1. Information You Provide (Individual & Organizational Services)

 

We collect personal information only when you voluntarily provide it, which may include:

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• Name, email address, and phone number

• Information submitted through inquiry, scheduling, or intake forms

• Information shared during coaching sessions

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This information is used solely to:

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• Respond to inquiries

• Deliver coaching or stabilization services

• Manage scheduling and service communication

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Providing information is optional; however, choosing not to provide certain information may limit access to some services.

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2. Workforce Stability & Organizational Data (Employer Programs)

 

For employer-based programs, Motionwave collects non-identifying, aggregate information to support workforce stability and risk intelligence.

 

This may include:

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• Micro-Pulse and baseline survey responses

• Behavioural stability indicators (e.g., readiness, regulation, consistency)

• Anonymous participation metrics

• Aggregated trend, volatility, and forecasting indicators

• System-generated coded identifiers (never names)

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This data is:

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• Non-clinical

• Non-diagnostic

• Not used for individual assessment, discipline, or treatment

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All employer-facing outputs contain only aggregated, non-identifying information. Individual responses are never shared with employers.

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3. Code-Based Identity & De-Identification

 

All workforce data is processed through a code-based identity system.

 

This ensures that:

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• Employers cannot identify individual employees

• Motionwave staff cannot re-identify individuals from stability data alone

• Analysis occurs only at group or trend level

• Individual-level attribution is structurally prevented

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This design exceeds privacy expectations for industrial, unionized, and shift-based environments.

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4. Coaching Records & Session Notes

 

We may maintain brief, secure records to support service continuity.

 

These records:

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• Are stored in encrypted, access-controlled systems

• Are used only to deliver services

• Are never shared without written consent, unless legally required

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You may request access to your records. Requests for correction or deletion are reviewed in accordance with legal, ethical, and contractual obligations.

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5. Automatically Collected Website Information

 

Our website may automatically collect limited technical information, such as:

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• IP address

• Browser and device type

• Pages visited and referring URLs

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This information is used only for website performance, security, and improvement. It does not identify individuals.

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6. Third-Party Service Providers

 

We use secure third-party services to operate our business, including:

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• Wix (website hosting and forms)

• Calendly or similar scheduling platforms

• Google Workspace (email, forms, document storage)

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Each provider maintains its own privacy practices. We do not sell, rent, or trade personal information.

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7. Use of Data for Analytics & Forecasting

 

Aggregate, de-identified workforce data may be used to generate:

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• Stability and volatility trendlines

• Behavioural risk forecasting

• Group-level readiness indicators

• Correlation patterns between stability signals and operational conditions

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These outputs are non-clinical, non-diagnostic, and designed solely for organizational insight.
They must never be used for individual employment, disciplinary, or corrective decisions.

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8. Prohibited Uses of Data (Employer Obligations)

 

Organizations participating in employer programs agree not to use Motionwave data for:

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• Employee discipline or termination

• Performance evaluation

• Medical or psychological assessment

• Fitness-for-duty decisions

• Surveillance or individual monitoring

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Motionwave provides organizational visibility only, not individual evaluation.

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9. Your Rights Under Canadian Law

 

You have the right to:

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• Request access to your personal information

• Request corrections or updates

• Withdraw consent, subject to legal or contractual limits

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Requests may be directed to:
Email: colin@workforceriskintelligence.com

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10. Information Security

 

We protect information using industry-standard safeguards, including secure storage, access controls, and password protection.

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While no system is fully immune to risk, we take reasonable steps to reduce exposure and will notify affected individuals of any breach as required by law.

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11. Data Separation & Storage

 

Motionwave maintains separate systems for:

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• Individual coaching records

• De-identified workforce stability data

• Employer-facing aggregate reports

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These systems cannot be cross-referenced to identify individuals.

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12. Email Communication

 

We may communicate by email regarding services or inquiries.

 

Please note:

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• Email is not guaranteed to be fully secure

• Highly sensitive information should not be sent by email

• Marketing communications are sent only with explicit consent

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Alternative communication methods may be requested.

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13. Confidentiality & Non-Clinical Scope

 

Confidentiality is central to our work. Information shared remains private except where disclosure is required by law, including:

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• Risk of serious harm

• Court orders or subpoenas

• Mandatory reporting obligations

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Motionwave is not a medical or therapeutic service and does not provide diagnosis or treatment. Coaching services are educational and stabilization-focused only.

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14. Safety & Escalation

 

If an individual expresses serious safety concerns (e.g., intent to harm self or others), Motionwave will:

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1. Pause coaching

2. Apply short-term stabilization protocols appropriate to a non-clinical service

3. Refer to appropriate emergency or clinical services

4. Notify authorities only where legally required

5. Document the event without storing identifying data in analytics systems

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This protects both safety and privacy.

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15. Data Retention

 

Information is retained only as long as necessary:

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• Coaching records: typically 12–24 months

• Workforce stability data: de-identified only

• Employer dashboards: refreshed and overwritten monthly

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Deletion requests are honoured unless restricted by law or safety obligations.

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16. External Links

 

Our website may link to third-party sites. We are not responsible for their content or privacy practices.

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17. Policy Updates

 

This Privacy Policy may be updated as services evolve. The most current version will always be available on our website.

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Contact

 

For privacy questions or requests:

Email: colin@workforceriskintelligence.com