Privacy Policy
This policy explains what personal information Momentum holds about the people who use it, why, and what your rights are.
Momentum is the internal operations platform of EG On The Move ("we", "us"). It is used by our colleagues and by people working on our behalf. It is not offered to the public.
Who is responsible for your information
EG On The Move is the data controller for the personal information in Momentum.
- Data protection contact: dpo@eg-otm.com
- Postal address: BB1 2FA
What we hold
About you as a user
- Your name, work email address, job role, and the units, areas or regions you are responsible for. Most of this comes from our site and people records, and from your Microsoft work account if you sign in with it.
- When you signed in, from which IP address, and what you changed — the activity log.
- Your preferences, such as which countries or groups of units you choose to look at.
What you put into Momentum
- Audits, tasks, checklists, incident reports, compliance documents, photographs and comments you complete or upload, together with your name and the time.
- Incident reports can include information about other people — colleagues, customers, contractors — including, where relevant, details of an injury. Record only what is needed.
Ask Mo, the assistant
- We log every request made to Ask Mo: the question you asked, the answer it gave, which information it looked up, when, and who you are. We use this to check the quality of its answers, to improve it, and to investigate misuse.
- Questions and the data needed to answer them are sent to our AI provider, Anthropic, to generate the answer. [Confirm the contractual position: processor terms, location of processing, and that inputs are not used to train the provider's models.]
- Do not put personal or sensitive information about yourself or anybody else into a question.
Devices
- Handhelds and payment terminals managed through Momentum report their state — model, battery, app version, network, last contact — and the unit they belong to. They are work devices; this is not information about you personally, though a device may be associated with the person using it.
Why we hold it, and our lawful basis
| Purpose | Lawful basis |
|---|---|
| Running our sites safely and to standard: audits, tasks, incidents, compliance | Legitimate interests; legal obligation (health and safety, food safety, licensing) |
| Knowing who did what, keeping the system secure | Legitimate interests |
| Improving Ask Mo and checking its answers | Legitimate interests |
| Employment-related records | Performance of the employment contract; legal obligation |
Where an incident report includes health information, we process it because it is necessary for health and safety obligations and for establishing or defending legal claims. [Confirm the Article 9 condition and the appropriate policy document.]
Who we share it with
- Service providers who host or support Momentum for us, under contract: [hosting provider], [email provider], Anthropic (Ask Mo), Microsoft (sign-in).
- Insurers, legal advisers and regulators, where an incident or a legal obligation requires it.
- We do not sell personal information, and we do not use it for advertising.
Some providers may process information outside the UK. Where they do, we rely on [UK adequacy regulations / the International Data Transfer Agreement or Addendum]. [Complete.]
How long we keep it
| Information | Kept for |
|---|---|
| Activity log | [period] |
| Ask Mo request log | [period — the system default is 365 days] |
| Audits, tasks and checklists | [period] |
| Incident reports | [period — consider limitation periods for injury claims] |
| Compliance documents | For as long as they are current, then [period] |
| Your account | While you work with us, then [period] |
Your rights
You have the right to ask for a copy of your information, to have it corrected, and in some circumstances to have it erased, to restrict or object to how we use it, and to have it transferred. To use any of these, contact [data protection contact]. We will respond within one month.
If you are unhappy with how we have handled your information, please tell us first. You also have the right to complain to the Information Commissioner's Office: ico.org.uk, 0303 123 1113.
Cookies
Momentum uses two cookies, both essential to signing in: one keeps you signed in, and one remembers the email address last used to sign in on this browser so the sign-in page can offer it back (choose Not you? there to clear it). It also stores display preferences in your browser. It does not use advertising or analytics cookies.
Changes
We will update this policy when what we do changes. The date it was last updated is shown on this page.