Move Administer & GDPR
Version 0.0.0.1578 now contains some new features that will ‘assist’ you regarding GDPR which came into effect on May 25th. They are, the option to Print a Subject Access Report and to Anonymise data.
The Subject Access Request will show all *personal data held together with where this *personal data may also exist as in notepads and correspondence.
Anonymise will remove all *personal data (apart from names which will be replace by the Id), and where any *personal data exists within notepads and correspondence it will be hashed (#####) rather than removed.
*Personal data in this document is classed as name, address and communication (telephone, email, VoIP).
Internet
From the Actions menu of the Internet Browse you have the option to ‘Print Subject Access Request’ and ‘Anonymise’ the highlighted Internet Enquiry.
The Subject Access Request will show:
• Personal data from the Internet Enquiry.
• Personal data from Email Correspondence (ToEmail, CCEmail).
• All personal data that exists within the Internet Enquiry Notepad.
• A list of all Email Correspondence, highlighting all personal data that exists within the Correspondence.
• A list of all Email Logs.
Anonymising will:
• Clear personal data from the Internet Enquiry.
• Hash all personal data that exists within the Internet Enquiry Notepad.
• Hash all personal data that exists within the Email Correspondence.
• Hash all personal data that exists within the Email Log(s).
• Set the Internet Enquiry to Archived!
Baggage
As Internet.
Customer
From the Actions menu of the Customer Browse you have the option to ‘Print Subject Access Request’ and ‘Anonymise’ the highlighted Customer.
The Subject Access Request will show:
• Personal data from the Customer.
• Personal data from Enquiry(s).
• Personal data from Appointment(s).
• Personal data from Quotation(s).
• Personal data from Event(s).
• Personal data from Consignment(s).
• Personal data from Correspondence (ToEmail, CCEmail, Mobile).
• All personal data that exists within the Customer Notepad.
• Personal data from Account Option Defaults (Bank Account Name & Number).
• All personal data that exists in the Account Option Sales Text and/or Notepad.
• All personal data that exists within the Enquiry Notepad.
• All personal data that exists within the Appointment Directions.
• Personal data from Inventory (UBM & Service Number – Agility only).
• All personal data that exists within the Inventory Notepad, Comments and/or Declaration.
• All personal data that exists within the Quotation Packing Requirements, Wrapping Requirements, Special Instructions, Dismantling Requirements, Items Not To Move, Risk Assessment, Method Statement, Scheduling Requirements, Notepad, Included and/or Excluded.
• All personal data that exists within the Risk Assessment, Risk Hazard and/or Risk Recommendation.
• All personal data that exists within the Storage Quotation Included and/or Excluded.
• All personal data that exists within the Event Instructions.
• All personal data that exists within the Consignment Transit Notepad, Origin Agent Notepad, Destination Agent Notepad and/or Instructions.
• All personal data that exists within the Claim Details.
• All personal data that exists within the Complaint and/or Resolution.
• All personal data that exists within the Follow-Up Notepad.
• A list of Repository Documents.
• A list of all Correspondence, highlighting all personal data that exists within the Correspondence.
• A list of Email Logs.
• A list of SMS Logs.
Anonymising will:
• Clear personal data from the Customer.
• Hash all personal data that exists within the Customer Notepad.
• Clear personal data from Account Option Defaults and hash Sale Text and Notepad.
• Clear personal data from Enquiry(s) and hash Notepad.
• Clear personal data from Appointment(s) and hash Directions.
• Clear personal data from Quotation(s) and hash Packing Requirements, Wrapping Requirements, Special Instructions, Dismantling Requirements, Items Not To Move, Risk Assessment, Method Statement, Scheduling Requirements, Notepad, Included and Excluded.
• Hash all personal data that exists within Risk Assessment.
• Clear personal data that exists within Storage Quotation and hash Included and Excluded.
• Clear personal data that exists within Event(s) and hash Instructions.
• Clear personal data that exists within Consignment(s) and hash Transit Notepad, Origin Agent Notepad, Destination Agent Notepad and Instructions.
• Hash any personal data that exists within Claim(s).
