Privacy Policy

Introduction

Symvox ("we", "us", "our") is committed to handling personal data with care and transparency. This policy explains what data we collect, how we use it, with whom we may share it, and the rights you hold over your information. It applies to all visitors to our website and to individuals who contact us in connection with our consulting services.

Our processing activities are conducted in accordance with the Law on Cybersecurity (Law No. 24/2018/QH14), the Law on Information Technology (Law No. 67/2006/QH11), and applicable personal data protection provisions under Vietnamese law. Where our work involves clients or data subjects in jurisdictions with additional data protection requirements, we take appropriate steps to comply with those requirements as well.

1. Data We Collect

We collect personal data in the following circumstances:

Contact form submissions: When you complete our website contact form, we collect your name, email address, phone number (if provided), and the content of your message.

Direct correspondence: If you email or call us directly, we retain records of that communication, including any personal data contained within it.

Analytics cookies: With your consent, we may collect anonymized data about how visitors interact with our website through analytics tools. This does not identify you personally. See our Cookie Policy for detail.

Engagement data: During consulting engagements, we may process business data that contains personal information about employees or other individuals within your organization. This data is handled under the terms of our engagement agreement and applicable confidentiality obligations.

2. How We Use Your Data

We use personal data for the following purposes:

Responding to enquiries: When you contact us, we use your data to respond to your message and, where relevant, to follow up regarding a potential engagement.

Service delivery: During an active engagement, we use contact and communication data to manage the working relationship, schedule sessions, and deliver agreed outputs.

Legal obligations: We may process data as required by applicable Vietnamese law or in connection with legal proceedings.

Site improvement: Anonymized analytics data helps us understand how our website is used so that we can improve its content and navigation. We do not use this data for profiling.

3. Legal Basis for Processing

We process personal data on the following legal bases:

Consent: For analytics cookies and any marketing communications, we rely on your affirmative consent, which may be withdrawn at any time.

Legitimate interest: For responding to contact form submissions and managing pre-engagement communications, we rely on our legitimate interest in conducting business operations responsibly.

Contractual necessity: During an active engagement, data processing necessary to deliver contracted services is carried out under the terms of our engagement agreement.

4. Data Retention

We retain personal data for the following periods:

Contact enquiries (no engagement): 12 months from last contact, after which data is deleted unless you have consented to longer retention.

Engagement-related data: 5 years from the close of the engagement, in accordance with Vietnamese commercial record-keeping requirements.

Analytics data: Anonymized analytics data is retained for up to 26 months before being deleted or further anonymized.

5. Data Sharing

We do not sell personal data to third parties under any circumstances. We may share data with:

Service providers: Trusted technology providers who process data on our behalf (such as website hosting and email services) under contractual data processing agreements.

Professional advisors: Legal, accounting, or compliance advisors in connection with our own operations, where required and under confidentiality obligations.

Regulatory or legal bodies: Where required by applicable Vietnamese law or valid legal process.

6. Security Measures

We maintain organizational and technical measures appropriate to the sensitivity of the data we process. These include access controls limiting data access to staff with a business need, encrypted data storage and transmission for sensitive engagement materials, regular review of security practices, and a documented breach response process. In the event of a data breach affecting your personal information, we will notify affected individuals in accordance with applicable legal requirements.

7. Cookies

Our website uses cookies to function correctly and, with your consent, to collect anonymized analytics data. Essential cookies cannot be disabled as they are required for basic site operation. Optional analytics, marketing, and preference cookies are activated only with your consent. For full detail on cookie categories and how to manage your preferences, please refer to our Cookie Policy.

8. Your Rights

You have the following rights in relation to personal data we hold about you:

Access: You may request a copy of the personal data we hold about you.

Rectification: You may ask us to correct inaccurate or incomplete data.

Erasure: You may request deletion of your personal data where there is no legitimate basis for continued retention.

Objection: You may object to processing based on legitimate interest.

Withdrawal of consent: Where processing is based on consent, you may withdraw consent at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, please contact us at [email protected]. We will respond within 30 days. If you are dissatisfied with our response, you may refer the matter to the relevant Vietnamese authority under the Ministry of Information and Communications.

9. Third-Party Links

Our website may contain links to external websites. We are not responsible for the privacy practices of those sites, and this policy does not cover data collected by third parties. We encourage you to review the privacy policies of any sites you visit through external links.

10. Children's Privacy

Our services are directed at business professionals and organizations. We do not knowingly collect personal data from individuals under the age of 18. If we become aware that we have collected data from a minor, we will delete it promptly.

11. Policy Updates

We may update this policy from time to time to reflect changes in our practices or applicable law. Material changes will be noted by updating the "Last Updated" date at the top of this page. Continued use of our website or services following such updates constitutes acceptance of the revised policy.

12. Contact for Data Matters

Symvox
143 Nguyen Thi Minh Khai, District 1
Ho Chi Minh City 700000, Vietnam

Email: [email protected]