Privacy Policy
We take your privacy seriously. This policy explains exactly what data we collect, why we collect it, how we use it, and your rights regarding that data.
Privacy at a glance
- We collect information you provide directly, data generated through your use of our services, and limited technical data
- We use your data to provide our services, communicate with you, and improve our platform — never to sell to advertisers
- We do not sell your personal data to third parties
- We share data only with service providers necessary to deliver our services (GHL, Stripe, etc.)
- You have the right to access, correct, delete, and export your data
- We use industry-standard security measures to protect your information
- We retain data only as long as necessary for the purposes described in this policy
- Questions? Email us at privacy@movingcompany.bot
Table of Contents
- Who We Are
- Scope of This Policy
- What Information We Collect
- How We Collect Information
- How We Use Your Information
- Legal Basis for Processing
- How We Share Your Information
- Cookies and Tracking Technologies
- AI Systems and Conversation Data
- Data Retention
- Data Security
- Your Privacy Rights
- California Privacy Rights (CCPA)
- Children's Privacy
- International Data Transfers
- Third-Party Links and Services
- Changes to This Policy
- Contact Us
1.Who We Are
MovingCompany.bot operates the website at movingcompany.bot and provides AI chatbot, voice agent, and booking automation services exclusively for moving companies. We act as both a data controller (for data collected on our website and in our business operations) and a data processor (for end-user data collected through AI systems we deploy on behalf of our clients).
For privacy-related inquiries, contact us at: privacy@movingcompany.bot
2.Scope of This Policy
This Privacy Policy applies to:
- Visitors to our website at movingcompany.bot
- Prospective clients who book a demo or submit inquiries
- Clients who subscribe to and use our Services
- End users who interact with AI systems we deploy on behalf of our clients
This policy does not apply to third-party websites, services, or applications that may be linked from our website. Those services have their own privacy policies which we encourage you to review.
Note for moving company clients: If you are a moving company using our Services, your customers' interactions with your AI chatbot and voice agent are governed by both this policy and your own privacy obligations to your customers. You are the data controller for your customers' data. We encourage you to maintain your own privacy policy disclosing your AI systems to your customers.
3.What Information We Collect
3.1 Information You Provide Directly
- Account and registration information: name, business name, email address, phone number, business address, website URL
- Payment information: billing name, billing address, payment card details (processed securely by Stripe — we do not store full card numbers)
- Onboarding information: service area, pricing structure, business hours, moving specialties, frequently asked questions, brand assets
- Communications: emails, support requests, feedback, survey responses, demo call recordings (with consent)
- Demo booking information: name, company name, city, monthly move volume, email, phone number
3.2 Information Generated Through Your Use of Services
- Account activity: login times, features used, settings configured
- Performance data: chatbot conversation volumes, lead capture rates, appointment booking rates, call volumes
- System configuration data: bot settings, pipeline configurations, automation workflows
3.3 Information Collected Automatically
- Log data: IP address, browser type and version, operating system, referring URLs, pages visited, time and date of visits
- Device information: device type, screen resolution, language settings
- Cookie data: session identifiers, preference cookies, analytics data (see Section 8)
3.4 End User Data (Collected on Behalf of Clients)
When we deploy AI systems for our moving company clients, those systems may collect from the clients' customers:
- Name, phone number, email address
- Moving details: origin address, destination address, home size, floor level, move date
- Special item information: pianos, safes, antiques
- Appointment preferences and booking confirmations
- Phone call recordings and transcripts (where legally permitted and disclosed)
- Conversation content from chatbot interactions
4.How We Collect Information
- Directly from you: when you fill out forms, book a demo, subscribe, or contact us
- Automatically: through cookies, log files, and analytics tools when you use our website or services
- From third parties: payment processors (Stripe), analytics providers (Google Analytics), and our platform provider (Go High Level)
- From AI system interactions: conversations between your customers and AI systems we deploy on your behalf
- From phone calls: call recordings and transcripts generated by our voice agent technology
5.How We Use Your Information
| Purpose | Data Used |
|---|---|
| Providing and delivering our Services | Account info, onboarding data, system configuration |
| Processing payments and managing subscriptions | Billing information, payment history |
| Communicating with you about your account | Email, phone number, account activity |
| Providing customer support | Account info, support history, system logs |
| Improving and optimizing our AI systems | Aggregated, anonymized conversation data |
| Sending product updates and service announcements | Email address (required communications) |
| Sending marketing communications (with consent) | Email address, business information |
| Analytics and performance measurement | Log data, usage data, cookie data |
| Legal compliance and fraud prevention | Account info, payment data, log data |
| Enforcing our Terms and Conditions | Account info, usage data, communications |
We do not sell your personal data to advertisers or data brokers. We do not use your data to serve third-party advertising.
