Privacy policy overview
This privacy policy explains how Movevia (operating at gvella.pro) collects, uses, and safeguards personal information related to furniture moving services. The policy focuses on practical scenarios: requesting an estimate, booking a move, and follow-up communications. Examples and case notes illustrate what data is needed for typical moves, how long it is kept, and how clients can exercise their rights.
Key definitions
To make privacy practices clear, we define terms used in this policy and show example situations such as estimate requests, on-site surveys, and post-move feedback. Each definition is followed by a practical case illustrating typical data flows during a move.
What data we collect
We collect data necessary to deliver moving services. Below are practical categories of data, followed by scenario-based examples that illustrate why each item is needed and how it is used.
Data you provide directly
When requesting estimates, booking services, or providing feedback, users typically share the following information. Each item ties to a common moving scenario to show its role in planning and execution.
- Contact details (name, email) — used to confirm appointments and send digital estimates; e.g., scheduling an on-site survey requires an email confirmation and appointment reminder.
- Phone number and address of origin/destination — required to coordinate crews and routes; e.g., route planning for a multi-stop move depends on precise addresses.
- Move inventory and special handling notes — helps generate equipment and crew estimates; e.g., moving a piano or antique dresser triggers a tailored handling plan.
- Preferred dates and time windows — used to reserve crew availability and plan logistics; practical case: splitting a move into two days for staged deliveries.
- Payment details necessary for deposits or invoicing (collected via secure third-party processors) — example: a deposit secures a booking for a weekend move.
- Photos or measurements submitted for remote quotes — used to create realistic estimates; scenario: a client sends photos of bulky furniture to avoid an unnecessary on-site visit.
Data collected automatically
When you use our website and online booking tools, some technical data is collected automatically to support functionality, improve service performance, and analyze usage patterns.
- Device and browser information — helps diagnose compatibility issues when a client uploads inventory photos or completes a booking form.
- IP address and general location data — used for fraud prevention and to estimate travel distances in automated quote tools.
- Usage logs and page interactions — used to identify and fix website issues and streamline the booking flow based on real user scenarios.
- Cookie identifiers and similar session data — support a smoother booking experience, e.g., remembering form progress during a lengthy inventory entry.
- Error reports and performance metrics — used to improve online estimate accuracy and the reliability of scheduling tools.
- Time stamps for submitted forms and service requests — used to sequence emergency move requests and priority scheduling during peak periods.
Data from third parties
In specific cases we receive personal data from trusted third parties to enable services or validate information. Examples below show common, limited situations where third-party data is used responsibly.
- Payment processors for billing confirmation — we receive transaction confirmations but do not store full card data on our systems.
- Address verification services to validate pickup and delivery locations for route planning in complex moves.
- Customer reviews platforms where users may link their feedback; we may reference these reviews for service improvement and case study summaries.
Why we collect personal data
We process personal data only for specific, reasonable purposes tied to move planning and customer service. Below are the main purposes with short, scenario-based explanations.
- To provide and manage moving services — example: confirming crew size and vehicle type based on the inventory provided for a residential move.
- To communicate about bookings, on-site surveys, and post-move follow-up — practical case: sending an arrival time window and instructions for building access.
- To process payments and issue receipts — scenario: secure deposit processing to hold a weekend booking.
- To improve services and website functionality using aggregated analytics — e.g., refining an estimate form that previously caused abandoned requests.
- To contribute incidents or complaints and support dispute resolution — practical case: reviewing delivery logs and photos after a documented damage report.
- To comply with legal obligations and safety requirements — example: retaining certain records for bookkeeping and workplace safety audits.
- To manage subcontractors and logistics partners when required for multi-location moves — limited data shared to coordinate pickup and delivery timing.
- To respond to user requests to exercise their privacy rights, including access, correction, or deletion of data when applicable.
Legal bases for processing
Where applicable, we rely on legitimate interests, contract performance, consent, or legal obligations as legal bases for processing personal data in the context of moving services. Each basis corresponds to specific scenarios described below.
- Contract performance: processing necessary to fulfill a booked moving contract, such as coordinating schedules and equipment.
- Legitimate interests: operational needs like fraud prevention, service improvement, and ensuring efficient route planning that do not override user rights.
- Consent: when providing marketing updates or optional survey requests following a move, where a user explicitly agrees to receive such communications.
- Legal obligation: processing necessary to comply with tax, accounting and workplace safety regulations.
GDPR and cross-border considerations
Although Movevia primarily serves customers in Canada, we recognize international data protection standards like the GDPR and apply similar safeguards when personal data crosses borders in the course of service operations.
- Right of access: clients can request a copy of personal data we hold about them, such as booking details and invoices, and receive a clear explanation.
- Right to rectification: clients may request correction of inaccurate contact details or move inventory descriptions.
- Right to erasure: where retention is no longer necessary and legal obligations permit, clients may request deletion of certain personal data.
- Right to restriction: clients can request limited processing while a dispute over accuracy is resolved.
- Right to data portability: where technically feasible, we will provide personal data in a structured, commonly used format for data provided by the user.
- Right to object: clients may object to processing based on legitimate interests; we will consider requests in light of operational needs and legal obligations.
