HelperEx — Privacy Policy
Effective Date: 24 March 2026 Last Updated: 17 April 2026
1. Introduction
HelperEx ("we", "us", "our") operates an AI-powered platform that matches domestic helpers with employers across Hong Kong, Macau, Singapore, the United Arab Emirates, and Saudi Arabia (the "Platform"). This Privacy Policy explains how we collect, use, store, share, and protect your personal data when you use our website, mobile application, and related services (collectively, the "Services").
By creating an account or using the Services, you acknowledge that you have read, understood, and agree to this Privacy Policy. If you do not agree, please do not use the Services.
This Privacy Policy is designed to comply with applicable data protection laws in the jurisdictions we operate, including:
- Hong Kong: Personal Data (Privacy) Ordinance (Cap. 486) ("PDPO")
- Singapore: Personal Data Protection Act 2012 ("PDPA")
- United Arab Emirates: Federal Decree-Law No. 45 of 2021 on the Protection of Personal Data ("UAE PDPL")
- Saudi Arabia: Personal Data Protection Law ("Saudi PDPL")
2. Definitions
In this Privacy Policy, the following terms have the meanings set out below:
| Term | Meaning |
|---|---|
| Helper | A domestic worker who registers on the Platform to find employment |
| Employer | An individual or household that registers on the Platform to hire a domestic helper |
| User or Member | Any person who creates an account on the Platform, whether as a Helper or an Employer |
| Platform | The HelperEx website, mobile application, and any associated technology infrastructure |
| Services | All features, tools, and functionality provided through the Platform, including matching, messaging, documentation assistance, and subscription services |
| Personal Data | Any information relating to an identified or identifiable individual |
| AI Agent | An automated system operated by HelperEx that communicates with Users via the Platform, WhatsApp, or other messaging channels |
3. Data Controller
HelperEx is the data controller responsible for the Personal Data collected through the Platform. For enquiries regarding this Privacy Policy or your Personal Data, please contact us at:
- Email: privacy@helperex.com
- Address: 1103-5, Allied Kajima Building, 138 Gloucester Road, Wan Chai, Hong Kong
4. Information We Collect
We collect different categories of information depending on whether you register as a Helper (domestic worker) or an Employer (household hiring a domestic worker).
4.1 Information Collected from Helpers
| Category | Data Fields |
|---|---|
| Identity & Contact | Full name, phone number (WhatsApp), email address, date of birth, age, gender, nationality, marital status, religion |
| Location | Current country/region, current district, current address in Hong Kong (if applicable), preferred work regions, timezone |
| Professional Profile | Primary skills, other skills, preferred duties, years of experience, number of previous employers, expected salary, availability, accommodation preference (live-in/live-out), current contract status, education level, bio/self-description |
| Work History | For each previous employment: role, employment period, location, family nationality served, duties performed, whether the contract was completed |
| Identity Documents | Passport bio page, Hong Kong Identity Card (HKID), current visa/entry stamp, release/termination letter from previous employer (ID 407E) |
| Media | Profile photograph, cooking photographs |
| AI-Generated Data | Screening score, screening status, personality traits (extracted from voice screening), profile embedding (vector representation used for matching) |
| Communications | Messages exchanged through the Platform or via WhatsApp, WeChat, Telegram, and in-app messaging channels, including messages exchanged with our AI agents |
| Voice Data | Voice call recordings, transcriptions, and AI-extracted structured data from voice screening calls (skills assessment, experience evaluation, personality analysis) |
4.2 Information Collected from Employers
| Category | Data Fields |
|---|---|
| Identity & Contact | Full name, family name, phone number (WhatsApp), email address, nationality, HKID number, occupation, timezone |
| Location & Household | Country/region, district, residential address, housing type, flat size (sq ft), number of bedrooms, whether there is a separate helper room |
| Family Composition | Number of adults, children, infants, and elderly in household; whether an existing helper is currently employed |
| Job Requirements | Job post title, job description, required duties, accommodation type offered, salary offered |
| Visa Application Data (collected during the Local Hire Visa flow) | Full name as on HKID, HKID number, nationality, occupation, residential address, monthly household income, income proof type, contract start date, primary duties, accommodation terms, rest days, food allowance, medical coverage, home leave arrangement |
| Financial Documents | Proof of financial position (IRD Notice of Assessment, bank statements), proof of residential address |
| Household Member Documents | HKID copies of household members, relationship of each household member to the employer |
| Existing Helper Documents | HKID of currently employed helper (if applicable) |
| Communications | Messages exchanged through the Platform or via WhatsApp, WeChat, Telegram, and in-app messaging channels, including messages with our AI agents |
| AI-Generated Data | Requirements embedding (vector representation used for matching) |
4.3 Information Collected Automatically
When you use the Platform, we automatically collect:
- Device information: Device type, operating system, browser type, screen resolution
- Usage data: Pages visited, features used, time spent on pages, click and interaction patterns
- Log data: IP address, access times, referring URLs, error logs
- Cookies and similar technologies: Session cookies for authentication, preference cookies, analytics cookies (see Section 11)
4.4 Information from Third Parties
We may receive information about you from:
- Authentication providers: When you sign in via phone OTP or third-party authentication services
- WhatsApp/messaging platforms: Message delivery status and metadata when we communicate with you through these channels
- Payment processors: Transaction confirmations, payment method type (we do not store full payment card details)
- Government databases: Where permitted and necessary for visa application processing
5. How We Use Your Information
We use your personal data for the following purposes:
5.1 Core Service Delivery
- Account creation and authentication: Verifying your identity and managing your account
- Profile creation and display: Displaying your profile to potential employers (for helpers) or to potential helpers (for employers), as appropriate to your role
- Matching: Using AI-powered algorithms, including semantic embeddings (pgvector), to suggest compatible helper-employer matches based on skills, preferences, location, salary expectations, and other relevant factors
- Job applications and hiring pipeline: Facilitating the application process, interview scheduling, offer management, and contract completion
- Visa and immigration documentation: Pre-filling and generating Hong Kong immigration forms (ID 988A, ID 988B, ID 407) based on information you provide, to streamline the hiring paperwork process
- Automated document processing: Using AI-based text and vision models to automatically extract structured information (such as names, dates of birth, document numbers, and expiry dates) from identity documents, visa stamps, and financial documents you upload. This reduces manual data entry, helps verify consistency across forms, and supports visa application processing. You may request human review of extracted information before it is relied upon in any submission made on your behalf (see Section 14)
5.2 AI-Powered Features
- Voice screening: Recording, transcribing, and analysing voice calls with helpers to assess skills, experience, and personality traits for the purpose of improving match quality
- Chat-based profiling: Analysing conversations (including WhatsApp, WeChat, Telegram, and in-app messages) exchanged between users and our AI agents or support team to build and refine user profiles, understand preferences, and improve the accuracy of helper-employer matching
- Semantic matching: Generating vector embeddings from helper profiles, employer requirements, and job postings to enable AI-driven compatibility scoring
- Automated communications: Using AI agents to conduct screening conversations, answer enquiries, and facilitate interactions between helpers and employers
5.3 Communications
- Contacting you: We will contact you via WhatsApp, phone, email, SMS, or in-app notifications regarding your account, applications, matches, interviews, and other service-related updates
- Marketing communications: With your consent, we may send promotional messages about new features, services, or offers. You may opt out at any time
5.4 Payments and Transactions
- Processing subscription payments, service order payments, and referral reward disbursements
- Maintaining transaction records for accounting and legal compliance
5.5 Platform Improvement and Safety
- Analysing usage patterns to improve Platform features and user experience
- Detecting and preventing fraud, abuse, and security threats
- Enforcing our Terms and Conditions
- Resolving disputes between users
5.6 Legal and Regulatory Compliance
- Complying with applicable laws, regulations, and government requests
- Supporting visa and immigration applications as required by Hong Kong Immigration Department or equivalent authorities in other jurisdictions
- Maintaining records as required by employment, tax, and financial regulations
6. Legal Basis for Processing
Depending on the applicable jurisdiction, we process your personal data on one or more of the following legal bases:
| Legal Basis | When It Applies |
|---|---|
| Consent | When you voluntarily provide your data by creating an account, submitting documents, or opting in to optional features such as voice screening or marketing communications |
| Performance of contract | When processing is necessary to provide the Services you have requested, including matching, job applications, and visa documentation |
| Legitimate interests | When processing is necessary for our legitimate business interests (e.g. improving the Platform, preventing fraud, analysing usage), provided these interests do not override your rights |
| Legal obligation | When processing is required to comply with applicable laws and regulations |
7. How We Share Your Information
We do not sell your personal data. We share your information only in the following circumstances:
7.1 Between Users and Profile Visibility
- Helper profiles (name, photo, skills, experience, nationality, languages, salary expectations, availability, bio, and cooking photos) are publicly viewable on the Platform by any registered or unregistered visitor. However, we use technical measures (such as
