Privacy Policy

HallMatch is committed to protecting your privacy. This policy explains what personal data we collect, why we collect it, and how we handle it. We've written it in plain English.

Who we are

HallMatch is operated by Avoxy Technologies, the data controller for personal information processed through this site. References to “we”, “us”, and “our” in this policy mean Avoxy Technologies acting in that capacity.

You can write to us at The Old Bakery, 90 Camden Road, Tunbridge Wells, TN1 2QP, United Kingdom, or email [email protected].

What we collect and why

When you send an enquiry

We collect your name, email address, phone number (if provided), and event details (type, date, times, guest count, and any special requirements). We use this to forward your enquiry to the venue and to send you a confirmation email. We may also send a follow-up email 48 hours later to check whether you received a response.

When you claim a venue

We collect your name, email address, and phone number to verify your connection to the venue. We use a magic link sent to your email to authenticate you — we do not store passwords.

When you contact us

We collect your name, email address, and message so we can respond to your query.

Automatically

HallMatch keeps aggregate page-view counts per venue per day. These first-party counts are anonymous — we don't link them to your IP address, browser, or any personally identifiable information.

Separately, Google Analytics — which runs only if you accept cookies — collects its own usage data including IP address, browser, device, and pages visited. See the Service providers and Cookies sections below for details and how to opt out.

Enquiring with several halls

Sending one brief to several halls is free. We email the brief to the halls you choose — up to five — in your name, so each hall receives your name, email, phone (if provided) and event details, the same as a single enquiry.

The reply address on those emails is a uniquely-tagged HallMatch address, one per hall ([email protected]). When a hall replies we forward the email straight to your inbox and record only that a reply arrived and when. We do not read or store the content of replies. The reply timestamps power our anonymised, per-venue responsiveness metric. If reply tracking is not configured, halls reply directly to your own email address and we record nothing.

A brief you start but never send is kept as a draft so you can come back and finish it. Drafts are deleted 30 days after they were created.

How we source venue information

HallMatch compiles venue listings from publicly available sources including venue websites, Google Maps, and local authority directories. We process this publicly available business information under the “Legitimate Interest” lawful basis (UK GDPR Article 6(1)(f)) for the purpose of connecting hirers with community venues. Where a venue has not claimed its listing, the public contact address we hold for it may receive enquiries from hirers using HallMatch, and every one of those emails carries an unsubscribe link.

Listings created from public data are marked as community-sourced and may not reflect current information. Prices shown for unclaimed venues are estimates sourced from public data and should be confirmed directly with the venue.

Venue operators can claim their listing at any time to take full control of the information displayed. Any venue operator can also request corrections to or complete removal of their listing by contacting us or emailing [email protected]. We action removal requests within 5 business days.

Who sees your data

Venue contacts: When you send an enquiry, your name, email, phone, and event details are forwarded to the venue's contact email. The venue replies to you directly — we do not intermediate the conversation.

Service providers: We use the following services to operate HallMatch:

• Resend — sends transactional emails (enquiry confirmations, venue forwarding, follow-ups, magic links)
• Railway — hosts the website and the database, both in the Netherlands
• Cloudflare R2 — stores venue photos
• Google Analytics 4 — measures site traffic and how visitors use the site

We do not sell or rent your personal data.

Cookies

We use a small number of cookies:

• Session cookie — keeps you signed in if you have an account. Strictly necessary, does not require consent under UK GDPR.
• Consent cookie — remembers your choice from the cookie banner so we don't prompt you on every visit. Strictly necessary.
• Analytics cookies (Google Analytics) — help us understand which pages are popular and how the site is used. Only set if you accept cookies via the banner.

You can change your cookie choice at any time using the Cookie settings link in the footer.

How long we keep your data

• Enquiry data: your name, email address, phone number and anything you wrote in the “special requirements” box are erased 2 years after you sent the enquiry. What remains afterwards cannot be traced back to you: the type of event, the date, the guest count, and whether the hall replied. We keep that because it is what tells a hall how much demand its area has
• Account data: retained while your account is active
• Contact messages: emailed to us and also recorded, so that a request cannot be lost in an inbox. Your name, address and the message itself are erased one year after you send it; what remains is that a message arrived and when it was dealt with. The emailed copy stays in our email account until we delete it, in the same way as any message you send us directly
• Page view counts: retained indefinitely (no personal data)
• Google reviews: we show the rating and the review, never the reviewer’s name. We no longer collect those names, and any we collected in the past are erased by the same nightly job
• Hall diary bookings: the name, email and phone number recorded against a booking are deleted 24 months after the booking took place. The booking itself — its room, date and times — is kept as the hall’s own record

These deletions run automatically, every night, as a scheduled job. They are not something we have to remember to do.

Where your data is stored

The website and the database are hosted in the Netherlands, so the enquiries, accounts and bookings we hold stay in Europe.

Some of the companies we rely on are based in the United States, which means some personal data is transferred outside the UK: Resend (which sends our email), Cloudflare (which stores venue photos), Google Analytics, and Railway, whose servers are in Europe but whose company is American. Each of those transfers is covered by the safeguards UK law requires — either the UK Addendum to the EU Standard Contractual Clauses, or the UK Extension to the EU–US Data Privacy Framework — under the data processing terms we have with each provider.

Your rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you
• Ask us to correct inaccurate data
• Ask us to delete your data
• Object to how we process your data
• Request a copy of your data in a portable format

To exercise any of these rights, email us at [email protected]. We aim to respond within 30 days.

If you are unhappy with how we have handled your data or your request, you can complain to the Information Commissioner’s Office, the UK’s data protection regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113. We would rather you came to us first so we can put it right, but you do not have to.

Changes to this policy

We may update this policy from time to time. Material changes will be noted with an updated date at the top of this page.

Contact

If you have questions about this privacy policy or how we handle your data, please contact us or email [email protected].