raw desktop voice audio as a workplace record. Prepared actions, reviewed previews, relevant record versions, confirmed changes and receipts are retained for integrity, retry recovery and audit. A deliberate spoken confirmation after the completed read-back, or the visible Confirm control, is required before saving; Motssa rechecks permissions and business rules. End the conversation, close its panel or hide the browser tab to stop the desktop microphone session. External providers may process information outside Australia.

• Project workbook drafts: when a manager explicitly chooses Draft with Meta and accepts the notice, the accepted quote or imported work-order description and billing item names/codes are sent to the configured Meta Model API for a proposed area-and-stage workbook. Numeric prices, dedicated contacts and billing addresses, staff photos and status history are excluded from this request. Free text may contain personal information entered in the quotation. Contributor inputs and outputs may be used for model training and processed overseas, including in the United States. Manual preparation is available without a model request. AI suggestions need source evidence and manager review and publication; the model does not approve work, interpret photos, calculate status or act on employee evidence. Site-instruction drafts: when a manager chooses Prepare instructions with Meta and accepts the notice, the imported work-order job description and billing item names/codes are sent to Meta Model API using Muse Spark Contributor mode. Narrative text may contain personal information entered in the work order. Dedicated customer contact/billing-address fields and numeric billing amounts are excluded. Meta may use submitted text and responses to train future models and may process them outside Australia, including the United States. The manager can skip this action and use original instructions. Draft selections require verbatim source evidence and office review before publication to active-site employees; they do not establish supervisor confirmation or approve grout for use. Published operational instructions and earlier publication snapshots are retained as project records. Owner intelligence: when enabled, a manager's question and a governed summary of operational and financial metrics are sent to Meta Model API using Muse Spark 1.3 Contributor mode to produce a plain-language explanation. Contributor mode is lower-priced because Meta may use submitted questions, context and responses to train future models. A manager can acknowledge this notice to enable AI ranking, or skip/pause AI in Owner Intelligence Help while continuing to use calculated reports. Submitted automatic context includes aggregated business costs, hours, payroll coverage, definitions and calculated candidate findings. Site labels are replaced by aliases for AI ranking; internal employee and site identifiers are not included. After acknowledgement, enabled scheduled checks may refresh a manager’s 28-day briefing about every six hours, including while the dashboard is closed. Unchanged source facts may reuse an earlier ranking. Dated derived reports and their evidence are retained for authorised managers to review. Motssa does not automatically include raw employee pay records, employee identifiers or GPS coordinates in these summaries; a question may contain personal information entered by the manager. Meta may process submitted information outside Australia, including in the United States. The model selects and ranks supplied calculated findings; it does not supply displayed free-form claims or new numbers. Motssa renders the selected findings and their evidence. Findings do not establish a cause, forecast, productivity judgement or personal trait. Missing data and estimates remain labelled; managers must verify important decisions.

• Quotation job descriptions: when a manager selects Write with AI, or prepares a preview, PDF download or send/accept action for a draft quotation with a blank job description, the work-area names and descriptions, included line names, descriptions/specifications, quantities, units, screed depths and optional/allowance status are sent to the configured Groq service to draft a detailed description. Dedicated client, contact, address and price fields are excluded; free text may contain information entered by the estimator. Recorded area and quote-wide exclusions are appended locally. The manager reviews and can edit the description before sending the quotation.

Original roster-command audio is used to complete the transcription request and is not intentionally added to the Motssa workplace record. The transcript or resulting proposal may be retained where needed to complete, audit, or troubleshoot the roster operation. External AI providers process submitted information on our behalf and may operate outside Australia. Do not include unnecessary sensitive or confidential information in an AI prompt or recording.

AI output can be wrong. Managers must check names, sites, dates, hours, totals, assumptions, and proposed actions before relying on it. Contact us or the relevant business if you want an AI-assisted record concerning you reviewed or corrected.

When a manager starts a live voice conversation, microphone audio is sent to an external AI service while the conversation is listening. Spoken instructions, transcripts, conversation context and relevant employee and site directory details are used to understand and prepare roster changes. End the voice session to stop this audio collection. Avoid speaking private or unnecessary sensitive information while it is listening.

