MovingStorageApp.com
Privacy Policy
Effective date: November 2, 2026
Last updated: November 2, 2026
1. Who we are and what this policy covers
MovingStorageApp.com is software for moving and storage companies. It is operated by Summit Media Pro ("we", "us").
This policy covers:
- Website visitors: people who browse movingstorageapp.com or ask us for a demo.
- Companies and their users: the moving and storage businesses that use the software ("Companies") and the staff accounts they create ("Users").
- People a Company serves or works with: the Company's customers, and the carriers, drivers and crew it sends work to, whose information the Company enters or collects through the software.
Two different roles. For website visitors and for a Company's account and billing information, we decide how the information is used. For the information a Company puts into the software about its own customers, carriers and staff, we hold it for that Company; the Company decides what to collect and how to use it, and the Company's own privacy notice applies. If you are the customer of a moving or storage company that uses our software, please contact that company first about your information. If you contact us instead, we will pass your request to that company.
2. Information we collect
2.1 Website visitors
- Demo requests. When you ask for a demo or open the live demo, we store what you fill in (first name, last name, email address, phone number, company name and message), along with the address of the page that sent you and your browser's user-agent string.
- Analytics. The site uses Vercel Web Analytics to count page views. Before a page address is sent, any private link token in it is removed. A small set of named events (for example, that a demo request was submitted) can also be sent; they carry only short page names, never a name, email address, company name or search text.
- Request protection. To limit abuse, we count requests per IP address. The address is stored only as a one-way hash inside the counter's key.
- Hosting logs. Our hosting provider, Vercel, keeps technical request logs under its own settings.
The site has no advertising cookies, advertising pixels or third-party ad trackers.
2.2 Companies and their Users
- Account information. Each User's name, email address, phone number, role, permissions and Company. Users sign in with an email address and password through Supabase Auth, which stores the password in hashed form. Password resets are sent by email.
- Company onboarding. What a Company submits when it signs up: company registration, ownership and contact details, insurance and licensing information (including USDOT and MC numbers), business verification documents, an image of the signer's driver's license, and the signed onboarding agreement with the signer's typed name, the time, IP address and browser user-agent string.
- Subscription billing. Subscription invoices are handled by Stripe. For a subscription card authorization we keep the masked card number, billing ZIP code and the cardholder's license image. We no longer ask for an image of the payment card. Card images collected before October 16, 2026 may still be held in private storage.
- Activity and audit records. Actions taken in the software (for example, changes to an estimate, payments recorded, documents sent), who took them and when, and for audit entries the IP address and browser user-agent string. The software also keeps a list of the records each User opened recently and, while an estimate is open, shows which colleagues also have it open.
- Connected accounts. If a User connects an email account so the software can send on the Company's behalf, we store the connection's access details encrypted. Supported connections are Google (Gmail sending, and read-only message headers so the software can spot a bounced email it sent), Microsoft 365 (sending, and basic message properties for the same check) and an SMTP server. If a User connects a Google or Outlook calendar, appointment titles and notes are written to that calendar.
- Help assistant. Questions Users type into the in-app help assistant are stored with the User and Company.
- Payroll. Commission and pay figures the software calculates for a Company's staff from its jobs.
2.3 A Company's customers
A Company may enter, import or collect the following about the people it moves or stores for. A Company may also bring in records from software it used before, and we may carry out that import for it.
- Contact and move details: name, phone number, email address, pickup and delivery addresses, move dates, move size, notes, follow-ups and appointments, and how the person reached the Company (lead source and, for tracked calls, the advertising keyword).
- Leads from third parties: lead providers, website forms and automation tools the Company sets up can send new leads to the Company's own intake address. Inbound calls tracked by CallTrackingMetrics create leads with the caller's phone number, name and move details, and we keep a log of each incoming call-tracking message. The software does not store call audio.
- Inventory, estimates and storage: item lists, quantities and cubic feet, prices and charges, storage location, storage dates, statements and payments.
- Documents and electronic signatures: estimate proposals, interstate bills of lading, storage agreements and card authorizations. When a customer signs, we store the signature image, the signer's name, the time, the IP address and the browser user-agent string, and a frozen copy of the signed document fixed with a SHA-256 hash so later edits cannot change it. Documents signed before August 30, 2026 have no frozen copy and are shown from the current record with a notice saying so.
- Payment and card information: see the next section.
- Messages: emails a Company sends through its connected mailbox (we keep a copy in the record's history), text messages sent through the Company's Text Request account, and Quick Email messages, which carry an unsubscribe link.
- Email opens and document views: customer emails include a small image unique to each email. When it loads, or when a customer opens an estimate, document or statement link, we record the time, the IP address and the browser user-agent string so the Company can see the customer has looked. Each signature also adds a "document signed" activity record with the same details. Views by the Company's own staff and by automated mail scanners are left out where they can be recognized.
2.4 Card payments
Each Company signs with its own merchant processor and enters its own account details in the software. That processor runs the Company's card charges, and the money goes to the Company, not to us. The software keeps a record of amounts, dates and methods, with card numbers shown masked. On a card authorization form the customer gives a cardholder name, billing address and email, and a card number. What happens to the number depends on the Company's processor:
- Stripe or NMI, when that processor's secure card form is active: on the customer's form, the card number goes from the customer's browser directly to that processor. We receive only a token, the card brand, the last four digits and the expiry date.