When we share your data
We share personal data only for clear operational reasons, with trusted partners, and under safeguards appropriate for each scenario. Examples below show typical, limited sharing cases.
- Sharing with subcontracted movers or logistics partners to coordinate multi-location moves — only the data needed to perform the service is shared.
- Sharing with payment processors to complete business transactions — we do not store full payment card numbers on our servers.
- Sharing with legal or regulatory authorities when required by law, for example for tax or safety inspections.
- Sharing aggregated, anonymized usage data with analytics providers to improve website and booking tools; this data cannot be used to identify individuals.
- Sharing with property managers or building contacts when coordinating access for scheduled moves, limited to necessary scheduling information.
- Sharing with customer support platforms to resolve service issues or process claims; access is restricted to relevant communication threads and evidence.
International transfers
If personal data is transferred outside Canada to support service delivery (for example, to a cloud provider or a third-party processor), we take steps to ensure an adequate level of protection through contractual safeguards and industry-standard security measures.
Safeguards may include standard contractual clauses, data processing agreements, and verification of the recipient's security practices. Transfers are limited to what is necessary to provide the service or comply with legal obligations.
Data retention
We retain personal data only as long as needed for operational purposes, legal compliance, or legitimate business needs. Typical retention periods for common categories are shown below with practical examples.
Account and booking records: retained for up to 7 years for tax and accounting compliance and to support warranty or dispute resolution related to moves.
Customer communications and support tickets: retained for up to 3 years to address follow-up questions or service-related claims with documented evidence such as photos and delivery logs.
Technical logs and analytics: retained for up to 24 months in aggregated or pseudonymized form for operational improvement and security monitoring.
Deletion requests will be evaluated case-by-case. Where data must be preserved to meet legal obligations or to resolve an open claim, deletion may be deferred and the user will be informed of the reason and retention timeframe.
Security measures
We implement administrative, technical, and physical measures to protect personal data against unauthorized access, alteration, and disclosure. Measures are chosen based on risk and aligned with industry practices for service providers handling operational and customer data.
- Access control and role-based permissions to limit employee access to customer data needed for their tasks.
- Encrypted backups and secure transmission protocols (TLS) for data platform during bookings and payments.
- Regular security reviews, vendor assessments, and incident response procedures to detect and remediate vulnerabilities.
Your privacy rights
Clients have rights to access, correct, object to, or request deletion of personal data where applicable. The following items describe the main rights and how to exercise them with Movevia.
- Access: request a copy of personal data we hold, such as booking history and invoices. We will respond with options and any applicable verifications.
- Rectification: ask us to correct inaccurate or incomplete information, for example updating a delivery address before a scheduled move.
- Erasure: request deletion of personal data when there is no longer a legal reason to retain it; we will explain any limits tied to legal or operational obligations.
- Restriction and objection: request limited processing while a dispute is resolved or object to processing based on legitimate interests; we will evaluate requests in context and respond with practical options.
- Data portability: where applicable, receive personal data you provided in a structured, commonly used format to transfer to another service provider.
- Request data portability: you may request a copy of personal data in a commonly used, machine-readable format to transfer to another provider, when feasible.
- Withdraw consent: where processing is based on consent, you can withdraw your consent at any time; this will not affect processing already completed.
- Lodge a complaint with a supervisory authority: if you believe your rights under applicable privacy law have been violated, you may file a complaint with the appropriate regulator in Canada.
How to exercise your privacy rights
To exercise any of the rights noted above, contact Movevia by email at [email protected] or in writing to our office at 543 Lincoln Road, Windsor ON N8Y 2G6, Canada. Include a description of the request, the right you wish to invoke, and any information we may need to verify your identity. For example, when requesting access provide the address on the account and a recent billing reference so we can match records.
We strive to respond to verifiable requests within 30 days. If we need more time due to the complexity of the request, we will inform you and provide an expected completion timeline. If identification is incomplete we will ask for additional information, which may extend processing time.
Marketing and communications
Movevia uses contact details to send appointment confirmations, service updates, and promotional offers when you opt in. Practical example: if you schedule an in-home estimate, we will send a day-before reminder and a follow-up feedback request. Marketing contacts can receive periodic tips on safe furniture transport and packing checklists.
You can opt out of marketing messages at any time by clicking the unsubscribe link in emails, replying STOP to SMS, or contacting us at [email protected]. Opting out will not prevent transactional messages such as booking confirmations or legally required notices.
Children's information
Our services are aimed at adults arranging moving services. We do not knowingly collect personal information from children under 13. If we become aware that we have collected such information, we will take steps to delete it. Example scenario: if a minor's name appears on a shared household booking, we will remove or anonymize that data upon verification.
Third-party links
Our site and communications may include links to third-party providers for tools, mapping, or payment processing. These links are provided for convenience and have separate privacy policies. Example: a payment processor used for deposits will handle card data under its own terms; Movevia does not store full card numbers on our servers.
Changes to this privacy policy
We review this policy periodically to reflect service updates and legal requirements. When material changes occur we will post a revised policy at gvella.pro/privacy and note the effective date. Example: if we introduce a new client portal that stores inventory photos, we will update this section and provide migration details.