• Supplier invoices: documents received by the configured invoice email address or uploaded by a manager are archived on our VPS with a private secondary copy in Supabase Storage. Known supplier layouts are read locally. When configured, other layouts, scanned PDFs and invoice images are sent to Google Gemini to extract supplier and customer details, references, line items, quantities, tax and totals. Processing can occur outside Australia. Costs may be assigned and recorded automatically when the invoice balances and a unique job number or site address matches; missing references and conflicts remain visible for correction. Original documents, extracted values, duplicate decisions, site allocations and access records are kept as business and audit records. Statements are compared with captured invoices to identify missing documents and differences.

Personal roster instructions: a manager may tap the microphone beside an individual roster assignment to dictate a message for that employee. After detected speech followed by a pause, or when the manager stops recording or starts another person’s microphone, Motssa transcribes the recording using the existing Groq speech service and automatically saves the text and queues a notification without another confirmation. The manager can edit the text afterward. Only the selected employee and site vocabulary is supplied as transcription context; this feature does not interpret or change shift times, site assignments or payroll. The selected employee can read the instruction in their signed-in Notifications and, in updated apps, highlighted in their roster; managers can view and revise it. Phone push previews use a generic alert rather than the instruction text. Saved instructions, revisions, retry receipts and notification records are retained as workplace/audit records. Raw audio is temporary for transcription and is not deliberately retained as a workplace recording. Hiding or leaving the recording screen stops capture. Failed or silent recordings do not intentionally send an instruction. External speech processing may occur outside Australia. Avoid unnecessary sensitive information.

We may disclose or make personal information available to:

• the business customer and its authorised users, according to workplace membership, assignment, manager role, feature settings, and operational need;

• service providers supporting hosting, storage, authentication, file delivery, backup, email, push notifications, address search, maps, diagnostics, support, security, and AI processing;

• connected business services, when an authorised manager enables an integration, including Xero for payroll and accounting workflows. When supplier job tracking preparation is enabled, Motssa automatically shares job numbers and site names with Xero to create missing tracking options for exact, unique site matches, even while automatic bill sending is off. Archived, duplicate or unclear matches need manager review. When automatic invoice sending is enabled by an authorised manager, eligible new invoices with confirmed site/job tracking are sent as drafts. Existing invoices, credits and flagged problems require review and the Send to Xero button. Through automatic or manual sending, Xero receives supplier contact references, invoice and credit note numbers, dates, purchased quantities, descriptions, costs and tax, job/site references, and the original invoice PDF or image. These originals may contain supplier and customer contact or payment details. Malformed email attachments are preserved privately for investigation and shown for replacement; other email intake can continue after their preservation is confirmed. Authorised managers receive service-fault notifications, including through the configured push provider. Explicit manual-completion and existing-Xero links retain an audit record and do not imply that Motssa sent an attachment or made a payment. Managers can add internal comments to supplier documents. These comments record the author and time, remain visible to authorised managers and are retained with the document audit history; they are not sent to Xero. Drafts and transfer audit records are retained; disabling invoice publishing stops automatic bill transfers but does not remove records already sent to Xero. Approved paid leave may share the employee's payroll identifier, leave category, dates and paid hours with Xero to create or update a leave application; private leave reasons, manager notes and medical documents are not included in this leave sync. Motssa also reads an employee's current leave balances (leave category names and remaining hours) from Xero to show that employee, and authorised managers, how much leave is left beside the leave used and booked in Motssa. Balances are read when viewed, held only briefly in server memory to limit requests to Xero, and are not stored in the Motssa database. ServiceM8 may receive or provide job, customer, material, payment, attachment, and project context. Motssa imports ServiceM8 client records and their returned business and contact details, including active/inactive status, company and contact names, office and billing addresses, billing attention, business identifiers, websites, phone/mobile numbers, email addresses, billing/job contact labels and related client settings, into a saved integration snapshot for authorised managers to search across jobs, sites, clients, contacts, quotations and supplier references, including when preparing quotations. Managers review and may edit the quotation recipient; only the selected email address receives the quotation when the manager chooses to send it. New client details entered on a quotation do not automatically create or change a ServiceM8 client;

• professional advisers, insurers, auditors, and authorities where reasonably necessary for legal, security, insurance, audit, or compliance purposes;

• a successor or transaction participant in a proposed or completed sale, restructure, financing, merger, or transfer, subject to appropriate confidentiality and legal requirements; and

• another person you direct or authorise us to share with.

