Privacy Policy

1. Who is responsible

For the operation of the Moving Book web forms, platform infrastructure, and related processing described in this policy, Moving Book / MachTech Digital OÜ acts as a technology provider.

The moving company that sent you the quote link typically decides why your data is collected for its sales and quoting process. Depending on the situation, that company may act as an independent controller or as a joint controller together with us for specific processing activities. If you want to know how a particular company uses your data after you submit a quote, please also review that company’s own privacy information or contact them directly.

2. Scope of this policy

This policy covers the Moving Book marketing homepage and the customer-facing quote flows available at routes such as /i/{token}, /q/{token}, and /quotes/{quoteId}, as well as the /privacy and /terms pages.

It does not replace the privacy policy of the moving company you are dealing with, nor does it cover unrelated third-party websites you may visit through external links.

3. Personal data we process

Depending on what you enter into the form and which features are used, we may process the following categories of data:

• Identity and contact data: name, phone number, email address.
• Move details: preferred move date and time, notes, selected services (for example packing, assembly, or parking permit).
• Address and property data: origin and destination addresses, floor, number of rooms, elevator availability, access path notes, and related location labels.
• Inventory and pricing inputs: catalog items, quantities, room assignments, volume estimates, extras, currency, distance-related inputs, and calculated quote totals.
• Photos and annotations: images you upload from camera or gallery, room labels, and markers/labels placed on photos.
• AI assistance outputs: room suggestions and detected object labels/positions generated to help you complete the inventory faster. These outputs are derived from the photos you provide.
• Technical and usage data: browser type, device/network information needed to deliver the service, request metadata, security logs, and language preference stored locally in your browser.
• Link and account linkage data: tokenized quote links, company/quote identifiers needed to open the correct form, and submission status.

4. How we collect data

We collect data in the following ways:

• Directly from you when you complete and submit a quote form.
• From your device when you take or select photos and when the form stores temporary draft information in your browser session.
• Through Google Places (address autocomplete/details) when you search for or confirm an address.
• Through Google Gemini-based image analysis when photo detection is used to suggest rooms or inventory markers.
• From the moving company’s Moving Book workspace when a quote draft or link is created for you.
• Automatically from your browser for essential technical operation and to remember your selected language (localStorage key: mb.locale).

5. Why we process your data

We process personal data for the following purposes:

• To open the correct quote form for the link you received and to let you complete a move survey.
• To store your submission in Firebase (Firestore) and store photos in Firebase Storage so the moving company can review them.
• To calculate volume/pricing inputs and present a structured quote request.
• To improve form completion with optional AI photo detection and marker suggestions.
• To notify the relevant company (for example via push notification) that a quote has been submitted or updated.
• To secure the service, prevent abuse, troubleshoot issues, and maintain auditability of submissions.
• To provide the website in your preferred language and remember that preference.
• To comply with legal obligations and respond to lawful requests.

6. Legal bases (EEA/UK and similar laws)

Where the General Data Protection Regulation (GDPR) or comparable laws apply, we rely on one or more of the following legal bases:

• Contract / steps prior to contract: processing needed to provide the quote intake experience you requested through a company link.
• Legitimate interests: operating, securing, and improving the platform; preventing fraud/abuse; and enabling moving companies to manage quote workflows. We balance these interests against your rights.
• Consent: where required for optional features such as device camera/gallery access, or certain analytics/cookies if introduced later. You may withdraw consent at any time without affecting prior lawful processing.
• Legal obligation: where we must retain or disclose information to comply with applicable law.

7. Who we share data with

We do not sell your personal data. We share data only as needed to operate Moving Book:

• The moving company associated with your quote link, so it can review your submission and contact you about the move.
• Infrastructure and processing providers that help us run the service, including Google Firebase (Firestore database and Cloud Storage for photos) and Google Cloud / Gemini for optional photo analysis.
• Google Places / Maps-related services for address lookup and place details.
• Professional advisers or authorities where disclosure is required by law or necessary to protect rights, safety, or security.
• A successor entity if Moving Book is involved in a merger, acquisition, or similar corporate transaction, subject to appropriate safeguards.

8. International transfers

Moving Book may process data in Türkiye and in other countries where our providers operate, including locations outside your country of residence. Some Google services may process data in the United States or other regions.

Where required, we take steps designed to ensure an adequate level of protection, such as contractual safeguards and provider terms that include transfer mechanisms recognized under applicable data protection laws.

9. Retention

We retain quote-related personal data for as long as needed to provide the service to the relevant moving company, to resolve disputes, to maintain security logs, and to meet legal/accounting requirements.

Photos and form submissions generally remain available in the company workspace until the company archives or deletes them according to its own retention practices, or until deletion is required through a valid rights request that we can action.

Language preference stored in your browser remains until you clear site data or change the language setting.

Draft information kept in your browser session may be cleared when the session ends or when you leave/reset the form.

10. Security

We use technical and organizational measures appropriate to the nature of the data, including access controls, tokenized quote links, server-side validation, and encrypted transport (HTTPS).

No method of transmission or storage is completely secure. Please use the personal link you received carefully and avoid sharing it with people who should not see or edit your quote.

11. Your rights

Depending on your location, you may have rights to access, rectify, erase, restrict, or object to certain processing, and to data portability. Where processing is based on consent, you may withdraw consent.

To exercise rights related to a specific quote submission, contact the moving company that sent you the link and/or email us at info@mach-tech.io with enough detail to identify the request (for example the quote link, company name, and contact details used in the form).

You may also lodge a complaint with your local data protection authority if you believe your rights have been infringed.

12. Photos, camera access, and AI detection

Camera and gallery access are used only to let you capture or select photos for the quote. Photos may include household interiors and belongings; please avoid uploading images of unrelated people, identity documents, or sensitive content that is not needed for the move survey.

Optional AI detection analyzes the image to suggest a room type and inventory markers. These suggestions are assistive only; you remain responsible for reviewing and correcting the inventory before submission.

Photo analysis is performed to support quoting for the company that invited you and is not used to sell advertising profiles about you.

13. Cookies and local storage

The customer quote experience currently relies primarily on essential technical storage rather than advertising cookies. In particular, we may store your selected interface language in localStorage under the key mb.locale so the site can open in that language on later visits.

Your browser may also keep temporary draft/session information needed to continue filling a form. You can clear stored data through your browser settings.

14. Children

Moving Book quote forms are intended for adults arranging a move or acting on behalf of a household/business customer. We do not knowingly collect personal data from children. If you believe a child has submitted data through the service, contact us and we will take appropriate steps.

15. Changes to this policy

We may update this Privacy Policy from time to time. The “Last updated” date at the top of the page will change when we do. Material changes may also be highlighted on the website. Continued use of the service after an update means you have been informed of the revised policy as presented on this page.

16. Contact

For privacy questions about the Moving Book platform, contact:

Moving Book / MachTech Digital OÜ

Email: info@mach-tech.io