Privacy Policy

• Customers and enquirers whose removal enquiries, quotes and jobs are recorded in the system.
• Staff users who sign in to operate the system.
• Suppliers, agents and partners whose contact details are held so that work can be allocated and coordinated.

Total Moving Solutions Ltd is the data controller for personal data held in TMS. Our registered contact address is 44 Hall Lane, Walsall Wood, Walsall, WS9 9AS, United Kingdom.

Depending on your relationship with us, the system may hold:

• Name, telephone numbers, email address and postal addresses (including collection and delivery addresses).
• Enquiry and quotation details, such as move dates, inventory or volume, services requested and notes from calls or emails.
• Correspondence with us, including emails, SMS messages, call notes and uploaded documents or photographs relating to a move.
• Booking, job, invoice and payment records. Card details are processed by our payment provider and are not stored in full within TMS.
• For staff users: name, username, work email address, assigned role and permissions, and an audit record of sign-ins and actions taken in the system.
• Technical information generated when the system is used, such as browser type and timestamps recorded in our activity log.

We collect this information directly from you, from enquiry forms on our website, from telephone and email contact, and from partners or agents who refer work to us.

• To prepare and send removal quotations and respond to enquiries.
• To plan, allocate, deliver and invoice removal and storage services.
• To communicate with you about your move, including confirmations, reminders and follow-ups.
• To keep accounting, tax and insurance records as required by law.
• To administer, secure, support and improve the system, including keeping an audit trail of who accessed or changed a record.

Our lawful bases for processing are performance of a contract (or steps prior to entering one), our legitimate interests in running and improving the business, compliance with legal obligations, and consent where we ask for it, for example for marketing messages. Where we rely on consent you can withdraw it at any time.

The system uses simple automated rules to help our team work efficiently, such as flagging possible duplicate enquiries, allocating new enquiries to a member of staff and triggering reminder emails. These rules do not make decisions with legal or similarly significant effects, and a member of staff remains responsible for every quotation and booking.

Access to TMS is restricted to authenticated users, and each user only sees the records their role permits. Information may be shared with:

• Our staff and designated agents who need it to deliver your move.
• Suppliers, shipping lines, overseas agents and subcontractors involved in your move, limited to what they need to complete the work.
• Service providers who host or support the platform, including our cloud hosting and database provider, email and SMS delivery providers, document storage and payment processing providers, acting on our instructions.
• Insurers, professional advisers, or authorities where we are required or permitted by law to do so.

We do not sell your personal data, and we do not share it for unrelated marketing purposes.

Where a move involves an overseas destination we will share the details necessary for customs clearance, shipping and delivery with agents in that country. Some of our technology providers also process data outside the United Kingdom. Where that happens we rely on appropriate safeguards, such as UK adequacy regulations or standard contractual clauses.

The system is protected by individual user accounts, role-based permissions, database-level access rules and encryption of data in transit. Sensitive credentials such as connected mailbox tokens are stored encrypted. Activity in the system is logged so that access and changes can be reviewed. No system can be guaranteed completely secure, but we take reasonable technical and organisational measures to protect your information against unauthorised access, unlawful processing, accidental loss, destruction and damage.

Staff may choose to connect their work Google account so that quotations and correspondence can be sent from their own address and documents can be filed against a job. Where this is done, we access only what is needed for those tasks, we do not use the data for advertising, and a user can disconnect their account at any time from the settings screen.

We keep enquiry and quotation records for a reasonable period so that we can respond to repeat enquiries and handle disputes, and we keep completed job, invoice and payment records for as long as required by accounting, tax and insurance rules. Staff account and audit records are retained while the account is active and for a limited period afterwards. When information is no longer needed it is deleted or anonymised.

Under UK data protection law you have the right to:

• Ask for a copy of the personal data we hold about you.
• Ask us to correct information that is inaccurate or incomplete.
• Ask us to delete information where we no longer have a valid reason to keep it.
• Ask us to restrict or object to how we use your information.
• Ask us to transfer certain information to another provider.
• Withdraw consent where we rely on it, and opt out of marketing at any time.

To exercise any of these rights, contact us using the details below. We will normally respond within one month. If you are unhappy with how we have handled your information you can complain to the Information Commissioner's Office at ico.org.uk.

TMS uses only the storage necessary to make the application work, such as keeping you signed in and remembering interface preferences. It does not use advertising or third-party tracking cookies.

Any changes to this policy will be published on this page, and where appropriate we will notify affected users by email. Please check back periodically for the current version.

Questions, requests or complaints about how we use personal data should be addressed to: