Privacy policy

Matchire.ai Pte. Ltd. ("Matchire", "we") runs Matchire.ai, a booking assistant for event vendors in Singapore. This policy explains what personal data we handle, why, and the choices you have. We handle personal data in line with Singapore's Personal Data Protection Act 2012 (PDPA).

Who this covers

• Vendors: businesses that sign up to use Matchire.
• Planners and customers: people who send an enquiry to a vendor that uses Matchire, by WhatsApp, email or a vendor's enquiry form.
• Visitors: people who use our website or request early access.

What we collect

• Vendor accounts: name, business name, email address, password (stored only as a secure hash), price lists, settings and calendar entries.
• Enquiries and messages: the content of messages planners send to a vendor, their name, phone number or email address, and event details they share (such as date, guest count and budget), plus the replies sent back. Messages that reach a vendor's connected WhatsApp number or email address but aren't booking enquiries (for example personal messages or newsletters) are filed separately and never answered. If a vendor hides a contact, that contact's messages are no longer stored or read.
• Early-access requests: name, business, business type, email address and WhatsApp number.
• Technical data: a login cookie to keep vendors signed in, and standard server logs.

How we use it

• To receive enquiries for vendors, prepare quotes from the vendor's own prices, draft and send replies, manage date holds and send follow-ups.
• To pass an enquiry to a partner vendor, only when the vendor who received it chooses to refer it.
• To contact people who asked for early access.
• To run, secure and improve the service.

We do not sell personal data, and we do not use enquiry content for advertising.

Who processes data for us

• Render hosts the application and its database.
• Meta (WhatsApp Business Platform) carries WhatsApp messages between planners and vendors.
• Anthropic provides the AI model that reads enquiries, drafts replies and turns uploaded rate cards into price lists. A vendor's price list, business notes, enquiry messages and a few of the vendor's own earlier replies (with prices, dates and client details removed, so drafts match the vendor's writing style) are sent to it only to do that. Under Anthropic's commercial terms, it may not train its models on this content.
• Google Workspace sends and receives our email, and keeps our daily database backups, which are encrypted before they leave our server.

These providers may process data outside Singapore. We use them under their business terms, which require them to protect the data.

Vendors and their customers

When a planner contacts a vendor, the vendor decides how that enquiry is handled, and Matchire processes it on the vendor's behalf. Questions about a specific booking are best sent to the vendor; we will help them respond.

Vendor price lists and account access

• Other vendors and partners never see a vendor's price list. Partners see the vendor's business name and category, plus one starting price only if the vendor turns that on.
• Matchire staff open a vendor's account only when the vendor asks us to, and only through a logged, read-only support view. Each visit records who opened it, why, when, and which pages were viewed. The vendor is emailed when a visit starts and can see every visit in Settings → Account.
• We never sell vendor data, and we don't use a vendor's prices or enquiries to compete with them.

How long we keep it

We keep vendor account data while the account is open. Enquiries and messages are kept for as long as the vendor needs them for their bookings, and deleted when the vendor deletes them or closes their account. Early-access requests are kept until we have followed up, or until you ask us to delete them.

Your choices and data deletion

You can ask to see, correct or delete personal data we hold about you, including WhatsApp conversations, or withdraw consent to being contacted. Email hello@matchire.ai from the address or with the phone number concerned, and we will respond within 30 days.

Security

Data is sent over encrypted connections, passwords are hashed, and our daily database backups are encrypted (AES-256) before they are stored or emailed. Access to a vendor's data is limited to that vendor's account and to the logged support view described above.

Requests from authorities

We review every request from a public authority for legal validity, challenge requests we consider unlawful, disclose only the minimum information required, and keep a record of each request and our response.

Contact

Matchire.ai Pte. Ltd., Singapore
Data protection contact: Sales department, hello@matchire.ai

We may update this policy; the date at the top shows the latest version.