To fully enable us to provide you with our world-class Move4U experience, some of your personal data might need to be processed by us, our commercial partners (hereon: Company or Companies) and third parties that are involved in the proper working of our services for you and the Companies.
As a business operating out of Europe, Move4U Web Applications, (hereon: Move4U) fully understands and acknowledges the responsibility we have to handle your personal data in a responsible, proper and secure manner and to only process your data for the purposes that it has been provided by you or third parties. Move4U has laid down external and internal privacy policies to fully adhere to the EU-privacy laws as laid down in the General Data Protection Regulation (hereon: GDPR).
Throughout this Privacy Statement we will inform you of the ways we handle your personal data, by answering the following questions:
- Who is Move4U?
- What is personal data?
- How does Move4U receive your personal data?
- Which personal data does the Move4U process?
- For what purpose do we process your personal data?
- How do we share your personal data?
- For how long does Move4U save your personal data?
- How does Move4U protect the integrity of your personal data?
- What are your rights regarding the processing of your personal data?
- How and with who can I get in touch for questions, complaints or to exercise my rights?
Who is Move4U?
We are a software company that creates software solutions and gives access to web application-based platforms to commercial businesses, mainly within the global Mobility Industry.
As a company that has its roots in the moving industry, we started off with a simple roadmap of applications a few years ago. Move4U now has a fully up and running application used by many enthusiastic movers all over the globe. The key to our success is keeping it personal and knowing our clients and their needs. Our ultimate goal is to make moving processes more efficient and cost-effective for both moving companies and their customers.
Move4U and its wide range of removal applications enable moving companies to take a giant leap forward towards the future by using technology to significantly improve the efficiency of workflows.
Our headquarters is located in the city of Rotterdam, The Netherlands.
Move4U Web Applications
Address: Parmentierplein 20
Postal code: 3088GN
Country: The Netherlands
Telephone: (+31) 857 604 760
What is personal data?
Personal data means any data that may directly identify you as an individual, including name, address, date of birth, gender, telephone number, e-mail address, government identification number, financial details, passport/visa document details or other similar data elements that may be created or made available by you, a Company or a third party in connection with the services being delivered to you.
How does Move4U receive your personal data?
Move4U can receive your personal details in the following ways:
The first way we can receive your personal details is by receiving this data from you, the consumer or professional customer of a Company. This can occur by you registering an account with our applications by visiting our website and entering your personal data into the proper data fields, or by providing these details to us.
Additionally to the data that we need to make your account or provide you with customer service, you can also supply us with data - such as visa- or insurance documentation - for use by the Company or yourself in delivering the services you require.
The second way we can receive your personal data is when a Company executes the move that you have given them and manages your personal data and relevant documents that contain personal data within the Move4U Applications
The third way we can receive your personal data is when you supply your personal data to a business, to execute a Service request, and that business uses the services of a company that uses the Move4U applications.
If by any circumstance your personal data is received by us in a way different from the above, the rules and details as set out in this privacy statement remain in full effect. Move4U will handle your personal data as responsibly and discreetly as possible, regardless of its origin.
Which personal data does Move4U process?
In order to fully enable us to provide you and the Company, the full feature set of the Move4U Applications, Move4U collects the following personal data about you:
- Address, city, country
- Date of birth
- (Mobile) Phone number
- Username and Password
- Banking details such as bank account number (when applicable)
- Statement regarding valuable objects for insurance purposes (when applicable)
Some of our services provide data and document storage as an integral part of the product or solution offering. Documents and data stored by our customers may contain personal information or information classified as “confidential” by the organization you work for or are affiliated with. Any information stored by or on behalf of our customers is controlled and managed by and only made accessible to those customers or others our customers may authorize from time to time. Our access to this information is limited to Move4U personnel with an admin account.
For what purpose do we process your personal data?
As stated before, Move4U processes the received personal data in order to enable the use of our applications, for you and the Company. Because the use of our applications can be divided into several goals or ‘purpose’, every purpose can be connected to a lawful ground in terms of the GDPR.