- Other processors (for example Authorize.Net), or when that secure form is not active (for example NMI with no public key set up): the full card number on the customer's form reaches our servers and is stored encrypted (AES-256-GCM) in a card vault so the Company can charge it later.
- Cards staff enter, with any processor: Company staff can type a card number into a payment form or save a card on file. The full number reaches our servers and is stored encrypted in the same vault, whichever processor the Company uses.
- Using a stored number: the software decrypts a stored number only to send it to the Company's processor, or when a customer picks a saved card on a new card authorization so that authorization can use it.
- Security code: the card security code (CVV) is never stored.
- Photos: a Company may ask for, or require, a photo of the customer's driver's license and a photo of the card. These photos are kept in private storage, not in public links. A photo of a card shows the card number and is kept as an image, not in the encrypted card vault.
2.5 Carriers, drivers and crew
- Carriers and drivers who receive documents from a Company (bill of lading, job acceptance form, closing sheet, estimate) through a private link may sign them. We store the signature, name, time, IP address and browser user-agent string.
- A Company's public carrier load board shows only the state and ZIP code of each job's addresses, never the customer's name, email, phone number or street address.
- Fleet tracking. If a Company connects Samsara, we store each truck's details (name, plate, VIN, make, model, year, odometer) and its most recent location (latitude and longitude, speed, heading, address). Drivers' hours-of-service status, fuel level, engine hours and truck defects are read from Samsara to show on screen. The software keeps the latest location on the truck record, not a location history, and it does not track any phone's location.
2.6 Features that use AI services
- Broker Import. When a Company uploads a broker's job document for the scanner to read, the document is sent to Google's Gemini service to pull out the job details, and we keep a log of each scan.
- Email template drafting. When a User asks for a draft email template, the instructions and any existing template text are sent to Google's Gemini service.
- Help assistant. Answers come from our own help articles. The software also has an optional connection to Anthropic's Claude service, which sends a typed question and the related article text to Anthropic. It stays off unless we set it up.
4. How we use information
- to provide the software: storing records, producing and sending documents, routing jobs, and calculating storage, payroll and balances;
- to send the emails and text messages a Company or User starts, and the reminders and alerts a Company has switched on;
- to pass card payments to the Company's own processor, and to bill Companies for their subscription;
- to keep the service secure: sign-in, rate limiting, audit logs, detecting abuse and looking into incidents;
- to support Companies and Users, and to answer demo requests;
- to understand how the website is used, from the analytics described above;
- to meet legal obligations and enforce our agreements.
A demo request is stored so we can answer it. The software does not add it to a mailing list. We do not sell personal information.
6. How we protect information
- Data travels over HTTPS, and the site tells browsers to use HTTPS only.
- Each Company's records are separated by database row-level security and by server-side checks that tie every request to the signed-in Company.
- Stored card numbers and connected-account credentials (email, text messaging and card processor) are encrypted with AES-256-GCM.
- ID and card photos, verification documents and signed documents are kept in private storage.
- Signed documents are frozen with a SHA-256 hash and checked each time they are opened.
- Password-reset, payment, signing, private-link and other sensitive requests are rate-limited.
No method of storage or transmission is completely secure.
7. How long we keep information
The software has no fixed schedule for deleting ordinary records. They stay until a Company deletes them, with these specifics:
- Deleted leads. A Company's Super Admin can delete a lead together with its records; other Users cannot delete a lead that has payments, documents or signatures. When a lead is deleted, what is removed with it (estimates, payments, documents, card authorizations and stored files) is kept as a hidden copy for 30 days so our engineers can undo an accident. After that, a daily job erases the copy and its stored files, and removes the lead's name from the audit records of that delete. A file still used by another live record stays with that record.
- Signed documents and their frozen copies stay with the job they belong to.
- Company account history. Onboarding agreements, verification documents, identity images, payment authorization records and audit history are kept as part of the Company's account history, as the onboarding agreement says.
- Logs. Call-tracking message logs, customer activity records (opens and views) and sent-email copies have no automatic expiry.
- When a subscription ends. The software does not automatically delete a Company's records. A Company that wants a copy of its records or wants them removed can email us.
8. Your choices and rights
- Customers of a Company: contact the Company that handled your move or storage to see, correct or delete your information. If you contact us, we will pass your request to that Company.
- Email: every Quick Email carries an unsubscribe link.
- Text messages: texts go out through the Company's own Text Request account, and the software has no opt-out list of its own. To stop texts, contact the Company that sends them.
- Users: you can update your profile and disconnect your personal email connection in My Profile. Disconnecting erases the stored access details for that connection. Your Company's administrator controls your account.
- State privacy rights: depending on where you live, your state's law may give you rights over your personal information, such as asking to see, correct or delete it. To make a request, email us at the address below.
9. Children
The software and the website are for businesses and are not directed to children under 13.
10. Where information is stored
Our application runs on Vercel in the United States, and our database is hosted by Supabase in the United States. If you use the site from another country, your information goes to the United States.
11. Changes to this policy
When we change this policy, we post the new version on this page and update the date at the top.
12. Contact us
Privacy questions: info@summitmediapro.com
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