MoverBook — Privacy Policy

Last updated: 1 October 2026

1. Who we are

MoverBook (“MoverBook”, “we”, “us”) is a software platform operated by GlobalFormBook Limited, a company registered in the Isle of Man (company number 138516C), registered office 35 Fairfield Avenue, Onchan, IM3 4BG, Isle of Man. Website: https://moverbook.co.uk.

This policy explains what personal data we handle, why, and your rights over it. It covers three parts of our service:

• The manager application — used by removal & moving businesses (“tenants”) to run their operations.
• The customer portal — used by a tenant’s own customers to view quotes, invoices and job updates.
• The public quote website — where members of the public can request a moving quote.

2. Our role depends on whose data it is — please read this first

Because MoverBook is a business-to-business platform, our legal role changes depending on the data:

• Tenant account data (the removal business, its staff, its own contact details, billing) — we are the data controller. This policy governs how we use it.
• A tenant’s customer data (the people a removal business quotes for and moves — names, addresses, move details, messages, photos) — the tenant is the data controller and we are the data processor. We only process that data on the tenant’s instructions to provide the service. If you are a customer of a removal business and want to exercise your rights over your data, contact that business in the first instance; they are responsible for it. We will support them in responding.

This distinction matters for your rights (Section 9) and is set out in more detail in our tenant terms and the processor commitments in Annex B.

3. Personal data we collect

From tenants and their staff (we are controller):

• Identity & contact: name, business name, email, phone, postcode.
• Account & security: password (stored only as a salted hash — we never see it in plain text), login and device/session information, audit logs of actions taken in the account.
• Billing: subscription plan, payment status and transaction references. Card details are handled entirely by our payment provider (SumUp) — MoverBook never receives or stores full card numbers.

From a tenant’s customers (we are processor, on the tenant’s behalf):

• Identity & contact: name, email, phone.
• Move details: pickup and drop-off addresses, property type and floor, inventory, dates, special instructions.
• Correspondence: emails, SMS and WhatsApp messages exchanged through the platform, and enquiry text.
• Job photos uploaded by crew.
• Quote, job, invoice and payment records.

From the public quote website:

• The details a person submits to request a quote (name, contact details, move details), and anti-spam signals from Cloudflare Turnstile.

From the MoverBook Driver mobile app (used by a tenant’s crew):

• Location. When a driver updates a job’s status in the app (e.g. “on site”, “complete”), the app records the device’s location at that moment. This is a single point captured at the driver’s action — not continuous or background tracking — and its purpose is to give the firm a record of where and when the job was actioned. The firm (the tenant) is the data controller for this; we process it on their behalf.

• Camera / photos. The driver photographs items at pickup and drop-off for dispute protection. These are job photos, handled as above.

• Survey capture (AI-assisted surveying, optional bolt-on). A surveyor may record a short video of each room to build a moving inventory. The video is processed entirely on the device to pick a handful of clear still frames, and only those extracted frames are sent to our API, and from there to our AI provider (Anthropic, see Annex A and Section 5) to suggest a list of items. The video itself is never sent to our AI provider.

  A surveyor can also choose to upload the walkthrough clip so the office can watch a room back while pricing the job. A clip that is uploaded is stored in London, United Kingdom, is visible only to the surveyor’s own firm, is never sent to our AI provider, and is deleted automatically 30 days after the job completes or 180 days after upload, whichever comes first. The firm is told 14 days beforehand so it can keep a copy if it needs one. Extracted stills are kept longer — up to 730 days — because they are the record of what was quoted.

  The firm (the tenant) is the data controller for all of this; we process it on their behalf, and it runs only for firms that have turned the feature on.

• Account and job data. The driver signs in with an account their employer created and sees the jobs assigned to them; the app exchanges this with our API over an encrypted connection.

  The driver app does not allow anyone to create an account — driver accounts are created and removed by the firm that employs them. To have a driver account or its data removed, the firm removes the driver; our retention process then anonymises the associated data (see section 8).

We do not intentionally collect special-category data (health, ethnicity, etc.). Please don’t submit it through free-text fields.

4. Why we use it, and our lawful basis

Where we rely on legitimate interests, we have considered your rights and will provide our balancing assessment on request.