Please refer to the table below:
Lawful ground for processing
Providing access to the Move4U applications to you
Executing the Agreement and your permission
Supplying access to the Move4U application p to the Company
Executing the Agreement, legitimate interests
Internal financial administration, invoicing and external collection
Compliance with a legal obligation, execution of the agreement, legitimate interests
Handling of financial details between Company and you by quoting and invoicing via the Move4U applications
Executing the agreement, legitimate interests
Enabling and mediating the communications between Company and Customer within the Move4U application
Executing the agreement, legitimate interests
Adhering to legally binding (access and/or transfer) requests regarding personal data by legitimate governmental authorities.
Compliance with a legal obligation
The prevention, signalling and investigation of fraud and fraudulent actions in order to hold the responsible persons accountable and/or to claim damages.
Compliance with legal obligations and legitimate interests
Protecting and servicing the legitimate interests of Move4U regarding digital security and the settlement of (legal) conflicts regarding the applications
Statistical analysis on the usage by Companies and customers of the applications in order to improve it
Providing customer service to you and the Company in regard to using the applications
Executing the agreement, legitimate interests
How do we disclose your personal data?
As you have undoubtedly learned from this privacy statement, the Move4U applications serve both the Companies and you, the Company's customer, in their common goal to execute the required services, whatever it may be. In some instances, you may provide us with your personal data and we become responsible for the disclosure of it to third parties. In most cases, however, your personal data has been shared with us by the Company that you have given it to.
Disclosure by the Company through the applications
One of the advantages of the Move4U applications is that you and the Company can share important updates and documentation with each other within the applications, for use in the move or administrative purposes. The sharing of documents, which contain personal data, is not just limited to you and the Company.
Especially in complex moves, where the Company might need to employ other businesses to do some of the work or needs to communicate with governmental agencies, your personal data might be shared with third parties. For instance, when the services' concerns an international move, your personal data will have to be shared to different moving companies and transport companies, who in turn might have to share your personal data - such as passport, insurance or visa documentation - to the appropriate (customs) agencies.
The sharing of your data in this manner takes place under the responsibility of the Company as the data controller using the Move4U applications. Questions, requests and the withdrawal of permissions need to be primarily be directed to the Company that you have contracted for the services.
Disclosure by Move4U
Via the applications, Move4U also provides your personal data to third parties on certain occasions. If we distribute your personal data as a data controller, the disclosures are limited to organizations we trust, that are vital for the running of our businesses.
Move4U uses the services of the following IT-companies for data storage, security and e-mail: Microsoft, Google, Azure, Auth0, Mandrill, and Postmark.
Move4U can also share your personal data with companies within our internal corporate structure, in order to do analysis on the usage of the applications or to make improvements and decisions on the future of the applications.
Lastly, your data can be shared with third parties if we are obligated to provide them in order to comply with a legitimate order given by a national authority, a court order, a subpoena or fiscal and/or legal obligations, accountancy-reasons, a change in the corporate structure such as a fusion or a branching-out or if Move4U must take legal action.
In all the previously laid out circumstances, we at Move4U will always endeavour to objectively weigh your privacy rights in good faith against the benefits of the disclosure or distribution of your personal data to third parties.
For how long does Move4U save your personal data?
Move4U keeps your personal data for as long as it is necessary in order for you and the Company to execute the required services, for Move4U to comply with fiscal- and other relevant laws, to fulfil contractual obligations to the Company, to maintain your account for future relations with Move4U and/or the previously used Company, for to service your administrative purposes regarding completed moves and to accomplish all the other goals as set out in this privacy statement.
Please refer to the following overview:
- The personal data in our applications is saved for up to 5 years. We have determined the length of this period based on our experience within the relocation industry and the behaviour of ex-pats that use the services of our associated companies. After this period, your data is anonymized and held only as a statistic for the Company records.
- If your account contains invoice and other Banking details that have applicable laws that obligate Move4U or Company to keep them properly administered, the personal data within these invoices are saved for up to 7 years.
How does Move4U protect the integrity of your personal data?
