1. Introduction

Moova Global Mobility (“Moova”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, share and protect personal data when you visit our website, contact us, request a quotation, subscribe to our updates, use our moving, relocation, storage, pet relocation, property clearance or related services, or otherwise communicate with us.

This policy is intended to provide clear information about our processing activities and your rights under applicable data protection legislation, including the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and applicable Greek data protection law.

2. Who we are

MOOVA Global Mobility provides moving, international removals, relocation, storage, pet relocation, specialized moving, property and office clearance, and related destination services in Greece and internationally.

Controller: MOOVA Global Mobility IKE.

Registered address: 28 Erechthiou, 11742 Acropolis, Athens GREECE

Email: info@moovaglobal.com

Website: www.moovaglobal.com

For any privacy or data protection question, you may contact us using the email address above. For the purposes of data protection law, MOOVA Global Mobility acts as the Data Controller for the personal data we collect and process through our website, enquiries, communications and services. This means that we decide why and how your personal data is processed.

3. Personal data we may collect

Depending on your relationship with us and the service requested, we may collect and process the following categories of personal data:

  • Identity and contact details: name, surname, address, email address, telephone number, company name, job title and related contact information.
  • Move and service details: origin and destination addresses, access details, property details, inventory information, shipment details, relocation preferences, preferred dates, destination needs and service requirements.
  • Identification and administrative documents: passport, ID card, tax number, customs documents, powers of attorney, residence permits, visa or immigration documents, local registration documents, vehicle documents, pet documents, insurance documents or other documents needed for the requested service, where applicable.
  • Family and relocation information: where necessary for relocation services, information such as family members, schooling needs, housing preferences, pets, vehicles, accessibility needs or special assistance requirements.
  • Payment and billing details: invoice information, billing details, payment status and related accounting records. We do not intentionally collect full payment card details through our website unless a secure payment provider is used.
  • Communication records: emails, enquiry forms, newsletter forms, booking or quote request forms, call notes, client correspondence and information you choose to provide to us.
  • Website and technical data: IP address, browser type, device information, operating system, pages visited, time spent on the website, referral source, approximate location, cookie preferences and website usage data.
  • Marketing preferences: whether you have agreed to receive newsletters, updates, offers or other marketing communications from us.
  • Photos or videos: only where necessary for surveys, access assessment, packing records, condition reports, damage records, insurance or claim handling, quality control, or marketing use with consent.

We only collect personal data that is necessary for the purposes described in this Privacy Policy.

4. How we collect your data

We may collect personal data directly from you when you complete a website form, request a quotation, contact us by email or telephone, subscribe to a newsletter, make a booking or appointment request, sign a service document, send us documents, or use our services.

We may also receive personal data from relocation partners, moving agents, corporate clients, employers, customs brokers, suppliers, subcontractors, destination agents, insurance providers, pet relocation partners, storage providers or other parties involved in arranging and delivering the requested service.

5. Why we use your personal data

We use personal data only where we have a lawful reason to do so. The main purposes include:

  • Responding to enquiries and preparing quotations.
  • Planning, coordinating and delivering moving, relocation, storage, pet relocation, property clearance, specialised moving and destination services.
  • Preparing packing lists, inventories, transport documents, customs documents, insurance documents, service records and related operational documents.
  • Communicating with clients, agents, employers, partners, suppliers and service providers.
  • Arranging subcontracted services such as transport, packing, storage, customs clearance, handyman services, cleaning, pet relocation, vehicle transport, temporary accommodation, school search, home search, local registration or administrative support.
  • Managing website contact forms, newsletter subscriptions, quote request tools, booking or appointment tools, and customer enquiries.
  • Handling invoices, accounting, payments and tax obligations.
  • Managing claims, complaints, service issues, inspections, damage reports and insurance matters.
  • Improving our services, website, internal procedures, training and quality control.
  • Maintaining website security, analytics, SEO performance, cookie preferences and technical functionality.
  • Complying with legal, regulatory, tax, customs, insurance and contractual obligations.
  • Sending marketing communications only where permitted by law or where you have given consent, where required.

6. Lawful bases for processing

Depending on the situation, we may rely on one or more of the following lawful bases under the GDPR:

  • Contract: processing needed to provide a quotation, enter into a service agreement, or perform the requested services.
  • Legal obligation: processing required for accounting, tax, customs, immigration, transport, insurance, employment, regulatory or other legal obligations.
  • Legitimate interests: processing necessary for running our business, responding to enquiries, protecting our legal rights, preventing fraud, ensuring service quality, managing suppliers, maintaining records, improving our services and keeping our website secure, provided your rights do not override those interests.
  • Consent: for certain optional activities, such as newsletter subscriptions, non-essential cookies, analytics or marketing cookies, publication of identifiable photos or testimonials, or the processing of special category data where explicit consent is required.
  • Vital interests or public interest: only in exceptional circumstances where applicable.

