Privacy Policy
Last updated: September 26, 2026
1. Introduction
FolioMatch helps event planners and venues compare a final event bill with the agreement behind it. Customers upload event contracts, banquet event orders (BEOs), amendments, change orders, final bills and related documents so FolioMatch can identify possible billing discrepancies and produce a report.
This policy explains what information FolioMatch handles when you visit this website or use the FolioMatch application, and how that information is used, shared and protected.
2. Information we collect
Account information
Your email address, first and last name, an optional profile photo, and sign-in details handled by our authentication service. If you sign in with Google, we receive the basic profile information Google provides for sign-in. New accounts must use a business email address.
Workspace information
For each planner or venue workspace: its name and type, optional logo, website, address and timezone, the people who belong to it and their roles (owner, admin or member), and invitations sent to join it.
Customer documents and review content
The files you upload (PDF documents and, optionally, CSV invoice exports) and the information FolioMatch derives from them, described in the next section.
Billing information
Your plan, purchases, subscription status, amounts, and the identifiers our payment processor, Stripe, returns for customers, payments, invoices and refunds. Card details are entered in a Stripe-provided checkout form; FolioMatch does not store card numbers.
Activity records
FolioMatch keeps a history of actions taken in a workspace, such as changes to a finding's status, closing or reopening a review, and team changes (invitations, role changes and removals). These records include the person's name and the time of the action.
3. Customer documents and customer data
Documents you upload are stored in private storage. They are not published or accessible through public links. Access is limited to signed-in members of the workspace the review belongs to, and is checked by our database on every request rather than only in the app's interface.
To perform a review, FolioMatch reads the text of each page and extracts structured information such as contract terms, rates, quantities, concessions, staffing and overtime terms, invoice lines and amounts, and short quotations from the source pages. From these it calculates findings, including the expected amount, billed amount, variance, the formula used and the supporting evidence. Reports you generate are saved as PDF files in the same private storage.
Customer documents and review content belong to the customer workspace that uploaded them. We use them to provide the FolioMatch service to that workspace.
4. How we use information
- To create and secure your account and sign you in.
- To run Event Reviews and audits: read documents, reconcile bills against agreements, and produce findings and reports.
- To manage workspaces, teams, roles and invitations.
- To process purchases and subscriptions and apply the review allowance of your plan.
- To keep an accurate history of review decisions and team changes.
- To respond to support requests.
- To keep the service secure and working reliably.
5. AI and automated processing
FolioMatch uses an AI language model to help read documents: to extract contract terms and invoice lines from page text, to recognise text on scanned pages that have no text layer, and to link agreement terms to bill lines. When a review runs, the text of the uploaded pages (and, for scanned pages, the page itself) is sent for this purpose.
The model is an OpenAI model accessed through the AI service of Lovable, the platform FolioMatch is built and hosted on. Requests are sent with storage of the response by the model service switched off.
The AI does not decide the money. Every amount in a finding is calculated by FolioMatch's own rules from the extracted terms and lines, and quotations are matched back to the original page text. Findings are presented as possible discrepancies for a person to review.
7. Data security
- Documents, reports, profile photos and workspace logos are kept in private storage and shown through short-lived signed links.
- Access to each workspace's data is enforced by database access rules tied to active workspace membership and role.
- Billing management is limited to the workspace owner; team management to owners and admins.
- Review decisions and team changes are recorded in history that cannot be edited afterwards.
- When someone is removed from a workspace, their access ends immediately.
8. Data retention
We keep account, workspace, document and review information for as long as the account or workspace remains active, so you can return to earlier reviews and reports. Re-running a review replaces its findings. Activity history and billing records are kept so the history of decisions and payments remains complete. We do not currently apply automatic deletion periods.
9. Your control and deletion
You can edit your name and profile photo on your profile page, and workspace owners and admins can edit workspace details and the logo and remove the logo at any time. Leaving or being removed from a workspace ends your access to it; your earlier actions remain in its history.
Deleting reviews, uploaded documents, workspaces or your account is not yet available inside the app. To request deletion or a copy of your information, email hello@foliomatch.io.
11. International data transfers
Our service providers may process information in countries other than the one you live in. Where this happens, we rely on those providers' safeguards for international transfers.
12. Your privacy rights
Depending on where you live and applicable law, you may have the right to access, correct, delete or receive a copy of your personal information, to object to or restrict certain processing, and to complain to a data protection authority. To make a request, email hello@foliomatch.io. We may need to verify your identity before acting on a request. Where a workspace uploaded information about you, we may refer your request to that workspace.
13. Children's privacy
FolioMatch is a business service for event planners and venues and is not directed at children.
14. Changes to this policy
We may update this policy as FolioMatch changes. When we do, we will update the "Last updated" date at the top of this page.
15. Contact us
Questions about this policy or your information: hello@foliomatch.io.