1. Scope
This Privacy Policy applies to information collected through roomandroadmoving.com, our quote and contact forms, customer communications, moving-service records, and the private crew and lead portals operated by Room & Road Moving Company, LLC. A signed moving agreement, contractor agreement, payment-provider agreement, or other transaction-specific document may contain additional privacy or recordkeeping terms. If those terms conflict with this website policy for that transaction, the more specific document controls to the extent permitted by law.
2. Information we collect
Depending on how you interact with us, we may collect the following categories of information:
- Contact and identity information: first and last name, email address, phone number, mailing address, preferred contact method, and preferred contact time.
- Move and property information: pickup and drop-off addresses, unit or suite numbers, property type, number of bedrooms or stories, access conditions, elevators, requested date and time, requested services, inventory or specialty-item notes, parking or building requirements, move instructions, and other details you provide.
- Quote, contract, and service records: estimate and contract status, Job ID, pricing, scheduled services, signed documents, valuation selections, bills of lading, claims, delivery acknowledgments, and related communications.
- Communications: form submissions, emails, calls, text-message preferences, questions, feedback, and records of our responses.
- Photos, video, and incident documentation: images or recordings of belongings, property conditions, vehicles, equipment, injuries, damage, or other move-related events when reasonably needed to document condition, investigate an incident, support a claim, maintain safety, or provide the service. Marketing use is addressed separately in Section 10.
- Team and portal information: member code, membership level or role, contact and emergency information, assignments, activity submissions, start and end times, breaks, incident reports, uploaded photos, hours, pay rates, payment records, equipment records, training acknowledgments, and other workforce administration information.
- Location-verification result: when an authorized team lead selects “Arrived,” the device’s location may be used momentarily to verify presence near the job address. Our job record is designed to retain the verification result (“Arrived: Yes” or a failed verification), together with the Job ID, member code, date, and time—not the device’s raw latitude and longitude.
- Payment and tax information: payment status, amount, method, reference information, invoices, reimbursement records, tax forms, and related information. Direct-deposit or check processing may be handled by Bill.com or another payment provider, which processes information under its own privacy terms.
- Technical and usage information: IP address, browser and device type, approximate location derived from IP, referring pages, pages visited, login or security events, cookie identifiers, consent choices, and site-performance or diagnostic information.
Please do not place Social Security numbers, banking credentials, medical details, passwords, or other highly sensitive information in general website forms or move-notes fields unless we specifically request it through an approved secure process.
3. Sources of information
We collect information directly from customers, prospective customers, authorized representatives, contractors, crew members, team leads, and concierges. We may also receive information from our website and connected service providers, building or property contacts, payment providers, insurers, professional advisers, public records, and other parties involved in planning or completing a requested move.
4. How we use information
We may use information to:
- respond to inquiries and prepare, deliver, and follow up on estimates;
- verify addresses, plan routes, schedule personnel, and provide moving or packing services;
- create and manage customer, job, assignment, portal, incident, and payment records;
- communicate about quotes, contracts, appointments, delays, service changes, claims, safety matters, and payments;
- verify authorized team activity and calculate time and compensation;
- document the condition and handling of belongings, property, vehicles, and equipment;
- detect fraud, misuse, unauthorized access, technical problems, or safety concerns;
- operate, maintain, secure, troubleshoot, and improve our website, forms, portals, and connected systems;
- maintain insurance, tax, accounting, regulatory, legal, and business records;
- enforce our agreements and protect the rights, safety, and property of Room & Road, our customers, our team, and others; and
- perform other uses described when the information is collected or authorized by you.
5. Connected systems and service providers
We use service providers to operate our business. Depending on the interaction, information may be processed through services such as WordPress and Elementor hosting, forms and submissions; Google Maps, Places, and Geocoding for address completion and location verification; Google Sheets and Google Apps Script for customer, assignment, activity, and payment workflow records; email and communications providers; Simple Membership and related portal tools; Zapier or similar automation providers; Bill.com for contractor payments; security, accessibility, backup, optimization, and activity-log tools; and legal, accounting, insurance, claims, and technology advisers.
These providers may process information only as needed to provide their services to us or as otherwise permitted under their own terms and applicable law. Some providers may process information in locations outside your state or country.
6. When information may be disclosed
We may disclose information:
- to service providers and professional advisers supporting the purposes described above;
- to customers, authorized representatives, property contacts, insurers, claims professionals, or other parties involved in a move when reasonably necessary;
- to comply with law, regulation, legal process, insurance requirements, or a lawful government request;
- to investigate fraud, safety events, claims, suspected wrongdoing, or violations of our agreements;
- to protect people, belongings, property, systems, or legal rights; or
- in connection with a financing, merger, sale, reorganization, or transfer of some or all business assets, subject to appropriate protections.