We may also disclose information where required or authorised by law, to respond to lawful process, protect rights or safety, or investigate suspected unlawful activity or serious misuse. We do not sell personal information, location histories, workforce records, or contact lists to data brokers or advertisers.

If you open a destination in an external navigation app, the destination and your interaction are handled under that provider's privacy terms. Connected services may keep information independently under their own policies after receiving an authorised export or request.

Optional “Meet your team” pages: an authorised manager can create a time-limited link introducing one or more employees to builders. Sharing requires the employee and a manager to approve the exact public profile version. The page shows only approved names, portraits, introductions, chosen independent-skill badges, optional interests, team roles and the office contact supplied for the page. Private assessment notes, employee contact details, payroll and location history are excluded. Anyone holding the link can forward or save the page; managers may add a PIN and should send it separately. Links are not listed for search engines. Editing public profile content or withdrawing approval blocks future access to affected pages and portraits; revoking or expiring a link also blocks future access. Copies already saved or viewed cannot be recalled. Employees receive the sharing notice before approving and can withdraw through their profile.

Directory profile — Active users in the same workplace can see names, roles, work emails, phone numbers, and profile photos. Photos are intended for workplace identification; anyone who obtains the image link may also be able to view it.

Roster and site context — The assigned person and managers can see roster details. Coworkers may see who is working with them. Active users may receive site names, addresses, and coordinates needed for directory or navigation functions.

Attendance and location — Employees can access their own relevant shift records. Managers can review employee times, locations, warnings, allocations, tracking health, corrections, and audit context.

Crew feed — Active users can see posts, authors, comments, replies, mentions, named emoji reactions, manager pins, likes, media, site names, and verification status. Poll visibility follows the option selected by the poster, but managers may retain named access for staffing and operational needs. To show new Crew updates, Motssa saves the latest post you have viewed and when that read marker is saved. The marker belongs to your account and syncs across your devices; it is used for the new-post indicator and is not shown to other crew members.

Pipeline and learning — Active employees can see accepted upcoming project names, suburbs, job numbers, planned start dates and estimated finish dates, plus active roster site labels, start dates, target finish dates and whether a site appears on the current week’s published roster, even when they are not assigned to that project. Site labels may include a street address entered by the business. The remaining window is a forecast, not measured completion. Managers receive project-date changes and upcoming start reminders. Quotation prices, separate client contact or address fields and private notes are not shared in this overview. Managers and assigned project members can see relevant plans, contacts, assignments, reports, requests, notes, blockers, and media. Learners see their work; managers can see assignment, progress, score, and attempt records.

Pay, cost and commercial data — Restricted to managers and administrators who need it for payroll, costing, finance, quoting, reporting, or integration management. It is not part of the directory or crew feed.

Client quotation — Anyone with the active quote link may be able to view the quotation. A response or question records the responder's name, email, time, action and note for authorised business users. When a client replies to a quote email, the reply's sender, subject and text (not attachments) are kept with that quote's history for authorised business users, and the estimator is notified.

Actual access varies by configuration and feature. Managers are responsible for giving access only to people who need it, removing access promptly, protecting quote links, and not exporting information to an inappropriate destination.

Safety and certification records are available to authorised workers and managers involved in the relevant workflow. Signed documents can include names, signatures, qualifications, licence and contact details. Authorised business users may download or share them with clients, certifiers or authorities when needed for the work or a legal obligation.

Work messages and hours conversations

Motssa stores in-app messages, attached photos, sender names, timestamps, individual read status, hours replies, reminders and named manager decisions. Direct staff conversations are available to their two participants. Where your employer configures a designated approver, missing-time, timesheet-correction and TOIL conversations are routed to you and that named approver, rather than a shared management inbox. Automatic questions are labelled as system messages. Earlier shared conversation history remains retained; routing changes do not delete original messages or decisions. Authorised payroll and audit users may still access the underlying attendance, correction and TOIL records for their work. A change of designated approver changes who handles the retained work conversation and must be communicated to affected users. These records are retained with workplace history for payroll, audit and dispute purposes; disabling an account does not remove them.

