Privacy Policy

1. Introduction

At VietBuddy, we respect your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, share, and protect your data when you use our travel support and concierge services.

By using VietBuddy's services, you agree to the collection and use of information in accordance with this Privacy Policy.

2. Information We Collect

2.1 Information You Provide to Us

When you use VietBuddy services, we collect information that you voluntarily provide, including:

• Contact Information: Name, phone number, email address, messaging app usernames (WhatsApp, Messenger, Telegram)
• Travel Information: Travel dates, destinations, itinerary details, accommodation information, flight details
• Preferences: Food preferences, dietary restrictions, activity interests, budget constraints, language preferences
• Payment Information: Payment method details (though we do not store full credit card numbers)
• Communication Content: Messages, questions, and information you share with us via chat platforms
• Emergency Information: Emergency contact details, passport information (if needed for bookings or emergencies)

2.2 Information We Collect Automatically

When you visit our website or use our services, we may automatically collect:

• Device Information: IP address, browser type, device type, operating system
• Usage Data: Pages visited, time spent on pages, click patterns, referral sources
• Location Data: General location information based on IP address or with your permission, precise location data
• Cookies and Tracking: Information collected through cookies and similar technologies (see Section 7)

2.3 Information from Third Parties

We may receive information about you from third-party services when we book or coordinate services on your behalf (hotels, tour operators, restaurants, transportation providers).

3. How We Use Your Information

We use the information we collect to:

• Provide Our Services: Deliver travel support, recommendations, bookings, and assistance as requested
• Personalize Your Experience: Tailor recommendations and suggestions based on your preferences and travel style
• Process Payments: Handle billing and payment transactions securely
• Communicate with You: Respond to inquiries, send booking confirmations, provide trip updates, and offer support
• Coordinate Third-Party Services: Share necessary information with hotels, tour operators, restaurants, and other service providers to fulfill your requests
• Improve Our Services: Analyze usage patterns to enhance our offerings and customer experience
• Ensure Safety: Provide emergency support and assistance when needed
• Comply with Legal Obligations: Meet regulatory requirements and respond to legal requests
• Prevent Fraud: Detect and prevent fraudulent activities and security incidents

4. How We Share Your Information

We do not sell your personal information to third parties. We only share your information in the following circumstances:

4.1 Service Providers

We share information with third-party service providers to deliver the services you request:

• Hotels and accommodations (for booking reservations)
• Tour operators and activity providers (for booking tours and experiences)
• Restaurants and cafes (for making reservations)
• Transportation providers (for arranging rides, airport pickups, private cars)
• Translation and interpretation services (when requested)

4.2 Payment Processors

We use trusted payment processors (PayPal, Wise, local banks) to handle transactions. These providers have their own privacy policies governing how they handle your payment information.

4.3 Legal Requirements

We may disclose your information if required by law or in response to valid legal requests from authorities.

4.4 Emergency Situations

In emergencies, we may share relevant information with medical facilities, embassies, emergency services, or your emergency contacts to ensure your safety.

4.5 Business Transfers

If VietBuddy is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change.

5. Data Security

We take the security of your personal information seriously and implement reasonable measures to protect it:

• Encrypted communication channels for sensitive information
• Secure storage systems with access controls
• Regular security assessments and updates
• Limited access to personal information (only authorized staff who need it to provide services)
• Secure payment processing through trusted third-party providers

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

6. Data Retention

We retain your personal information for as long as necessary to:

• Provide you with our services
• Comply with legal obligations (tax records, business records)
• Resolve disputes and enforce agreements
• Maintain records for legitimate business purposes

Typically, we retain customer information for up to 7 years after your last interaction with us, unless a longer retention period is required by law or you request earlier deletion.

7. Cookies and Tracking Technologies

7.1 What Are Cookies

Cookies are small text files stored on your device when you visit our website. We use cookies and similar tracking technologies to improve your experience and analyze website usage.

7.2 Types of Cookies We Use

• Essential Cookies: Required for the website to function properly
• Analytics Cookies: Help us understand how visitors use our website (via Vercel Analytics)
• Preference Cookies: Remember your settings and preferences (like dark mode)
• Marketing Cookies: Track conversions from advertising campaigns (if applicable)

7.3 Managing Cookies

You can control and delete cookies through your browser settings. However, disabling cookies may affect the functionality of our website.

8. Your Privacy Rights

Depending on your location, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal retention requirements)
• Restriction: Request restriction of processing of your information
• Portability: Request transfer of your information to another service provider
• Objection: Object to certain types of processing, including direct marketing
• Withdraw Consent: Withdraw consent for processing where we rely on your consent

To exercise these rights, please contact us using the information in Section 11.

9. Third-Party Services and Links

Our website and communications may contain links to third-party websites, services, or apps (such as WhatsApp, hotels, tour operators). We are not responsible for the privacy practices of these third parties.

We encourage you to review the privacy policies of any third-party services before providing them with your personal information.

10. International Data Transfers

VietBuddy operates primarily in Vietnam. If you are accessing our services from outside Vietnam, please be aware that your information may be transferred to, stored, and processed in Vietnam or other countries where we or our service providers operate.

By using our services, you consent to the transfer of your information to Vietnam and other jurisdictions that may have different data protection laws than your country of residence.

11. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or how we handle your personal information, please contact us:

• Email: hello@vietbuddy.vn
• WhatsApp: +31647722491

We will respond to your inquiry within a reasonable timeframe, typically within 30 days.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. When we make significant changes, we will:

• Update the “Last updated” date at the top of this page
• Notify active customers via email or messaging platforms
• Post a notice on our website

We encourage you to review this Privacy Policy periodically. Your continued use of our services after changes are made constitutes your acceptance of the updated Privacy Policy.

13. Children's Privacy

VietBuddy services are intended for travelers aged 18 and above. We do not knowingly collect personal information from children under 18 without parental consent. If you believe we have collected information from a child without proper consent, please contact us immediately so we can delete it.

14. GDPR & International Privacy Laws

For users in the European Union, United Kingdom, and other jurisdictions with comprehensive data protection laws, we are committed to compliance with applicable regulations including GDPR.

Legal Basis for Processing:

• Contract Performance: Processing necessary to provide our services
• Consent: Where you have given explicit consent
• Legitimate Interests: Processing necessary for our legitimate business interests
• Legal Obligations: Processing required by law