Website Privacy Policy

1. Introduction & Entity Identity

This Privacy Policy governs your access and use of the website operated by Indochina Link Vietnam Co., Ltd. (ICLV)(Tax Code: 0314028165; Certificate of Eligibility for Accounting Services No. 157/KDKET, Ministry of Finance of Vietnam). It is prepared under Vietnam's Law on Personal Data Protection (Law 91/2025/QH15) and, for users in the EU/EEA, the GDPR (Section 9). For the data we handle when delivering services to clients, see ourPersonal Data Protection Policy.

2. Information We Collect

We collect personal data only to the extent necessary to respond to your requests and keep the website secure:

2.1 Information You Actively Provide

• Contact & Identification: Full name, email address, phone number (optional), and company name (optional) submitted via consultation inquiry forms and quote calculators. The newsletter form collects your email address only.
• Consultation Context: The service you are interested in, your message and, for quote requests, business structure, industry sector, number of investors, investment scale, and additional services you select.

2.2 Technical Data When You Submit a Form

• The country from which the form was submitted (derived from your connection; your full IP address is not stored on our servers)
• The page on which you submitted the form, and the result of the bot check (Cloudflare Turnstile)
• Your IP address is used only briefly to limit repeated submissions and is not stored

2.3 Browsing Data (Only With Your Consent)

If you accept the Analytics category in the cookie banner, Google Analytics 4 (Google) and Microsoft Clarity (Microsoft) collect data about how you use the site, such as pages viewed, referral source, device and browser type, approximate location, session duration, and recorded interactions such as clicks, scrolling and heatmaps. Under Decree 356/2025/ND-CP, data that tracks behavior on online services is classed as sensitive personal data, so we collect it only after you opt in. We do not use this data for advertising.

2.4 Job Applicants

CVs and related details you email to career@indochinalink.com are used only for recruitment.

3. Cookies and Tracking Policy

When you first visit, a cookie banner lets you choose between essential cookies only and the optional Analytics category. Nothing is pre-selected. Analytics scripts (Google Analytics 4 and Microsoft Clarity) do not run unless you accept Analytics. Google Maps on the contact page loads only when you click to load it. We do not use advertising or marketing cookies.

You can change or withdraw your choice at any time using the "Cookie settings" button in the page footer. Withdrawing Analytics consent deletes the analytics cookies. You can also manage cookies in your web browser settings.

4. Legal Bases for Processing

Under Vietnam's Law on Personal Data Protection (Law 91/2025/QH15), we process your personal data on the following bases:

• Your consent: Submitting a contact or quote form (you tick the consent box), subscribing to the newsletter, and loading analytics cookies through the cookie banner. You can withdraw consent at any time (see Section 8).
• Cases that do not require consent (Article 19 of Law 91/2025/QH15): Where the law allows processing without consent, including performing an agreement between you and ICLV, and meeting obligations under Vietnamese law.

Data from contact and quote forms is used only to respond to your request and provide advice. We do not use it for marketing unless you subscribe to the newsletter.

5. Data Security & Storage

ICLV applies management and technical measures appropriate under the Law on Personal Data Protection, including:

• Encrypted connections (HTTPS/TLS)
• Bot protection on forms (Cloudflare Turnstile) and limits on how often a form can be submitted
• Role-based access, limiting data access to staff assigned to handle it
• Encryption of stored data by our infrastructure provider (Cloudflare) according to its standards

If a violation of personal data protection rules occurs that the law requires us to report, we notify the specialized personal data protection agency within 72 hours of discovering it (Article 23 of Law 91/2025/QH15) and inform affected individuals where the law requires. For data subjects in the EU/EEA, GDPR Articles 33 and 34 also apply.