Time replies are proposals until a manager approves the change. The app and server can recognise a clear typed finish-time reply for an identified current work request and submit it as a proposal with the original message attached. Ambiguous times or several unanswered days require clarification; a manager must still approve the timesheet change. Managers can edit a proposed time with a reason; the original proposal, final time and decision remain in the work history. Automated questions and reminders follow workplace rules; message content is not sent to an AI service for this feature. Ordinary message notifications use a generic preview, but the device can show that you have a message or a finish-time request. Overtime request alerts can show the employee name and ask the manager to open the shared Manager conversation. Unsent messages are saved on the device separately for each signed-in account and retried when that account reconnects. From the November 2026 iOS and Android app update, so Chats opens instantly, the apps also keep a copy of your recent conversations on the device for the signed-in account: the chat list, up to the latest 150 messages in each of up to 60 recent chats, recent Notifications and the staff list used to start a chat. Copies older than 30 days are removed, they are cleared when you sign out or another account signs in, and they never decide permissions, approvals or hours; the server checks every send and action. Message photos you open may also be cached on the device to show them again quickly. Signing out does not erase unsent messages for that account. When you choose a photo, we resize it and remove embedded image metadata before storing it privately. Viewing a message photo requires conversation access and uses a link that expires after five minutes. Mobile photo drafts and unsent photos are saved on the device for the signed-in account so an interrupted send can be retried. The Manager conversation brings messages, hours, TOIL and other workplace questions together. In the new unified inbox, selecting an employee as a manager, or a manager as an employee, opens this shared management conversation. Previous private direct messages remain private and can be accessed through Private chat history. Its messages and photos are visible to the employee concerned and authorised managers, rather than just one named manager. Dated work requests keep their own audit records; requests before 28 September 2026 are kept as history and are excluded from approval prompts and automatic reminders. Requests from that date onwards remain active until resolved.

Motssa is an Australian service, but some providers supporting cloud operations, authentication, messaging, notifications, connected services, security, and AI operate global infrastructure or support teams. Personal information may therefore be stored in or accessible from Australia, the United States, and other countries in which those providers or their subprocessors operate. The exact location can depend on the service, routing, support need, and region configured for a customer.

Before using providers that may handle personal information overseas, we take reasonable steps appropriate to the circumstances to assess the service and require suitable privacy, confidentiality, and security protections. Overseas recipients may be subject to foreign laws. Contact us if you need more information about likely countries for a particular feature before supplying information.

Manager address suggestions use Geoapify. When a manager types at least three characters into a site or quotation address field, the address text and, if configured, an optional regional search centre are sent to Geoapify to suggest Queensland addresses. This address picker does not send employee phone GPS, attendance history, client contact names or quotation prices. Suggestions are optional: managers can enter an address manually. Geoapify may process requests outside Australia under its own privacy policy; existing map, routing and attendance location services are separate.

If you opt in to public-website analytics, Google processes the website analytics information described above using its international infrastructure, including in the United States and other countries where Google and its subprocessors operate. This optional service is separate from workplace attendance, location, payroll and AI processing. Google Analytics service and data-processing terms apply; declining analytics keeps the public website usable.

Roster weather uses MET Norway forecasts, and Visual Crossing rain percentages when enabled, requested by the Motssa server for a fixed Brisbane city centre. We do not send employee locations, site addresses, names, roster details or your device IP address to the weather service. The selected weather provider receives the fixed city coordinates and our server request information. Its forecast attribution and licence are available in the weather details.

The web service uses essential session cookies to keep a user signed in and protect authenticated requests. A short-lived essential cookie may also be used when an authorised manager connects an external service. The apps store session details, saved screen information for your account, navigation preferences, onboarding state, notification installation details, and queued location or diagnostic events on the device so the service can remain usable and recover from interrupted connectivity.

As at the effective date, Motssa does not use third-party advertising cookies or behavioural advertising trackers. We do not use precise location to build advertising profiles. Essential storage cannot always be disabled without preventing sign-in or core functions. Signing out and uninstalling can remove some local information; operating-system backups or queued records may persist according to device settings until removed or overwritten.