5. AI processing of enquiry content and survey images

To save tenants re-typing, the platform can automatically extract structured details (names, addresses, move details) from enquiry emails and attached documents. This uses a third-party AI provider (Anthropic, see Annex A). Enquiry content — which may contain customer personal data — is sent to that provider solely to return the extracted fields. It is not used to train their models. A free, on-device parser is tried first; the AI step runs only when needed.

The same applies to the optional AI-assisted surveying feature (Section 3): the still frames extracted on the device from a room video are sent to Anthropic solely to suggest a draft inventory of items. Those images are not used to train their models, and — as described in Section 3 — the underlying video never leaves the device. The suggested inventory is always reviewed and confirmed by a person before it is used.

6. Who we share data with (sub-processors)

We do not sell personal data. We share it only with the service providers we need to run the platform, listed in Annex A, each under a contract that restricts them to processing it on our instructions. We may also disclose data where required by law, or to establish/defend legal claims.

7. International transfers

Some of our providers are outside the Isle of Man / UK (for example, AI and payment providers in the United States or EU). Where personal data is transferred internationally, we rely on appropriate safeguards such as the provider’s certification, adequacy regulations, or standard contractual clauses. Details are available on request.

8. How long we keep it

We keep tenant account data for as long as the account is active, and afterwards only as long as needed for our legal and accounting obligations.

For a tenant’s customer data, retention is controlled by the tenant through the platform’s retention settings. When a retention period expires, the platform anonymises personal data — permanently removing names, contact details, addresses, messages and photos — while keeping a financial skeleton (job, quote and invoice numbers, amounts, dates and status) that is no longer personal data. Financial records are retained to meet tax obligations (typically at least six years). Anonymisation is irreversible.

9. Your rights

Subject to the law, you have the right to: access your data; correct it; erase it; restrict or object to processing; data portability; and to withdraw consent where we relied on it. You also have the right not to be subject to a decision based solely on automated processing that produces legal or similarly significant effects — the platform’s AI feature only extracts data to assist a human and does not make such decisions.

• If we are the controller (tenant account data), contact us at privacy@moverbook.co.uk.
• If the data is a removal business’s customer data, that business is the controller — please contact them. We will assist them as their processor.

You can also complain to the Isle of Man Information Commissioner (inforights.im). If you are in the UK, you may instead contact the UK Information Commissioner’s Office (ico.org.uk).

10. Security

We protect personal data with measures including: passwords stored as salted hashes (BCrypt); role-based access control; strict per-tenant data isolation; encryption in transit (HTTPS/TLS); parameterised database access; audit logging; and regular encrypted backups. No system is perfectly secure, but we work to protect your data and to notify the relevant parties of any breach as required by law.

11. Cookies and tracking

The applications use only what they need to function — for example, a token to keep you signed in. The public quote website uses Cloudflare Turnstile to block spam. We do not use third-party advertising or cross-site tracking cookies.

Analytics. This website uses Cloudflare Web Analytics to count visits and see which pages are read. It is cookieless: it stores nothing on your device, does not use browser fingerprinting, and cannot follow you to other websites. It records the page address, the referring page, and general details such as browser, operating system, device type and country — all aggregated, and none of it identifying you personally. Because it neither stores nor reads anything on your device and does not build a profile of you, no consent banner is required for it. Cloudflare processes this data on our behalf; see Cloudflare’s privacy policy.

We do not use Google Analytics.

12. Children

The platform is a business tool and is not directed at children. We do not knowingly collect data from children.

13. Changes to this policy

We may update this policy from time to time. We will post the updated version with a new “Last updated” date and, for significant changes, notify tenants.

14. Contact

Questions or requests: privacy@moverbook.co.uk, or write to GlobalFormBook Limited, 35 Fairfield Avenue, Onchan, IM3 4BG, Isle of Man.

Annex A — Sub-processors

Annex B — Our commitments when we act as processor (summary)

When we process a tenant’s customer data on their behalf, we commit to: process it only on the tenant’s documented instructions; keep it confidential; apply the security measures in Section 10; engage sub-processors (Annex A) only under equivalent obligations and notify tenants of changes; assist the tenant with data-subject requests and breach notifications; and, on termination, delete or return the data (subject to the financial-record retention in Section 8). The full processor terms form part of our Terms of Service / Data Processing Addendum.