Privacy Policy

MoveCortex (“we”, “us”, “our”) provides software for moving companies to manage quotes, jobs, dispatch, crew, and customer communications. This policy explains what personal data we collect, how we use it, who we share it with, and your rights regarding that data.

This policy applies to two types of people: moving-company accounts (“customers” or “you”) who use the MoveCortex platform directly, and the end-customers whose information moving companies enter into the platform on their behalf (“end-customers”). If you are an end-customer whose moving company uses MoveCortex, your moving company is the primary data controller for your information — please also review their own privacy practices.

Information we collect

We collect the following categories of information, depending on how you use our platform:

Account and company information

• Your name, work email address, phone number, and password (stored as a one-way hash via Supabase Auth).
• Your company name, company type, DOT/MC number, fleet information, and service areas.
• Billing and payment details — handled by Stripe; we do not store raw card numbers.

Business data you enter or that your end-customers submit

• Contact information: End-customer names, phone numbers, email addresses, and move addresses (origin and destination).
• Move details: Inventory lists, move dates, job notes, special instructions, and crew assignments.
• Quotes and pricing: Estimated cubic footage, weight, distance, labor costs, packing costs, and total quote amounts.
• Jobs and invoices: Job statuses, move dates, crew schedules, invoice amounts, payment records.
• Contracts: Move agreement text, e-signature records (typed name and timestamp).
• Call recordings and transcripts: If you use MoveCortex's call-tracking features, phone calls forwarded through our system may be recorded and transcribed. See the section below on Call Recording.
• AI summaries and extracted data: Summaries, sentiment scores, action items, and structured data automatically extracted from call transcripts using AI.
• Uploaded files and photos: Walkthrough videos submitted by end-customers for AI quoting, job-site photos uploaded by crew, and documents attached to jobs.
• Crew activity: Check-in/check-out times, GPS route data (if enabled), task completions, and notes added during a move.
• Communications: Emails and SMS messages sent through the platform on your behalf to end-customers, and any replies.

Usage and analytics data

• Pages visited and features used within the dashboard, used only to improve the product and to support your account.
• Error logs and crash reports to help us diagnose and fix issues.
• UTM parameters and landing page URLs submitted with lead forms, to help you understand where your leads come from.

How we use your information

• To operate the MoveCortex platform — generating quotes, scheduling jobs, sending emails and texts on your behalf to your end-customers, and processing payments.
• To provide AI-powered features — analyzing walkthrough videos to extract inventory, generating instant quotes, transcribing and summarizing calls, and suggesting follow-up actions.
• To send you operational communications — account confirmations, team invitations, billing receipts, and product updates.
• To provide customer support and respond to your requests.
• To improve our product — we may review aggregated, anonymized usage patterns to understand how features are used.
• To detect and prevent abuse, fraud, and security incidents.
• We do not sell your data or your end-customers' data to third parties for advertising.

Call recording and transcription

If you use MoveCortex's call-tracking features (powered by Twilio), inbound calls to your tracked number may be recorded and transcribed. Recordings and transcripts are:

• Stored in your MoveCortex account and accessible only to your team.
• Sent to OpenAI (Whisper) for speech-to-text transcription.
• Sent to Anthropic (Claude) for structured data extraction, summarization, and sentiment analysis.
• Retained for the duration of your account unless you delete them earlier.
• Never shared with other MoveCortex customers or used to train third-party AI models beyond the specific API call.

SMS communications

MoveCortex allows you to send SMS messages to your end-customers (lead notifications, instant quote links, job confirmations, and review requests) via Twilio. When you use these features:

• You are responsible for obtaining proper consent from your end-customers before texting them, in compliance with the Telephone Consumer Protection Act (TCPA) and applicable state laws.
• End-customers can opt out of SMS at any time by replying STOP.
• Message and data rates may apply to recipients.
• We do not use end-customer phone numbers submitted through the platform for our own marketing.

Third-party processors

We rely on the following infrastructure providers. Each processes data only as needed to provide their service to us:

• Supabase — managed PostgreSQL database and user authentication. Data stored in the US.
• Vercel — application hosting and edge functions.
• Resend — transactional email delivery (quotes, invoices, welcome emails, team invitations).
• Twilio — call forwarding, call recording, transcription, and SMS messaging.
• Anthropic (Claude) — AI-generated quote analysis, call intelligence, and follow-up suggestions. Walkthrough video frames, call transcripts, and related data are sent to Anthropic for processing.
• OpenAI (Whisper) — audio transcription of phone calls and walkthrough video narration. Audio files are sent to OpenAI for processing.
• Stripe — payment processing for invoices. Stripe handles card data directly; we store only payment status and Stripe payment IDs.
• Google Maps / Geocoding — distance estimation for move quotes. Origin and destination addresses may be sent for geocoding.

Data retention

• Account and business data is retained for as long as your account is active.
• End-customer data (contacts, quotes, jobs, communications) is retained under your account and is subject to your own retention practices.
• Call recordings and transcripts are retained until you delete them or your account is closed.
• You can request export or deletion of your account's data at any time — see Contact below.
• After account closure, we may retain anonymized, aggregated data for product analytics but will not retain personally identifiable information.

Security

• Data is stored in a managed PostgreSQL database with row-level security — every company's data is isolated and inaccessible to other companies.
• Passwords are never stored by us — authentication is handled by Supabase Auth with secure hashing.
• API keys and public tokens use cryptographically random values (UUID-based) and are validated on every request.
• All data in transit is encrypted via TLS/HTTPS.
• As with any beta software, treat this as an evolving product. We are not yet formally SOC 2 certified. We recommend not storing particularly sensitive data (government IDs, Social Security numbers) in the platform during the beta.

Your rights

Depending on your jurisdiction, you may have the right to:

• Access — request a copy of the personal data we hold about you or your account.
• Correction — request correction of inaccurate data.
• Deletion — request deletion of your personal data (subject to legal retention obligations).
• Data portability — request an export of your data in a machine-readable format.
• Opt-out of sale — we do not sell your data. This right is not applicable.

To exercise any of these rights, email privacy@movecortex.com. We will respond within 30 days.

Children's privacy

MoveCortex is a B2B platform for business use only. We do not knowingly collect personal data from anyone under 18. If you believe we have inadvertently received data from a child, please contact us immediately.

Cookies and tracking

MoveCortex uses only session cookies required for authentication — we do not use third-party advertising cookies, tracking pixels, or behavioral analytics cookies. We use minimal first-party analytics to understand product usage.

Beta-stage disclaimer

MoveCortex is currently in private beta. Features, this policy, and our terms may change as the product matures. We will notify active accounts of material changes to this policy with at least 14 days' notice where practicable.

Contact

Questions about this policy, data access requests, or deletion requests? Email privacy@movecortex.com.

This policy was written to be honest and readable, not to obscure what we do. If something is unclear, please ask.