7. Website tools, cookies and tracking technologies

Our website may use cookies, plugins, analytics tools, SEO tools, tracking technologies and similar technologies to operate properly, improve performance, understand how visitors use the website, support marketing activities and improve our services.

Cookies may be used to remember your preferences, make the website function correctly, analyze traffic, measure website performance, improve search visibility, protect the website from spam or security threats, and support communication or marketing activities.

Where required by law, non-essential cookies will only be used with your consent. You can manage or withdraw cookie consent through the cookie settings on our website or through your browser settings. For more details, please see our Cookie Policy, if published separately.

8. Google Analytics

We use Google Analytics to understand how visitors use our website and to improve our content, services and user experience.

Google Analytics may collect information such as pages visited, time spent on pages, traffic sources, device type, browser type, approximate location and user interactions. Google Analytics may use cookies or similar technologies.

Where required by law, Google Analytics cookies will only be activated after you give your consent through our cookie banner or cookie settings. You can also manage or block cookies through your browser settings.

9. Contact forms

When you submit a contact form on our website, we may collect the information you provide, such as your name, email address, telephone number, message, moving details, destination, preferred dates, type of service required and any other information included in your enquiry.

We use this information to respond to your request, prepare quotations, communicate with you and provide our services.

10. Newsletter tools

If you subscribe to our newsletter or marketing updates, we may collect your name, email address, subscription preferences and related communication data.

We use this information to send you company news, service updates, relocation information, moving tips, offers and promotional content permitted by law. You can unsubscribe at any time by clicking the unsubscribe link in our emails or by contacting us at info@moovaglobal.com.

We will not sell your personal data to third parties.

11. Booking and quote request tools

Our website may use booking, quote request, appointment or enquiry tools to allow visitors to request moving estimates, consultations, appointments or service information.

These tools may collect personal data such as your name, contact details, moving origin and destination, preferred dates, type of service required, property details, inventory details, access information and any notes or documents you choose to provide.

We use this information to process your request, prepare a quotation, arrange a consultation and communicate with you about our services.

12. SEO, analytics and website performance tools

Our website may use SEO, analytics, search performance and tracking tools to help us understand website traffic, improve website visibility, monitor search engine performance, improve website content and measure how visitors find and interact with our website.

These tools may process limited technical and usage data, such as IP address, device information, browser type, pages visited, traffic source, search performance data and general website interaction data.

Where these tools use non-essential cookies or similar tracking technologies, they will only be used where required consent has been provided.

13. Other website plugins and technical tools

Our website may also use technical, security, caching, translation, anti-spam, design, form, newsletter, booking, analytics, SEO or performance plugins.

These tools may process limited technical data such as IP address, browser information, device data, website activity and security logs where necessary for website functionality, security, performance, communication, legal compliance or service improvement.

14. Special category data and sensitive information

In some relocation or moving situations, we may receive information that is sensitive, such as health-related needs, disability access requirements, children’s schooling information, residence or immigration documents, nationality-related documents, family-related information, or special assistance requirements.

We will only process such information where it is necessary for the requested service, where permitted by law, or where you have provided explicit consent when required. We limit access to such information to those who genuinely need it for the service.

15. Sharing your data with third parties

We do not sell your personal data. We may share relevant data only when necessary for the provision of services, for website operation, for communication and marketing tools you use, or where required by law.

Third parties may include origin and destination moving agents, customs brokers, freight forwarders, shipping lines, airlines, road transport providers, storage facilities, insurance providers, relocation consultants, real estate contacts, schools, temporary accommodation providers, pet relocation specialists, vehicle transport providers, handymen, electricians, plumbers, cleaning providers, IT providers, website hosting providers, website plugin providers, analytics providers, SEO and tracking tool providers, contact form providers, newsletter and email marketing platforms, booking or quote request tools, accountants, legal advisers, payment service providers, public authorities and other service providers involved in your case.

We share only the information necessary for the specific purpose and expect our subcontractors, processors and partners to protect your data, use it only for the agreed purpose, and comply with applicable confidentiality and data protection obligations.

16. International transfers

Because moving and relocation services often involve international origin and destination agents, your personal data may be transferred outside Greece and outside the European Economic Area where this is necessary to arrange and complete your service.

