Privacy Policy

This policy explains what Kai Moving, LLC (“Kai Moving”, “we”, “us”) collects about you, why, who we share it with, and what you can ask us to do about it. It covers this website, our customer portal, and the email and text messages we send you about your move or your stored goods.

1. What we collect

Information you give us. Your name, email address, phone numbers, billing and service addresses, the items you ask us to move or store — including photographs, descriptions, dimensions and any value you declare — and the content of messages you send us.

Information we create about your job. Quotes, bills of lading, invoices, payment records, delivery and warehouse activity, crew notes, and claim records.

Information collected automatically. When you use the site we receive the page URL, referring page, UTM campaign tags, IP address and browser user agent. When you sign a document electronically we additionally record the IP address, user agent and timestamp of the signing device, because the federal E-SIGN Act requires a document to be attributable to its signer.

Sign-in credentials. Portal passwords are stored only as a one-way hash — we cannot read them. If you enrol a passkey, the biometric or PIN that unlocks it never leaves your device and is never transmitted to or stored by us; we hold only the public key your device generates.

Payment details. Card and bank account numbers are entered directly into our payment processor and are never stored on Kai Moving systems. We retain only what the processor returns to us: the card brand, the last four digits, the expiry, and a token that lets us charge an authorised payment method again.

2. How we use it

To quote, schedule and carry out moving, storage, design and installation work; to bill you and collect payment; to send transactional email and text messages such as appointment confirmations, arrival windows, invoices and copies of signed documents; to investigate claims; to operate, secure and debug our systems; to meet tax, insurance and motor-carrier record-keeping obligations; and — only if you have asked for it — to send marketing.

3. Text messages

We send texts only to a number you have given us for that purpose. Message and data rates may apply, and frequency depends on your job. Reply STOP to any message to stop receiving them, or HELP for help. Opting out of texts does not opt you out of email or affect service — we will simply reach you another way. We do not sell or share mobile numbers or text-message consent with anyone for their own marketing.

4. Who we share it with

We share personal information only with providers who need it to run the business, and only for that purpose:

• Stripe — card and bank payment processing.
• Amazon Web Services — transactional email delivery, and hosting for parts of our infrastructure.
• RingCentral — text message delivery.
• Cloudflare — website delivery, DNS and protection against attacks.
• Google — address autocomplete, maps, and the analytics described in section 7.
• Mapbox — mapping and routing.
• Carriers, delivery partners and installers we engage for your job, and insurance carriers and adjusters when a claim is filed.

We also disclose information where the law requires it, to enforce our agreements, or to protect the rights and safety of people or property. If the business is sold or merged, customer records may transfer as part of that transaction.

We do not sell your personal information, and we do not share it for cross-context behavioural advertising.

5. How long we keep it

Transactional records — jobs, inventories, bills of lading, invoices, payments and signed consents — are kept for as long as tax, insurance and commercial-carriage rules require, which for most records is seven years after the engagement ends. Marketing contact data is kept until you unsubscribe or ask us to delete it. Portal sign-in sessions expire after 90 days. Item photographs are kept for the life of the storage account and for the claim window afterwards.

6. Security

Traffic to this site and to the portal is encrypted in transit with TLS. Portal access is role-based, so staff see only the records their job requires, and customer accounts see only their own. Passwords are hashed, two-factor authentication and passkeys are available, and administrative actions are logged. No system is perfectly secure; we do not claim otherwise. If a breach affects your personal information we will notify you and the relevant authorities as required by Texas law.

7. Cookies and analytics

This site uses first-party cookies to keep you signed in and to protect against cross-site request forgery. These are necessary for the site to work and cannot be switched off from within the site.

We also load Google Tag Manager, which in turn loads Google Analytics. These set third-party cookies and send Google your IP address, the pages you view and how you arrived, so we can understand which parts of the site are useful. You can opt out across all sites using Google's browser add-on, or block cookies in your browser settings. Blocking them does not affect your ability to use the site or the portal.

8. Your rights

Texas residents have rights under the Texas Data Privacy and Security Act, and we extend the same handling to everyone who contacts us. You may ask us to confirm whether we hold personal data about you and give you a copy, correct anything inaccurate, delete data we hold about you, or stop sending you marketing. Some records we must keep regardless — see section 5 — and we will tell you when that is the reason we cannot delete something.

Email privacy@kaimoving.com and we will respond within 45 days. If we decline your request you may appeal by replying to our decision; we will review the appeal and give you a written answer within 60 days, and if we still decline we will tell you how to complain to the Texas Attorney General.

9. Children

Our services are not directed to children under 13, and we do not knowingly collect personal information from them. If you believe a child has given us information, email us and we will delete it.

10. Changes to this policy

Material changes will be posted here, and the “Last updated” date above will change. If a change materially affects how we use information you have already given us, we will tell you directly rather than relying on this page.

11. Contact

Kai Moving, LLC
8815 Diplomacy Rd, Dallas, TX 75247
TxDMV 009969416C · USDOT 3723047

Email privacy@kaimoving.com or use the contact form.