Privacy policy

Data Protection Procedure

  1. Introduction

Atlas International Movers is committed to protecting the personal data of our employees, clients, and partners. As part of our operations and in accordance with our legal obligations, we must collect, process, and retain certain types of personal data. This policy outlines how we ensure that all personal information is handled responsibly, lawfully, and securely in accordance with the EU General Data Protection Regulation (GDPR).

The objective of this policy is to ensure that all individuals involved in processing personal data are fully informed of their responsibilities and adhere to data protection protocols. This policy applies to all employees of Atlas International Movers and to all personal data we collect and process from clients.

  1. Policy Scope and Commitment

Atlas International Movers ensures that:

    • Personal data is collected and processed fairly, lawfully, and transparently.
    • Personal data is collected for specific, explicit, and legitimate purposes only.
    • Only data strictly necessary for the intended purpose is collected.
    • All personal data is kept accurate, up to date, and is not retained longer than legally required (maximum of 7 years in accordance with Dutch tax law).
    • Personal data is processed in accordance with the rights of the data subjects.
    • Appropriate security measures are in place to protect data from unauthorized access, loss, or misuse.
    • Information collected via our website is used solely to analyze usage patterns to enhance the user experience.
  1. Data Management and Accountability

Atlas International Movers assigns a Privacy Manager to oversee global compliance with data privacy laws and internal policies. Privacy responsibilities are embedded in operational processes, and all staff receive annual training to ensure compliance with data protection standards.

Client data is stored securely in our ERP system, MoveWare. To facilitate international relocations, selected data may be shared with trusted third-party partners such as customs brokers, overseas agents, freight forwarders, and subcontractors. These partners are contractually bound to comply with our Data Protection Policy.

  1. Notification and Transparency

Atlas International Movers provides full transparency about our data protection practices in our contracts, quotations, and on our website. Depending on your relocation’s origin and destination, we may collect the following personal data:

    • Full name
    • Address, phone number, email
    • Date of birth
    • Passport copy
    • Social Security or tax number
    • Bank account details
    • Employer details
    • Insurance information
    • Details of household goods and flight schedules
    • Any other necessary relocation data

This data is stored securely within MoveWare.

  1. Consent and Choice

By engaging our services, clients provide explicit consent for the collection, processing, and management of their personal data, as outlined in this policy. This consent is freely given, informed, and specific.

  1. Data Collection Practices

We collect only the data necessary to deliver our services. Collection practices are lawful, fair, and transparent. Clients are informed about what data is required and why. Sensitive data is used only for its intended and approved purpose.

Clients are periodically asked to verify and update their information to ensure accuracy.

  1. Use, Retention, and Disposal

Personal data is used exclusively for service provision, client communication, and compliance with legal obligations.

    • Data is retained for a maximum of 7 years as required by Dutch tax law.
    • After this period, data is securely deleted using certified disposal methods, including digital scrubbing.
    • Confidential data is retained only for as long as strictly necessary.
  1. Data Access Rights

All individuals whose data we process have the right to:

    • Access their personal data;
    • Correct or update inaccurate data;
    • Request deletion, blocking, or restriction of data processing;
    • Object to certain types of data processing.

Requests must be made in writing to:

Atlas International Movers
Attn: Data Protection Officer
Bennebroekerweg 281
1435 CJ Rijssenhout (Amsterdam)
The Netherlands

Required information: file number, full name, and proof of identity.

Complaints may be directed to:

Dutch Data Protection Authority (Autoriteit Persoonsgegevens):
P.O. Box 93374, 2509 AJ The Hague, The Netherlands

  1. Data Sharing with Third Parties

Personal data is shared only with trusted third parties when essential for the delivery of services or required by law. All third parties are subject to strict due diligence and contractual obligations to comply with our data protection standards.

Unauthorized data disclosures by employees will result in disciplinary measures.

  1. Data Security
    Digital Data:
    • Account lockout after 3 failed login attempts
    • Passwords updated every 3 months
    • Data stored in a secure, cloud-based environment

Paper-Based Data:

    • Stored in locked cabinets with restricted key access
    • Burglar alarm and CCTV in place
    • Confidential documents destroyed using secure disposal methods
    • Archived files are securely stored onsite
  1. Data Accuracy and Quality

We strive to maintain accurate, complete, and relevant data. Data is collected from clients, employers, and official documents. Clients share responsibility for keeping their data up to date. Please inform us of any changes or inaccuracies.

  1. Monitoring and Enforcement

This policy is reviewed annually by the Operations and General Manager to ensure compliance with current laws and operational practices. Employees are required to understand and follow the policy. Privacy incidents are investigated, and corrective action is taken promptly.

  1. Key Definitions
    • Processing: Any operation performed on personal data (e.g., collecting, storing, disclosing, deleting).
    • Explicit Consent: A freely given, informed agreement for the use of personal or sensitive data.
    • Quality Manager: Responsible for ensuring compliance with data protection regulations and procedures.