MoverBook — Data Processing Agreement

Last updated: 1 October 2026

1. Parties and scope

This Data Processing Agreement (“DPA”) is between GlobalFormBook Limited (company number 138516C, registered office 35 Fairfield Avenue, Onchan, IM3 4BG, Isle of Man) trading as MoverBook (“we”, “us”, the “Processor”) and the removal business that subscribes to the Service (the “Customer”, the “Controller”).

It forms part of, and is governed by, the Terms of Service. You accept it when you create an account. Where this DPA and the Terms of Service conflict on the subject of personal data, this DPA prevails.

It applies only to Customer Data — the personal data of your own customers, enquirers, employees and crew that you put into the Service, or that reaches the Service on your behalf. For your own account data (your name, your email address, your billing details) we are the controller, and our Privacy Policy governs it, not this DPA.

2. Roles

You are the controller. We are your processor. You decide whose data goes into the Service and why; we process it to provide the Service and on your instructions.

This split is not a formality — it decides who does what:

• You must have a lawful basis for the personal data you enter, give your customers a privacy notice, and answer their requests about their data. We cannot do these for you, because only you know what you told your customers and why.
• We must process only on your instructions, keep the data secure and confidential, help you meet your obligations, and not use your customers’ data for our own purposes.

⚠️ We never use Customer Data to market to your customers, to sell to them, or to train our own models.

3. Your instructions

Your instructions to us are: this DPA, the Terms of Service, the settings you choose in the Service, and the actions you take in it. Using a feature is an instruction to carry it out — sending a quote emails your customer; enabling a retention period instructs us to anonymise data when it expires.

We will tell you if we believe an instruction breaks data protection law, and we may pause that processing until it is resolved. We will not process Customer Data for any other purpose unless the law requires it — and if the law does, we will tell you first unless we are legally prohibited from doing so.

4. Duration

This DPA runs for as long as we process Customer Data for you: from the moment you create an account until the data is deleted, returned or anonymised under Section 11.

5. What we process

Set out in full in Annex 1, as required by Article 28(3) of the UK GDPR and the Isle of Man Data Protection (Application of GDPR) Order 2018. In summary: the names, contact details, addresses, move details, photographs and correspondence of your customers and prospective customers, and the names, contact details and work records of your staff and crew.

⛔ Photographs of the inside of people’s homes are the most sensitive thing on this platform — video walkthroughs, survey stills and job photos taken in a customer’s house. They are treated as such throughout: stored privately, never public, and never used for anything but showing them back to you.

6. Confidentiality

We keep Customer Data confidential. Access is limited to people who need it to provide or support the Service, each bound by confidentiality obligations, and it is logged. As of the date above MoverBook is operated by a single named individual; if that changes, the obligation does not.

7. Security

We apply appropriate technical and organisational measures under Article 32. The measures in force are listed in Annex 2 and include per-tenant data isolation enforced in the database itself, encryption in transit, hashed passwords, role-based access control, audit logging and encrypted off-site backups.

We may change a measure for an equivalent or better one. We will not materially weaken the protection described in Annex 2 while this DPA is in force.

⚠️ What we do not claim. We are not ISO 27001 or SOC 2 certified, and nothing here should be read as implying an external audit or certification. We say so plainly because a DPA that implies assurances it does not hold is worse than one that states exactly what exists.

8. Sub-processors

You give us general authorisation to engage the sub-processors listed in Annex 3. Each is engaged under a written contract imposing data protection obligations equivalent to those in this DPA, and we remain responsible to you for their performance.

Changes. We will give you at least 30 days notice before adding or replacing a sub-processor, by email to your account address and on this page. If you reasonably object on data protection grounds, tell us within that 30 days: we will try to find a workable alternative, and if we cannot, you may terminate the affected part of the Service without penalty and receive a pro-rata refund of fees paid in advance.

9. Assisting you

We will, taking into account the nature of the processing:

• Data subject requests. Give you the means to find, export, correct and delete Customer Data yourself through the Service, and help you where the Service cannot. If one of your customers contacts us directly, we will not answer on your behalf — we will tell them to contact you and let you know it happened.
• Personal data breaches. Notify you without undue delay and in any event within 48 hours of becoming aware of a breach affecting your Customer Data, with what we know: what happened, when, which data and how many people are affected, what we have done, and what we recommend. We will keep you updated as we learn more. ⛔ It is your duty to notify the regulator and the individuals where required — we cannot do that for you, and a breach notice that sits unread with us is a notice nobody made.
• Impact assessments. Give you the information you reasonably need for a DPIA or a prior consultation, as far as it concerns our processing.
• Demonstrating compliance. Make available the information needed to show we meet Article 28, and allow you or an auditor you appoint to audit our processing — on reasonable notice, no more than once a year unless a breach or a regulator requires otherwise, at your cost, and subject to confidentiality.

10. International transfers

We host Customer Data in the United Kingdom (DigitalOcean, London). Some sub-processors in Annex 3 process limited data outside the UK and the EEA — chiefly in the United States. Where they do, the transfer is covered by the UK International Data Transfer Addendum to the EU Standard Contractual Clauses, or an equivalent lawful mechanism, together with the supplementary measures described in that Annex.