noindexmeta tags) to prevent Helper profiles from being indexed by external search engines such as Google. This means profiles are viewable on the Platform but are not directly discoverable via search engine queries - Employer job postings (duties, salary, location district, family composition, accommodation type) are visible to helpers browsing the job board
- Contact details (phone number) are shared only when an employer initiates contact with a helper through the Platform (e.g. via the WhatsApp contact button)
- Sensitive documents (identity documents, financial documents, HKID copies) are never displayed to other Users and are only used for visa application processing and verification purposes
7.2 Service Providers
We share data with trusted third-party service providers who process data on our behalf, including:
| Provider Type | Purpose |
|---|---|
| Cloud hosting (AWS) | Database hosting, file storage, authentication |
| Payment processors (Stripe) | Payment processing and subscription management |
| Messaging platforms (WhatsApp Business API / OpenClaw) | Delivering messages and facilitating AI-agent conversations |
| AI language and vision providers (Anthropic PBC — Claude API) | Extracting structured information from identity and financial documents, generating embeddings for helper-employer matching, operating AI agents, and producing screening analysis. Data is processed in the United States under Anthropic's Data Processing Addendum, retained by Anthropic for up to 30 days for trust-and-safety purposes, and is not used to train their models |
| Analytics providers | Understanding Platform usage and performance |
| Email/SMS providers | Sending transactional and marketing communications |
All service providers are contractually bound to protect your data and use it only for the specified purposes.
7.3 Government and Regulatory Authorities
We may disclose your information to government bodies (including the Hong Kong Immigration Department, Ministry of Manpower in Singapore, or equivalent authorities) when:
- Required by law, regulation, or court order
- Necessary for visa application processing at your request
- Required for the prevention or detection of crime
7.4 Business Transfers
If HelperEx is involved in a merger, acquisition, or sale of assets, your personal data may be transferred as part of that transaction. We will notify you of any such change and any choices you may have regarding your data.
8. International Data Transfers
HelperEx operates across multiple jurisdictions (Hong Kong, Macau, Singapore, UAE, Saudi Arabia). Your data may be transferred to and processed in any of these jurisdictions, as well as in jurisdictions where our service providers operate.
Where personal data is transferred outside of your jurisdiction, we ensure appropriate safeguards are in place, including:
- Contractual clauses requiring the recipient to protect data to a standard equivalent to the laws of your jurisdiction
- Transfers to jurisdictions recognised as providing adequate levels of data protection
- Obtaining your explicit consent where required by applicable law
9. Data Retention
We retain your personal data for as long as necessary to fulfil the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law.
| Data Type | Retention Period |
|---|---|
| Account and profile data | For the duration of your account, plus 2 years after account deletion or deactivation |
| Visa application documents | 7 years from the date of submission (to comply with Hong Kong immigration record-keeping requirements) |
| Financial documents | 7 years from the date of upload (to comply with tax and regulatory obligations) |
| Voice recordings and transcripts | 3 years from the date of recording, or until you request deletion, whichever is earlier |
| Chat and message history | 3 years from the date of the last message in the conversation |
| AI-generated data (embeddings, scores, extracted traits) | For the duration of your account, plus 2 years after account deletion |
| Payment records | 7 years from the date of the transaction |
| Usage and analytics data | 2 years from the date of collection |
After the applicable retention period, data is securely deleted or anonymised so that it can no longer be associated with you.
10. Data Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include:
- Encryption: Data in transit is encrypted using TLS 1.2+. Sensitive data at rest (identity documents, financial documents) is encrypted using AES-256
- Access controls: Role-based access control and Row Level Security (RLS) policies ensure that users can only access data they are authorised to view
- Authentication: Multi-factor authentication for administrative access; OTP-based authentication for user accounts
- Infrastructure security: Hosted on SOC 2-compliant infrastructure (Amazon Web Services). The primary data hosting region is Singapore. Data may also be processed in other regions where our service providers operate
- Monitoring: Automated monitoring for suspicious activity and security incidents
- Sensitive document minimisation: Identity documents and financial documents uploaded for visa processing are retained only for as long as necessary and are not used for any purpose beyond the stated processing purpose. These documents are stored in encrypted, access-controlled storage and are never exposed to other Users
- Incident response: In the event of a data breach that poses a risk to your rights, we will notify affected Users and the relevant data protection authority as required by applicable law
Despite these measures, no method of electronic transmission or storage is 100% secure. If you become aware of any security breach, please notify us immediately at privacy@helperex.com.