• Hash any personal data that exists within Complaint(s).
• Clear personal data from Inventory(s) and hash Notepad, Comments and Declaration.
• Hash any personal data that exists within Follow-Up(s).
• Hash any personal data that exists within the Correspondence.
• Hash any personal data that exists within the Email Log(s).
• Hash any personal data that exists within the SMS Log(s).
• Set the Customer to Archived!
Email Logs
From the Actions menu of the Email Logs (Tools -> Email Log) you have the option to Anonymise Deleted Internet/Baggage Enquiry Email Logs. These options will process the Email Log and will hash the recipient and email address of any Internet/Baggage email log where the Internet/Baggage Enquiry has been deleted.
Caveats
• Subject Access Request and Anonymise is only available for individuals, therefore, if a Company name exists then the options are disabled.
• When anonymising a Customer that has accounting activity then the name will not be replaced by the Id.
• If any notepad/correspondence contains personal information that are not in specific Customer/Internet/Baggage fields then these will remain and will be your responsibility to remove/hash.
• The contents of Repository Documents cannot be checked; therefore, this will be your responsibility to view/edit/remove these.
• If an Internet/Baggage Enquiry has been converted to a Customer you will need to Anonymise the Customer too.
• Addresses will not be removed. If all other personal data has been cleared then keeping an address is only identifying a location rather than an individual, which means that analytical data can still be gathered in the future (Move Administer 2), but more importantly when taking a new enquiry Move Administer can still identify if the customer already exists on the system, even though no personal details exist, but then you are taking these again at the time of enquiry 😊
Please note: This only affects you if you are an insured remover!
I am sure you are well aware the Insurance Premium Tax rate increases from June 1st from 10% to 12%. Once this was announced, back in 2016 we made the necessary internal changes to Move Administer to ease the pain of this increase.
As per the increase from 6% to 9.5% on November 1st, 2015 the following still remains:
Removals
If you invoice your removal customer in May for an May move then the IPT rate is 10%.
If you invoice your removal customer in May for a June move then the IPT rate is 12%.
If you invoice your removal customer in June for an May move then the IPT rate is 10%.
Storage
If you invoice your storage customer in May for May then the IPT rate is 10%.
If you invoice your storage customer in May for May to July then the IPT rate is 10%.
If you invoice your storage customer in May for June then the IPT rate is 12%.
If you invoice your storage customer in June for May then the IPT rate is 10%.
The general rule is that the rate of IPT is decided upon the commencement of the contract and not the date/tax date of the invoice.
Move Administer already has a VAT/IPT Adjustments process on the Tools menu, however, minor tweaks have been made to ensure only the IPT is affected. When the process is executed the IPT rate will increase for all Services, unaccepted Quotations, unaccepted Quotation Services, current Storage and current Self Storage. With regards to Services, Quotations and Quotation Services the totals will be recalculated accordingly.
In October 2015 HMRC confirmed to me that if you are quoting in October for removals taking place in November then you can quote IPT at the new rate of 9.5%, so I don’t see this increase any being different, therefore you can quote for work from June onwards at the new IPT rate of 12%. However, to do this, I would recommend you create a new tax code (Tools -> Options -> Accounting -> Tax Codes) and set the rate at 12%. Your default IPT code will remain at 10%, but if you know the customer is moving on or after June 1st you can change the IPT code from within the quotation itself, also remembering to change it on any additional service you may be charging insurance and therefore IPT.
I hope this helps.
At the end of March 2017 the finalists of the Domestic Mover of the Year 2017 were announced as:
Squab Group
Kilmarnock Removals International Ltd
Maidmans Moving & Storage Limited
We are over the moon that 2 of the 3 above are Move Administer users, and past winners too with Kilmarnock looking to be the first back to back winners, and Maidmans looking for their third victory in the competition.
Maidmans were also a finalist of the Commercial Mover of the Year 2017 award too, a competition where fellow Move Administer user Specialised Movers picked up a Certificate of Merit.
And at the BAR Annual Conference held in May the winner was announced – congratulations to Squab Group for taking the coveted prize of Domestic Mover of the Year 2017. May we also take this opportunity to congratulate all those that made it to the closing rounds of all Mover of the Year competitions for 2017.