Some website, analytics, newsletter, booking, SEO, hosting or technical providers may also process data outside the European Economic Area.

Where required, we take appropriate steps to protect your personal data, such as working with reputable partners, limiting the data shared to what is necessary, using contractual obligations, and applying appropriate safeguards where applicable.

17. How long we keep your data

We keep personal data only for as long as necessary for the purposes for which it was collected, including service delivery, legal, tax, accounting, insurance, customs, claim handling and record-keeping obligations.

Retention periods may vary depending on the type of document and legal requirement. In general, enquiry and quotation information may be kept for a reasonable period to manage follow-ups and business records; client service records may be kept for as long as necessary to provide the service, handle after-service support and deal with legal or insurance matters; accounting and tax records may be kept for the period required by law; newsletter and marketing data is kept until you unsubscribe or object, unless another lawful basis applies; and website technical, analytics, cookie and security data is kept for a limited period depending on the purpose and the settings of the relevant tool.

When data is no longer required, we securely delete, destroy or anonymize it in line with our internal procedures.

18. How we protect your data

We apply appropriate technical and organizational measures to protect personal data against unauthorized access, loss, misuse, alteration or disclosure. These measures may include restricted access, password protection, secure filing, confidentiality obligations, staff awareness, limited data sharing, secure disposal, controlled access to client documents and systems, website security tools and careful selection of service providers.

No transmission over the internet can be guaranteed as completely secure. However, we take reasonable steps to protect the personal data we process.

19. Marketing communications

We may send you updates, news, offers or service information permitted by law or where you have chosen to receive such communications.

You may unsubscribe or object to marketing communications at any time by using the unsubscribe option in our emails or by contacting us at info@moovaglobal.com.

We will not use your personal data for unrelated marketing without an appropriate lawful basis.

20. Photos, videos and testimonials

We may take photos or videos for operational reasons, such as pre-move surveys, access checks, condition reports, packing records, damage documentation, insurance or claims handling.

We will not publish identifiable photos, videos, testimonials, addresses, personal effects or client information for marketing, website, advertising or social media purposes without appropriate permission.

21. Your rights

Subject to applicable legal conditions, you may have the following rights in relation to your personal data:

  • Right to be informed about how your data is used.
  • Right of access to the personal data we hold about you.
  • Right to rectification of inaccurate or incomplete data.
  • Right to erasure, where applicable.
  • Right to restriction of processing, where applicable.
  • Right to data portability, where applicable.
  • Right to object to certain processing, including direct marketing.
  • Right to withdraw consent at any time where processing is based on consent.
  • Right not to be subject to decisions based solely on automated processing where applicable.

To exercise your rights, please contact us at info@moovaglobal.com. We may need to verify your identity before responding.

22. Automated decision-making

We do not currently make decisions about you based solely on automated processing that would produce legal effects or similarly significant effects. If this changes, we will update this Privacy Policy and provide the information required by law.

23. Data breach handling

If a personal data breach occurs, we will assess the nature and impact of the incident and take appropriate steps to contain and address it.

Where required by GDPR, we will notify the Hellenic Data Protection Authority without undue delay and, where feasible, within 72 hours of becoming aware of the breach. Where a breach is likely to result in a high risk to affected individuals, we will also inform them without undue delay when required.

24. Children’s privacy

Our website and services are not directed to children. We do not knowingly collect personal data from children through our website without appropriate parental or guardian involvement where required.

For relocation services, we may process children’s information provided by a parent, guardian, employer or authorized representative where necessary for family relocation, school search, immigration, housing or related support services.

If you believe that a child has provided us with personal data without appropriate permission, please contact us at info@moovaglobal.com.

25. Links to other websites

Our website may contain links to third-party websites, social media pages, platforms or services. We are not responsible for the privacy practices, content or security of external websites. Please read the privacy policy of any external website you visit.

26. Complaints

If you have a concern about how we handle your personal data, please contact us first so we can try to resolve it.

You also have the right to lodge a complaint with the Hellenic Data Protection Authority (HDPA / ΑΠΔΠΧ) or another competent supervisory authority.

27. Updates to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, website tools, plugins, cookie settings, technology or internal procedures. The latest version will be available on our website and will show the date of the most recent update.

28. Contact us

For privacy questions, data requests or concerns, please contact:

MOOVA Global Mobility

Email: info@moovaglobal.com

Website: www.moovaglobal.com

Registered address: 28 Erechthiou, 11742 Acropolis, Athens GREECE