6.Legal Basis for Processing
We process personal data on the following legal bases:
- Contract performance: Processing necessary to deliver the Services you have subscribed to and fulfill our contractual obligations
- Legitimate interests: Processing for fraud prevention, security, service improvement, and analytics, where our interests are not overridden by your rights
- Legal obligation: Processing required to comply with applicable law, including tax and accounting obligations
- Consent: Processing for marketing communications and non-essential cookies, where you have provided explicit consent. You may withdraw consent at any time.
9.AI Systems and Conversation Data
9.1 Chatbot Conversations
Our AI chatbot systems collect and store conversation transcripts. These transcripts contain the information end users share during the conversation, including personal details about their moving needs. This data is:
- Stored in the client's Go High Level account
- Accessible to the moving company client and to us for support and optimization purposes
- Used in aggregated, anonymized form to improve our AI systems
- Not shared with other clients or sold to third parties
- Retained for the duration of the client's subscription plus 90 days
9.2 Voice Call Recordings
Our AI voice agent records inbound phone calls. Call recordings are:
- Stored securely in the client's GHL account
- Accessible to the moving company client
- Subject to applicable call recording consent laws (see Section 9.3)
- Retained for 90 days after the client's subscription ends
9.3 Call Recording Consent
Call recording laws vary by state. Some states require all parties to consent to recording (“two-party consent states”). Moving company clients are solely responsible for ensuring compliance with applicable call recording laws in their jurisdiction, including displaying required disclosures and obtaining required consents. We recommend including a call recording disclosure in your voice agent's greeting message.
9.4 AI Training
We may use aggregated, anonymized conversation data to improve our AI models and training datasets. We do not use personally identifiable information from your customers' conversations for AI training without explicit consent.
10.Data Retention
| Data Type | Retention Period |
|---|---|
| Account and billing information | Duration of subscription + 7 years (tax/legal compliance) |
| Chatbot conversation transcripts | Duration of subscription + 90 days |
| Voice call recordings | Duration of subscription + 90 days |
| Lead and CRM data | Duration of subscription (remains in your GHL account after cancellation) |
| Support communications | 3 years from last interaction |
| Website analytics data | 26 months (Google Analytics default) |
| Marketing communications | Until unsubscribe or 3 years inactivity |
Upon written deletion request following account termination, we will delete or anonymize your personal data within 90 days, except where we are legally required to retain it.
11.Data Security
We implement industry-standard security measures to protect your personal data, including:
- Encryption in transit: All data transmitted between your browser and our servers is encrypted using TLS/SSL
- Encryption at rest: Sensitive data is encrypted when stored
- Access controls: Data access is limited to personnel who need it to provide the Services
- Secure payment processing: Payment card data is handled exclusively by Stripe, which is PCI DSS compliant
- Regular security reviews: We conduct periodic reviews of our security practices
- Vendor security: Our key vendors (GHL, Stripe) maintain SOC 2 compliance and enterprise-grade security
Despite these measures, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security of your data. In the event of a data breach that affects your rights and freedoms, we will notify you in accordance with applicable law.
12.Your Privacy Rights
Depending on your location, you may have the following rights regarding your personal data:
Right to Access
Request a copy of the personal data we hold about you and information about how we use it.
Right to Correction
Request correction of inaccurate or incomplete personal data we hold about you.