Pooley Removals & Storage of Rendlesham, Suffolk are the latest company to go live on Move Administer!
A 4 user system was chosen to replace their existing system, Remstar, for which we offer a complete data transfer utility, and a full day's training was provided split over 2 consecutive days.
It's great to be of service to everyone at Pooley Removals & Storage, who we've known since the days of Remstar for DOS way back in the 90's!
M.J. Christophers & Son of Newquay are the latest company to go live on Move Administer!
A 3 user system, complete with Shipping Administer was chosen to replace their existing system, Remstar, for which we offer a complete data transfer utility, and a full day's training was provided split over 2 consecutive days.
It's great to be of service to Mike and his team at M.J. Christophers & Son once again!
S&A Removals & Storage Ltd of Nottingham are the latest company to go live on Move Administer!
A 2 user system was chosen to replace their manual system, and a full day's training was provided split over 2 consecutive days.
This expediture came as a result of a glowing recommendation from David Dale Removals, thank you David!
Charles Wood & Sons of Oxford are the latest company to go live on Move Administer!
A 5 user system, complete with Shipping Administer was chosen to replace their existing system, Remstar, for which we offer a complete data transfer utility, and a full day's training was provided split over 2 consecutive days.
It's great to be of service to Tony and his team at Charles Wood & Sons once again!
The Movers & Storers Show is taking place on Tuesday November 1st and Wednesday 2nd, and this year has relocated to Hangar 42 at Bruntington Aerodrome!
After much deliberation it has been decided that we will not be exhibiting this year. This decision was not taken lightly as we have supported the show since it’s inception, and are usually one of the first exhibitors to book floor space, however, it is felt that developments in the industry do not warrant an annual conference, so have decided to take a sabbatical – but fear not as we do intend to return in 2017!
So, we have decided to hold a meeting a week or two after The Movers & Storers Show for Move Administer users at Old Thorns Hotel, located just off the A3 near our offices. We intend to show what we have achieved to date and what our short and long term goals are, including details on ‘apps’ we intend to release after Move Administer 2. Most importantly it is a way for us to be guided by our users in a collective manner, so do come prepared with questions, in return we have questions for all attendees.
We suggest the meeting be attended by regular users of Move Administer, as these are the people that matter most to us. Dependant on numbers we are hoping to make the day free of charge, but there may be a small nominal £20 charge per head for a hearty two course carvery lunch in the Kings Carvery Brasserie. And for those traveling from afar we will seek to get a room hire discount code, plus we will be available in the Sports Bar the evening before the meeting for an informal get together.
Watch your emails for a forthcoming survey which I trust will aide us to choose a date and calculate the number of attendees.
We look forward to seeing you in November!
Ps. Don’t forget to register for The Movers & Storers Show here.
PPs. No attendee is allowed to ask for a Move Administer 2 release date! 
At the beginning of March 2016 the the following 4 Move Administer users were in the shortlist of 7 for the coveted Domestic Mover of the Year 2016 award:
Alexanders Removals & Storage
Kilmarnock Removals International Ltd
Maidmans Moving & Storage Limited
Matt Purdie & Sons
At the end of March 2016 Kilmarnock Removals International Ltd became one of the final 3, with the winner to be announced at the BAR Annual Conference. Kilmarnock were also 1 of the final 3 of the Overseas Mover of the Year 2016 too!
At the BAR Annual Conference the winner was announced as none other than Kilmarnock Removals International Ltd! – Our congratulations go to all concerned at Kilmarnock, as well as all other entries that made it to the shortlist and finalist rounds.
P. Goddard & Sons Ltd of Brentford, Middlesex is the latest company to go live on Move Administer.
Goddard's are one of Britain's oldest family run removal companies, dating back to 1815, hence the wonderful tagline of "Moving you since Waterloo".
After a successful trial period, a glowing recommendation and talking to us at The Movers & Storers Show, a 3 user Move Administer complete with Survey Administer was purchased, complete with a full day's training, split over two consecutive days.
We look forward to being of service to everyone at Goddard's.