11. Deletion and return

During the subscription, retention is under your control: the Service’s retention settings decide when Customer Data is anonymised. Anonymisation permanently removes names, contact details, addresses, messages and photographs, and keeps a financial skeleton — job, quote and invoice numbers, amounts, dates and status — which is no longer personal data. Anonymisation is irreversible.

On termination, you may export your Customer Data from the Service at any time before the account closes. We will delete or anonymise the Customer Data remaining in the live system within 90 days of termination, and it will age out of encrypted backups within a further 90 days.

⚠️ Two exceptions, stated because they are real:

1. Records we must keep by law. Invoices, payments and the financial skeleton are retained to meet tax and accounting obligations — typically at least six years. This is a legal requirement on us, not a choice, and a DPA promising total erasure would simply be untrue.
2. Documents already sent to your customer. A quote PDF we archived when it was emailed is kept as the record of what that customer was actually offered. It is excluded from every automatic deletion sweep on purpose: it is the evidence of an agreement, and deleting it would destroy your own position in a dispute. It is deleted with the rest of the account under this Section.

12. Liability

The limitations and exclusions of liability in the Terms of Service apply to this DPA, and the liability cap there is a single combined cap across the Terms and this DPA — it does not apply twice.

Nothing in this DPA limits either party’s liability where the law does not allow it to be limited.

13. Changes to this DPA

We may update this DPA where the law, our sub-processors or the Service change. We will post the updated version here with a new “Last updated” date and, for a change that materially reduces your rights or our obligations, give you at least 30 days notice by email before it takes effect. We keep a record of which version you accepted and when; you can see it in the Service under Settings → Company → What you’ve agreed to.

14. Governing law

This DPA is governed by the law of the Isle of Man, and the courts of the Isle of Man have exclusive jurisdiction, matching the Terms of Service. This does not deprive you or your customers of the protection of mandatory data protection law in their own jurisdiction.

15. Contact

Data protection contact: privacy@moverbook.co.uk Postal: GlobalFormBook Limited, 35 Fairfield Avenue, Onchan, IM3 4BG, Isle of Man

Annex 1 — Details of the processing

Subject matter. Provision of the MoverBook removals management platform.

Duration. As set out in Section 4.

Nature and purpose. Hosting, storing, organising, transmitting, displaying and deleting Customer Data so that you can run your removals business: recording enquiries, producing and sending quotes, surveying properties and estimating volume, scheduling jobs and crews, capturing job photographs and signatures, invoicing and collecting payment, issuing waste transfer notes, and communicating with your customers by email and (where you enable it) SMS or WhatsApp.

Automated processing. Enquiry text is sent to our AI sub-processor to extract structured details (names, addresses, dates, item lists), and survey video frames — extracted on your own device, not by sending us the video — are analysed to suggest an inventory. Both produce suggestions for a human to check. ⛔ Neither makes a decision about a person, and nothing on this platform performs automated decision-making with legal or similarly significant effects.

Types of personal data

Categories of data subjects. Your customers and prospective customers; people at a collection or delivery address; your employees, crew, drivers and surveyors; other firms’ staff where you use the backload marketplace or lead features.

Special category data. The Service is not designed for special category data (Article 9) and you should not enter it. Photographs taken inside a home may incidentally reveal such information; we apply the security measures in Annex 2 to all images and do not analyse them for that purpose.

Children’s data. The Service is not intended to collect data about children. A child’s name may appear incidentally in move details; do not use free-text fields to record information about children.

Annex 2 — Security measures

Annex 3 — Sub-processors

⚠️ The video is never sent to the AI sub-processor, and usually never leaves the device at all. Survey walkthrough video is processed on your own phone or computer, and only the selected still frames are sent to us and on to the AI sub-processor — a 172 MB recording becomes about 3 MB of stills. That is a deliberate design choice and it materially reduces what leaves your possession.

A surveyor may also choose to upload a walkthrough clip itself (up to 105 MB per clip), so that the office can watch the room back while pricing the job. Where that happens:

• the clip is stored in our object storage in London, United Kingdom — no international transfer;
• it is visible only to users of your own firm, alongside the room it was filmed in;
• ⛔ it is never sent to the AI sub-processor. Only the stills extracted on the device ever reach it;
• it is deleted automatically 30 days after the job completes, or 180 days after upload, whichever comes first — and nothing escapes that 180-day backstop, including a quote that never became a job. Your office is warned 14 days before a clip expires so it can keep a copy if it needs one.
• survey stills are kept longer, up to 730 days, because they are the evidence of what was quoted.

⚠️ A note on this document. It is written to state accurately what MoverBook actually does, and the measures in Annex 2 describe the system as built. It has not been reviewed by a solicitor. If your own legal or compliance team needs changes, or your own DPA signed instead, write to privacy@moverbook.co.uk — we would rather agree wording you can rely on than have you rely on wording nobody checked.