11. Cookies and Tracking Technologies
We use cookies and similar technologies to:
- Essential cookies: Maintain your authenticated session and remember your preferences
- Analytics cookies: Understand how users interact with the Platform to improve our Services
- Performance cookies: Monitor Platform performance and diagnose technical issues
You can manage your cookie preferences through your browser settings. Disabling essential cookies may affect the functionality of the Platform.
12. Your Rights
Depending on your jurisdiction, you may have the following rights regarding your personal data:
| Right | Description |
|---|---|
| Access | Request a copy of the personal data we hold about you |
| Correction | Request that we correct inaccurate or incomplete data |
| Deletion | Request that we delete your personal data, subject to legal retention requirements |
| Restriction | Request that we restrict the processing of your data in certain circumstances |
| Portability | Request a copy of your data in a structured, machine-readable format |
| Objection | Object to the processing of your data for certain purposes, including direct marketing |
| Withdraw consent | Where processing is based on consent, withdraw your consent at any time without affecting the lawfulness of prior processing |
How to Exercise Your Rights
To exercise any of these rights, please contact us at privacy@helperex.com. We will respond to your request within 40 days (Hong Kong), 30 days (Singapore), or as otherwise required by applicable law.
Jurisdiction-Specific Rights
- Hong Kong (PDPO): You have the right to request access to and correction of your personal data under Data Protection Principles 6. We may charge a reasonable fee for processing data access requests
- Singapore (PDPA): You have the right to access, correct, and request the deletion of your personal data. You may also withdraw consent for any specific purpose by contacting us. Please note that withdrawal of consent may affect our ability to provide the Services
- UAE (PDPL): You have the right to access, correct, restrict processing of, and request the deletion of your personal data, as well as the right to data portability
- Saudi Arabia (PDPL): You have the right to be informed about the collection and use of your personal data, to access it, to request its correction or destruction, and to lodge a complaint with the competent authority
13. Children's Privacy
The Services are not directed at individuals under the age of 18. We do not knowingly collect personal data from children. If we become aware that we have inadvertently collected data from a child, we will take steps to delete it promptly.
14. Automated Decision-Making and Profiling
We use automated systems, including AI algorithms, to:
- Generate match scores between helpers and employers based on profile data, preferences, and semantic similarity
- Screen helpers through voice calls and chat interactions, producing screening scores and personality trait assessments
- Build and refine profiles using information extracted from your conversations with us, including through WhatsApp and other messaging channels
- Extract information from documents you upload (identity documents, visa stamps, financial documents) using AI-based vision models to pre-fill forms and verify consistency. Extracted information is available for human review before it is relied upon in any submission made on your behalf
These automated processes inform the suggestions and rankings presented to users but do not make legally binding decisions without human involvement. Employers and helpers always retain the ability to review profiles, conduct interviews, and make their own hiring decisions.
If you have concerns about automated decision-making, you may contact us to request a review by a human member of our team.
15. Third-Party Links
The Platform may contain links to third-party websites or services (e.g. WhatsApp, government immigration portals). We are not responsible for the privacy practices of these third parties. We encourage you to review their respective privacy policies.
16. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by:
- Posting the updated Privacy Policy on the Platform with a revised "Last Updated" date
- Sending you a notification via email or in-app message where the changes are significant
Your continued use of the Services after such changes constitutes acceptance of the updated Privacy Policy.
17. Complaints
If you believe that we have not handled your personal data in accordance with this Privacy Policy or applicable law, you may:
- Contact us first at privacy@helperex.com — we will endeavour to resolve your concern promptly
- Lodge a complaint with the relevant data protection authority in your jurisdiction:
- Hong Kong: Office of the Privacy Commissioner for Personal Data (www.pcpd.org.hk)
- Singapore: Personal Data Protection Commission (www.pdpc.gov.sg)
- UAE: UAE Data Office (pursuant to Federal Decree-Law No. 45 of 2021)
- Saudi Arabia: The competent authority as designated under the Saudi PDPL
18. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or your Personal Data, please contact us:
- Email: privacy@helperex.com
- Address: 1103-5, Allied Kajima Building, 138 Gloucester Road, Wan Chai, Hong Kong
- Phone: +852 6058 6668
This Privacy Policy is provided in English. In the event of any inconsistency between translated versions, the English version shall prevail.