The security of your personal data is important to us. Move4U maintains its systems in accordance with the most recent industry standards to reasonably secure your personal data against unauthorized access, accidental or intentional manipulation, and loss, both during transmission and once it is received.
Move4U makes use of secured https-connections and SSH and/or SSL certificates to maintain the security of our website(s) and applications.
We keep your personal data on secure off-site databases with professional third parties managing the integrity of their data centres. These data centres are protected against unauthorized physical and remote access via strict protocols and secure credentials.
The Article 29 Working Party, set up under the E.U. Data Protection Directive of the European Parliament and of the Council, is made up of representatives from the data protection authorities of all E.U. Member States and from the European Commission.
All data on our web site(s) and service(s) is stored on Microsoft Azure servers. The Article 29 Working Party has:
- approved the Microsoft Data Processing Agreement which includes the Model Clauses, and
- found that the Microsoft Data Processing Agreement meets the requirements of the Directive with respect to Model Clauses.
The Luxembourg Data Protection Authority (“CNPD”) acted as the lead authority on behalf of the in accordance with the procedure of the Article 29 Working Party.
The security of your account and its associated credentials are guaranteed by the services of our digital-authorization partner Auth0.
Move4U has trained our employees to understand the responsibility that they have when they access your personal data. Any access to your personal data is restricted to only those individuals that have a need to know to fulfil their job responsibilities within Move4U. Move4U maintains a log-in and log-out policy for access to the administrator privileges to our applications.
What are your rights regarding the processing of your personal data?
The personal data that we process remains YOUR personal data. This means that you have the right to make the following requests regarding your data:
The Right to be Forgotten: This is the right to be erased from our systems. We can delete your personal data if the goal for which it was given to us, no longer needs to be served and keeping the data is no longer necessary. For example, The move is completed and you no longer wish to keep your account.
The Right to Access: This is the right to receive a copy of your personal data that we possess and process.
The Right of Data Portability: This is the right to receive a copy of your personal data in a file-layout manner that is considered portable and can be used with other organizations and applications. PDF, ZIP, and Word-documents are considered as such.
The Right to Correct or to Supplement: This is the right to require us that correct inaccurate or out of date personal data.
The Right to Object to Profiling and Automated Decision making: This is the right to have a human involved in the decision making regarding your personal data and the services we provide if you believe that an automated system or profiling has led to erroneous conclusions. For example, a business might decline to offer you certain services because your details hit several red flags in their automated system, which red flags a human would dismiss.
The Right to Object to the Processing & Right to Limit the Processing: You have the right to limit or object to the processing of your personal data due to special personal circumstances.
The Right to withdraw your consent: If consent is the basis for processing, you have the right to withdraw your consent to end or limit that processing.
In some circumstances, a change in your personal data or a withdrawal of consent may severely limit or delay the Company’s ability to provide you with the services related to the execution of the services.
For this reason, if Move4U receives a privacy-request from you during or after a move, your privacy-request is always discussed with the Company and - if applicable - handled directly by the Company as the data controller. It is possible that your requests might be denied for this reason, or other reasons that the relevant privacy laws may admit, such as a request that demands an unreasonable effort to be made by Move4U or the Company.
Move4U will always reply within 4 weeks of receiving your requests and - if possible - sooner.
How and with who can I get in touch for questions, complaints or to exercise my rights?
You can reach us via firstname.lastname@example.org. Please use the subject line to clearly state if you have a question, a complaint or wish to make a Privacy-request. You can also use the details listed under ‘Who is Move4u?’ to send us a letter.
If you do send us a question regarding your personal data, Move4U has the duty to verify your identity before disclosing any personal data to you. To that end, we request that you attach to your request a copy of your passport or a document that can help us confirm the request is being submitted by the right person.
If you have any complaints about the way we have handled your requests or your questions, we hope that you come to us with them first. If, however, you do not deem our solution to be adequate, you can file a complaint with your local National Privacy Authority.
The national Data Protection Authority of the Netherlands, the country where we are situated and can be contacted via the following link.