1. Information We Collect
We collect information in the following ways:
- Account information — name, email address, phone number, company name, and password (stored as a salted hash) when you or your company registers.
- Business data you enter — customer names and contact details, move details, inventory, pricing, estimates, contracts, and internal notes that you or your team create while using the Service.
- Signatures and documents — electronic signatures, initials, and the PDF documents generated or uploaded through the Service (estimates, Bills of Lading, contracts).
- Payment information — payments are processed by Stripe; we do not store full card numbers on our servers. We retain records of transaction amounts, dates, and status.
- Location data — if you or a customer opts into truck tracking on a move, we collect GPS location data for the duration of that tracking session.
- Connected account data — if you connect Gmail, Outlook, or QuickBooks Online, we store OAuth access tokens (not your password) and access only the data needed to provide that integration (sending email on your behalf, or syncing invoices/receipts to your own QuickBooks company).
- Usage & device data — IP address, browser type, pages visited, and timestamps, collected automatically for security and troubleshooting.
- Cookies — we use a session cookie to keep you signed in. We do not use third-party advertising or tracking cookies.
2. How We Use Information
- To provide, operate, and maintain the Service (estimates, scheduling, e-signatures, tracking, invoicing).
- To authenticate users and keep company accounts and data properly separated from one another.
- To send transactional emails and notifications (estimate links, signing requests, tracking links, account alerts).
- To process payments and sync accounting records to the integrations you connect.
- To detect, prevent, and respond to fraud, abuse, and security incidents.
- To improve and troubleshoot the Service.
We do not sell your personal information, and we do not use your business or customer data to train third-party AI models beyond the specific request being processed (for example, using OpenAI to help pre-fill an estimate from an email you submit for that purpose).
3. Data Belongs to Your Company
BestMovingSoftware is multi-tenant software: each moving company's data (customers, estimates, jobs, documents) is logically separated and accessible only to that company's authorized users. We act as a data processor for the business information your company stores in the Service.
4. How We Share Information
We share information only with the service providers necessary to operate the platform, and only to the extent required:
| Provider | Purpose |
|---|---|
| Supabase (PostgreSQL) | Primary database hosting |
| Cloudflare R2 | Storage for uploaded files and generated PDFs |
| Railway | Application hosting |
| Stripe | Payment processing |
| Google / Microsoft | Sending email on your behalf, if connected |
| Intuit QuickBooks Online | Accounting sync, if connected — data is sent only to your own company's QuickBooks account |
| Trackimo | GPS truck tracking, if used |
| OpenAI | AI-assisted estimate pre-fill from submitted email content, if used |
We may also disclose information if required by law, or to protect the rights, property, or safety of BestMovingSoftware, our customers, or others.
5. Data Retention
We retain account and business data for as long as your company's account is active, and for a reasonable period afterward to comply with legal, tax, or contractual obligations. You can request deletion of your company's data by contacting us (see Section 15).
6. Security
We use industry-standard measures to protect your information, including encrypted connections (HTTPS/TLS), hashed passwords, and access controls that scope each user to their own company's data. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.
7. Your Choices & Rights
- You can access, correct, or delete most of your account and business information directly within the Service.
- You can disconnect Gmail, Outlook, or QuickBooks integrations at any time from Settings, which revokes our access to that account.
- Depending on your location, you may have additional rights to access, correct, or delete your personal information under applicable law. Contact us to exercise these rights.
8. Email & SMS Communications
- Transactional messages — estimate links, signing requests, tracking links, receipts, and account/security alerts. These are part of the Service and are sent regardless of marketing preferences, for as long as your account is active.
- Marketing messages, if any, include an unsubscribe link in every email. You can also opt out by contacting us directly.
9. Cookies & Tracking Technologies
We use a single first-party session cookie to keep you signed in — that's it. We do not load third-party advertising or cross-site tracking cookies on the application. Our marketing pages may in the future use privacy-respecting analytics to understand traffic; if so, this policy will be updated first.
10. Account Deletion & Data Retention
You can request deletion of your company's account and data at any time by contacting us at the email below. We will deactivate account access promptly and delete or anonymize your data within a reasonable period afterward, except where we're required to keep it — for example, financial/transaction records for tax and accounting purposes, or information subject to an active legal hold or dispute. Data belonging to other companies sharing the same platform is never affected by one company's deletion request.
11. Your Privacy Rights
Depending on where you live, you may have rights to access, correct, delete, or receive a copy of your personal information, and to opt out of marketing communications. We honor these rights for all users regardless of location. To exercise any of them, contact us at the email below — we will verify your identity and respond within a reasonable time, generally no more than 45 days.
We do not sell personal information and do not share it for cross-context behavioral advertising, so there is nothing to opt out of in that respect.
12. Do Not Track & Global Privacy Control
Because we don't run cross-site advertising trackers, "Do Not Track" browser signals don't change how the Service behaves. Where required by law, we treat a Global Privacy Control (GPC) signal as a valid opt-out request.
13. Third-Party Links
The Service may link out to third-party sites or services you connect (Stripe, Google, Microsoft, QuickBooks Online). Those sites have their own privacy policies, and we're not responsible for their practices — we encourage you to review them.
14. Children's Privacy
The Service is intended for business use by moving companies and is not directed to individuals under 18. We do not knowingly collect personal information from children.
15. Contact Us
If you have questions about this Privacy Policy, how your data is handled, or want to exercise any of the rights above, contact us at support@bestmovingsoftware.com.
16. Changes to This Policy
We may update this Privacy Policy from time to time. If we make material changes, we will update the "Last updated" date above and, where appropriate, notify account administrators.