We do not currently sell personal information or share it for cross-context behavioral advertising. If our practices change, we will update this policy and provide any choices required by applicable law.
7. Cookies and similar technologies
Our website may use cookies, local storage, pixels, and similar technologies. We organize them into the following categories:
- Necessary: security, network operation, form integrity, consent storage, authentication, and other functions required for the website or private portals to work.
- Functional: address tools, accessibility features, preferences, and enhanced website functions.
- Analytics: information used to understand site performance and how visitors use the website.
- Advertisement: technologies used for advertising or cross-site measurement, if we use them in the future.
Where required, non-necessary technologies are blocked until you make a choice. You may accept, reject, or customize available categories through the cookie banner and later change your selection using the consent-preferences control. Blocking functional technologies may limit features such as address autocomplete. Browser controls may also allow you to restrict cookies, but some website functions may not work properly.
8. Phone, text, and email communications
When you submit a quote or contact request, you authorize us to respond about that request using the contact information and method you provide. Message and data rates may apply. Consent to receive marketing communications is not a condition of purchasing moving services. You may opt out of promotional email using its unsubscribe method and may opt out of promotional texts by replying STOP, where applicable. We may continue sending non-marketing messages reasonably necessary for a requested quote, booked move, safety issue, account, claim, or payment, as permitted by law.
9. Location verification
Location verification is limited to authorized team activity. When a team lead submits an arrival event, the portal may request device-location permission and compare the temporary location with the applicable job address. If permission is declined, the arrival submission may not be accepted and the user will be asked to enable location and try again. Location is not required for “End Job.” We do not use this feature to continuously track a team member.
10. Photos, video, and marketing
Room & Road may take or receive photos or recordings when reasonably necessary to document pre-move condition, packing or protection, delivery condition, incidents, claims, safety, training, or service performance. Operational documentation may be retained with the relevant job or incident record.
We will not intentionally use identifiable customers, private home interiors, addresses, personal documents, or identifiable belongings in public marketing without permission or another lawful basis. When marketing permission is requested, it is voluntary and may be addressed in a separate media consent. Withdrawing future marketing permission does not require us to delete operational, legal, insurance, claim, or previously authorized published records when retention or continued use is lawful.
11. Data retention
We retain information only for as long as reasonably necessary for the purposes described in this policy, including completing requested services, maintaining customer and workforce records, administering payments, supporting claims, resolving disputes, enforcing agreements, and meeting legal, tax, insurance, safety, and regulatory obligations. Retention periods vary by record type. We may delete or de-identify information when it is no longer reasonably required.
12. Security
We use reasonable administrative, technical, and physical safeguards designed for the nature of the information we process. Measures may include access controls, member codes, password requirements, secure connections, limited permissions, activity records, backups, and service-provider controls. No website, transmission method, or storage system can be guaranteed completely secure. Please notify us promptly if you suspect unauthorized portal or account activity.
13. Your choices and privacy requests
Subject to applicable law and appropriate verification, you may request access to, correction of, or deletion of certain personal information; ask questions about our use or disclosure of information; change communication preferences; or withdraw cookie consent. Some information may be retained when required or permitted for contracts, payments, taxes, insurance, claims, safety, security, fraud prevention, regulatory compliance, or legal rights.
Submit a request to roomandroad@196global.com. We may ask for information reasonably necessary to verify your identity and locate the relevant records. Authorized agents may be required to provide proof of authority. We will not discriminate against a person for exercising rights provided by applicable privacy law.
14. Children’s privacy
Our website and services are intended for adults arranging moving services or participating in authorized business operations. They are not directed to children under 13, and we do not knowingly collect personal information directly from children under 13 through the website. Contact us if you believe a child submitted information to us.
15. Third-party websites and services
Our website may link to or integrate services we do not control. Those providers’ privacy and security practices are governed by their own policies. Review their notices before providing information directly to them.
16. Changes to this policy
We may update this Privacy Policy as our services, systems, or legal obligations change. The effective date above identifies the current version. Material changes may also be communicated through the website, consent banner, portal, or another reasonable method.
17. Contact us
Room & Road Moving Company, LLC
235 Ponce De Leon Place, Suite M196
Decatur, Georgia 30030
Email: roomandroad@196global.com
Website: roomandroadmoving.com