Right to Deletion
Request deletion of your personal data, subject to our legal obligations to retain certain data.
Right to Portability
Request a copy of your data in a structured, machine-readable format to transfer to another service.
Right to Object
Object to our processing of your data based on legitimate interests, including direct marketing.
Right to Restrict
Request that we restrict how we use your data in certain circumstances.
Right to Withdraw Consent
Withdraw consent at any time where processing is based on your consent, without affecting prior processing.
Right to Opt Out of Marketing
Unsubscribe from marketing emails at any time via the unsubscribe link in any email we send.
To exercise any of these rights, contact us at privacy@movingcompany.bot. We will respond to verified requests within 30 days. We may need to verify your identity before fulfilling certain requests.
We will not discriminate against you for exercising your privacy rights.
13.California Privacy Rights (CCPA/CPRA)
If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA):
13.1 Categories of Personal Information We Collect
In the past 12 months, we have collected the following categories of personal information from California consumers:
- Identifiers (name, email address, phone number, IP address)
- Commercial information (subscription history, payment records)
- Internet or electronic network activity (browsing history on our site, interactions with our Services)
- Geolocation data (city/state level, derived from IP address)
- Audio/visual data (call recordings, with consent)
- Professional or employment-related information (business name, job role)
- Inferences drawn from the above to create a profile about your preferences
13.2 Your California Rights
- Right to Know: Request disclosure of personal information we collect, use, disclose, and sell
- Right to Delete: Request deletion of personal information we have collected, subject to exceptions
- Right to Correct: Request correction of inaccurate personal information
- Right to Opt-Out of Sale/Sharing: We do not sell or share personal information for cross-context behavioral advertising
- Right to Limit Use of Sensitive Personal Information: We do not use sensitive personal information beyond what is necessary to provide our Services
- Right to Non-Discrimination: We will not discriminate against you for exercising your CCPA rights
13.3 Do Not Sell or Share
We do not sell personal information as defined under the CCPA. We do not share personal information for cross-context behavioral advertising purposes.
13.4 Submitting California Requests
To submit a CCPA request, email privacy@movingcompany.bot with “California Privacy Request” in the subject line. We will respond within 45 days. You may designate an authorized agent to submit requests on your behalf.
14.Children's Privacy
Our Services are intended for business use by adults aged 18 and over. We do not knowingly collect personal information from children under the age of 13. If we become aware that we have collected personal information from a child under 13 without verification of parental consent, we will take steps to remove that information from our systems.
If you believe we may have collected information from a child under 13, please contact us immediately at privacy@movingcompany.bot.
15.International Data Transfers
MovingCompany.bot primarily serves customers in the United States. Our servers and service providers are primarily located in the United States. If you access our Services from outside the United States, your data will be transferred to and processed in the United States.
The United States may not have data protection laws equivalent to those in your country. By using our Services, you consent to the transfer of your information to the United States under the terms of this Privacy Policy.
16.Third-Party Links and Services
Our website and Services may contain links to third-party websites, services, and integrations. This Privacy Policy does not apply to those third-party services. We encourage you to review the privacy policies of any third-party services you access through our platform, including:
- Go High Level: gohighlevel.com/privacy-policy
- Stripe: stripe.com/privacy
- Google: policies.google.com/privacy
We are not responsible for the privacy practices or content of third-party services.
17.Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will:
- Update the "Last Updated" date at the top of this policy
- Send an email notification to registered clients
- Display a notice on our website
Your continued use of our Services after the effective date of any changes constitutes your acceptance of the updated policy. We encourage you to review this policy periodically.
18.Contact Us
For privacy-related questions, requests, or concerns, please contact us:
Privacy Officer — MovingCompany.bot
Email: privacy@movingcompany.bot
General inquiries: hello@movingcompany.bot
Website: movingcompany.bot
We aim to respond to all privacy requests within 30 days. For urgent matters, please include “URGENT PRIVACY REQUEST” in your subject line.
Questions about your privacy?
Email us at privacy@movingcompany.bot — we respond to all inquiries within 30 days.
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