Some work forms and safety checks keep drafts on your device so you can continue later. If enabled, home-screen widgets may show shift status, your next published rostered workplace, date and start time, or a saved Projects overview, including workplace site/project names, planned start dates, countdowns and current-site totals. Site names may contain an address supplied by the business. People who can see your home screen may see that information. Widgets store a limited summary on the device without sign-in credentials; it is excluded from app backup, cleared on sign-out or account changes, and roster and project details are hidden after a day without a successful check. Saved assignments can be outdated; open the app to verify the current roster. Countdown dates are forecasts, not crew assignments or measured completion. Open the app to verify the current plan.

Optional public-website analytics: from 24 October 2026, we use Google Analytics only after you choose Allow analytics on our public marketing pages. No Google Analytics tag, analytics cookie or analytics ping is loaded before that choice or when you decline. If you agree, Google receives page visits and selected button, demo, FAQ and walkthrough-step events, browser/device information, an analytics cookie identifier, a website referrer origin and technical connection information including your IP address for processing. We do not intentionally send names, email addresses, phone numbers, typed answers, workforce/payroll/GPS records, full query strings or private app pages. Automatic enhanced measurement, advertising features and Google signals are disabled. Choosing No thanks does not affect login, the enquiry form or the workplace app. Use Analytics choice at the bottom of a public marketing page to change or withdraw consent; withdrawal blocks future collection for this property and removes its analytics cookies in this browser. We remember your choice locally for up to 180 days; permitted analytics cookies expire after up to 180 days. Google may retain information already received. Essential session cookies are separate.

We keep personal information only for as long as reasonably needed for the purpose for which it was collected, to provide the service, to meet a customer's documented business requirements, or to satisfy payroll, tax, employment, recordkeeping, safety, audit, insurance, dispute, security, and legal obligations. Retention depends on the record and context; there is no single period for every Motssa record.

Account and contact data

Examples: profile, authentication, support, and access-request information. Purpose: generally kept while the account or relationship is active and for a reasonable period afterwards for security, support, and legal purposes.

Workforce and location evidence

Examples: rosters, shifts, time allocations, confirmations, leave, corrections, and manager review. Purpose: kept with workplace and payroll history for recordkeeping, audit, dispute, and legal requirements. Individual precise location points are kept in the live service for 14 days after a shift ends. Before they are removed, the shift's site timeline, time allocated to each site and location summary are saved permanently with workplace history. Removed location points are copied to a restricted operator archive, accessible only to authorised administrators, for payroll disputes and legal obligations.

Content and media

Examples: feed, progress, site-plan, learning, and uploaded evidence. Purpose: kept while needed for workplace history, delivery, training, audit, or until validly removed, de-identified, or the workspace closes.

Financial and commercial data

Examples: payroll, compensation, quotes, customers, suppliers, cost documents, imports, exports, and integration logs. Purpose: kept for accounting, tax, payroll, contract, reconciliation, audit, and dispute requirements.

Audit, security and diagnostics

Examples: actions, change history, tracking events, errors, and delivery status. Purpose: kept for a period proportionate to evidence integrity, troubleshooting, security, misuse prevention, and legal risk. Routine location-tracking status events are kept for 14 days; tracking warnings and errors are kept for 12 months. Successful routine tracking steps are not stored individually.

Device queues and caches

Offline location evidence is kept separately for each signed-in account until the server acknowledges it. Rejected captures are retained for review and correction rather than discarded when a queue fills. If device storage is unavailable, Motssa reports the problem; device loss or uninstalling the app may prevent recovery of records that have not uploaded. Display caches remain bounded and are cleared or refreshed on account changes. Pending reliability reports are held for upload or review.

Removing an employee from the active directory normally disables or archives the account; it does not automatically erase historical rosters, timesheets, location evidence, payroll exports, project evidence, or audit logs. When deletion is appropriate, information is deleted or de-identified. Residual copies may remain temporarily in protected backups until normal backup rotation, or longer where preservation is legally required.

See our account and data deletion page for the request process.

account and data deletion page

Crash and freeze reports are retained for reliability investigation, restricted to authorised managers/support, and reviewed with other diagnostics under the retention purposes above. Local pending reports remain until upload is acknowledged; acknowledged full reports are removed from the phone, with limited deduplication receipts retained to prevent repeated uploads. No additional analytics or crash-reporting provider is introduced.

