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.

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, third-party services we use (Google Analytics and Serialstack) may collect their 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.

Concierge service

When you use the paid Concierge service, we share your name, email, phone (if provided) and event details with the venues we contact on your behalf. Outreach emails are sent from a uniquely-tagged address per venue ([email protected]) so we can detect when a reply arrives.

We do not read or store the content of replies. When a reply lands we record only the timestamp and forward the email body straight to your inbox; the body is not persisted by us. The reply timestamps power our anonymised, per-venue responsiveness metric.

Payments for the Concierge service are processed by Stripe. We store the Stripe session and payment intent identifiers needed to issue refunds, but never your card details.

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.

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)
• Vercel — hosts the website
• Cloudflare R2 — stores venue photos
• Neon — hosts the database
• Google Analytics 4 — measures site traffic and how visitors use the site
• Serialstack — records form submissions (enquiries, contact, claim) so we can see funnel performance

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: retained for 2 years, then automatically deleted
• Account data: retained while your account is active
• Contact messages: retained for 1 year
• Page view counts: retained indefinitely (no personal data)

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.

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].