Security & privacy
Honest answers start with trust. Trust starts with protecting data.
For a measurement of employee motivation and experience to produce useful results, people have to trust the way their answers are processed and shown. At the same time, organisations need to know where the data is stored, who can access it, how it is used and what control they have over the system. Below you can find out how we protect employee privacy, which technical measures we apply, and which deployment options are available to your organisation.
For employees
How are employees' answers protected?
Individual answers are not shown
Results are shown at group level, not as the individual answers of named employees. HR and managers use the aggregated results to understand employee experience and spot areas for improvement.
Results for small groups are not available
When a group has fewer than five respondents, its result is not shown. The rule also applies to slices by organisational characteristics and to combinations of filters, to reduce the risk of identifying individuals.
Access to the questionnaire is controlled
Employees receive a personal link to the questionnaire that can be used once. No account or password is needed to fill it in. Once submitted, answers cannot be changed.
Data quality is checked
The questionnaire contains control questions that help identify responses that do not meet the quality criteria. Those responses are excluded from the analysis, and the number excluded is shown openly.
For IT and legal teams
How do we protect data?
Controlled database access
The application uses an account with limited privileges that can only execute predefined procedures. It has no direct rights to read, write or change tables in the database.
Protection against SQL injection
Data access goes through parameterised procedures, with no SQL queries assembled dynamically from text strings. This reduces the risk of SQL injection at the level of how the application is designed.
Protected sessions and sign-in
Sessions are cryptographically signed and have a defined expiry. Passwords are stored as cryptographic hashes, using the bcrypt algorithm. The sign-in mechanisms are designed to make abuse harder and to reveal as little as possible about which accounts exist.
Two-factor authentication and access control
Members of our team who have access to client data use two-factor authentication. Support access to a client account is time-limited, visibly flagged and logged.
A record of administrative activity
Administrative actions and login attempts are recorded in audit logs. They make it possible to review activity afterwards and make security and operational events easier to analyse. What the logs contain is limited so that they hold no unnecessary sensitive data.
Encryption in transit
Communication with the platform is protected by HTTPS, with TLS at the system's entry layer. Certificates renew automatically to reduce the risk of protection lapsing because a certificate expired.
How is data used in the AI features?
AI in Motiva Metrics is used to prepare written reports and documents from the analytical results. This process is passed a predefined set of organisation-level data: the metric and predictor values, the selected predictive models, and the basic context needed to write the document. Employees' individual answers, names and email addresses are not part of that set. By the way the system works, data sent in this process is not used to train models. More detail on which data is passed on, for what purpose and how it is processed is on the AI page.
Where is the data stored?
You choose how it is deployed.
Hosted on Motiva Metrics infrastructure
We host and maintain the platform. We take care of system updates, backups and monitoring, while your organisation reaches the platform at its own address.
Installed on your organisation's infrastructure
The platform can be installed on infrastructure you control, including a standard Windows Server environment. The technical requirements and the network permissions needed are documented while the deployment is prepared.
Installed in an isolated environment
For organisations that require their data not to be reachable over the internet, the platform can be installed in an isolated network with no outbound access. The technical conditions and limits of such an installation are worked through with your IT team.
Transparency instead of promises nobody can check
Security is not a claim that a system cannot be compromised. It means concrete technical measures, access control, documented procedures and the ability to verify them. That is why we can present the system architecture, how access is managed, the installation requirements and the relevant technical documentation to your IT and legal teams before we start working together. If your organisation has its own security questionnaire, internal requirements or data-processing rules, we can go through them with your team.
Let us talk about your organisation's requirements
Every organisation has its own security standards and technical constraints. Share your requirements with us, or bring someone from IT to the platform demo.