Team profile drafts, assessments, approval/audit history, introduction snapshots and uploaded portrait versions are retained as workplace records. Withdrawing consent or revoking a builder link stops future link access and does not automatically delete these internal records or copies already saved by recipients. Contact the employer or privacy contact for access, correction or deletion requests; applicable workplace retention obligations may limit deletion.

Optional public-website analytics

The Google Analytics property uses a two-month retention period for user-level and event-level data. Aggregated reports may be retained longer by Google. Your browser choice and permitted analytics cookies last up to 180 days. Withdrawing consent stops future collection in that browser; it does not automatically erase analytics information already processed. Contact our privacy address about an access or deletion request.

We use safeguards including signed-in access, permissions based on workplace roles, encrypted connections, restricted access to workplace files, access records, backups and checks for misuse. Access to most workplace media uses links that expire. Profile-photo and quotation-link visibility is explained above.

No internet, mobile, or storage system is completely secure. Users and customers must protect passwords and devices, use appropriate account access, keep apps and operating systems current, avoid sharing secure links, and tell us promptly about suspected unauthorised access.

We assess suspected data incidents, take steps to contain and remediate them, and notify affected individuals and the Office of the Australian Information Commissioner where required by the Notifiable Data Breaches scheme. A notification may include recommended steps a person should take to reduce possible harm.

Subject to applicable law and any valid exception, you may ask to:

• access personal information we hold about you;

• correct information that is inaccurate, out of date, incomplete, irrelevant, or misleading;

• delete or de-identify information that is no longer required;

• receive information about the source, purpose, or disclosure of a record;

• withdraw an optional permission or consent for future handling; or

• stop receiving direct marketing.

Some profile details can be updated in the app. Timesheet errors can be raised through the correction workflow where available. Other requests can be sent to the business that provided the account or to privacy@tradecollectiveqld.com.au. We may need to verify your identity and authority. Please do not email a password, identity document, or other high-risk information unless specifically requested through an appropriate channel.

privacy@tradecollectiveqld.com.au

Access or deletion can be limited where a record concerns another person, is legally privileged, would reveal commercially sensitive evaluative information, must be preserved by law, is needed for an existing or anticipated legal claim, or another lawful exception applies. If we refuse a request, we will explain the reason and complaint options where required.

Changing a device permission stops the relevant future device access but does not undo prior collection. If an employer requires location or another feature for a lawful workplace process, discuss alternatives and the consequences of disabling it with the employer.

Email privacy@tradecollectiveqld.com.au with “Privacy complaint” in the subject. Describe what happened, the information or feature involved, the relevant business workspace, what outcome you seek, and how we can contact you. Do not include passwords.

privacy@tradecollectiveqld.com.au

We will acknowledge the complaint within a reasonable time, verify identity where necessary, investigate with the relevant customer or provider, and explain our response and any steps taken. Complex matters may take longer, but we will keep you informed where reasonably practicable.

If you are not satisfied, you may contact the Office of the Australian Information Commissioner. The OAIC generally expects you to complain to the organisation first and allow it a reasonable time to respond.

Office of the Australian Information Commissioner

Children

Motssa is a business and workforce service and is not directed to children. A business must not create an account for a person who cannot lawfully participate in the relevant workplace process. If a young worker uses Motssa, the employer is responsible for any additional notices, consents, supervision, and employment-law requirements.

External links and services

Motssa may link to app stores, maps, navigation tools, connected business services, or other websites. Their handling of information is governed by their own privacy policies. We are not responsible for an unrelated third party's independent practices.

Changes to this policy

We may update this policy as the service, law, or our information practices change. The current version and effective date will remain here. If a change is material, we will take reasonable steps to give affected users or customers additional notice through the service, email, release information, or another appropriate channel.

Privacy contact

Trade Collective QLD Pty Ltd Motssa Privacy

Email: privacy@tradecollectiveqld.com.au Location: Brisbane, Queensland, Australia

privacy@tradecollectiveqld.com.au

For an employment or workplace-record question, you can also contact the business that provided your Motssa account.