6. Data Sharing & Cross-Border Transfers

We do not sell or rent your personal data, and we do not share it with third parties for advertising. Information is disclosed only as follows:

• Statutory Authorities: When required by Vietnamese tax, judicial, or regulatory bodies in compliance with legal obligations.
• Cloudflare: Hosts the form backend and database (Workers, D1) that store form submissions, provides the Turnstile bot check, and delivers site content.
• Telegram: An internal notification channel. It receives the content of each contact request (name, email, phone, company, service, message and source page) and each newsletter signup (email and source page), sent to ICLV's internal team group, where it is accessible to the staff assigned to handle requests. Telegram's servers are outside Vietnam.
• Google: Google Analytics 4, only if you accept Analytics; Google Maps, only when you click to load the map on the contact page.
• Microsoft: Microsoft Clarity, only if you accept Analytics; Microsoft 365 email, which handles messages you send to ICLV addresses, including CVs sent to our careers address.

These providers operate outside Vietnam, so your data is transferred abroad. ICLV carries out its obligations for cross-border transfers under the Law on Personal Data Protection.

7. Data Retention Periods

We retain personal data only for the period needed for its purpose:

• Contact and quote requests: Up to 36 months from the date you submit the form, after which they are automatically deleted from our database. Backups are deleted on the same cycle.
• Newsletter subscription: Until you unsubscribe. To unsubscribe, email info@indochinalink.com; we process the request within the periods set by Decree 356/2025/ND-CP (see Section 8).
• Cookie choice: 12 months.
• Job applications: Until the end of the recruitment round, then deleted unless you agree that we keep your CV for future openings (up to 12 months). Under Article 25 of Law 91/2025/QH15, applicants' information is deleted if they are not hired, unless otherwise agreed.
• Client accounting and tax records: 5 to 10 years according to the Vietnamese accounting, tax and labor regulations currently in force.

8. Data Subject Rights

Under Article 4 of Law 91/2025/QH15, you have the right to:

• Be informed about how your personal data is processed;
• Consent or refuse, and request withdrawal of your consent;
• View and correct, or request correction of, your personal data;
• Request provision, deletion or restriction of processing of your personal data, and object to processing;
• Make complaints or denunciations, bring legal action, and claim compensation as provided by law;
• Request competent authorities or the organizations involved to apply measures to protect your personal data.

Withdrawing consent does not affect processing carried out before withdrawal. Some data may need to be kept where the law requires it. If we cannot delete data because the law requires us to keep it or for another justified reason, we will tell you why.

To exercise these rights, email the address in Section 11, stating your name, contact details, the right you wish to exercise and the data concerned. We may ask you to verify your identity. We acknowledge and respond within 2 working days of receiving your request, and carry it out within the period set by Decree 356/2025/ND-CP: 10 days to view, correct or be provided with data; 15 days to withdraw consent, restrict or object to processing, or request measures to protect your data; 20 days to delete data. Where a request has to be carried out by a data processor or other third party, the periods are 15, 20 and 30 days respectively. We may extend once, by no more than 10, 15 or 20 days respectively, and will tell you why. Complaints may also be addressed to the Ministry of Public Security or other competent authorities.

9. Users in the EU/EEA (GDPR)

If you are located in the European Union or European Economic Area, Regulation (EU) 2016/679 (GDPR) applies to our processing of your data. ICLV is the controller of the website data described in this policy.

• Legal bases (Article 6(1)): (a) your consent, for analytics cookies and the newsletter; (b) steps prior to entering into a contract, or performance of a contract, when we handle your consultation or quote request; (c) legal obligation; (f) legitimate interests in securing the website and preventing abuse.
• Your rights (Articles 15 to 22): access, rectification, erasure, restriction, data portability and objection, as well as the right not to be subject to solely automated decisions. We do not make such decisions. You may withdraw consent at any time under Article 7(3), without affecting processing before withdrawal.
• Response time: We respond to your request within one month of receiving it (Article 12(3)), extendable as that Article allows.
• Transfers outside the EEA (Chapter V): Your data is transferred to Vietnam and to providers located outside the EEA (Section 6). Transfers rely on appropriate safeguards, such as the standard contractual clauses applied by the providers, where available.
• Complaints (Article 77): You have the right to lodge a complaint with a supervisory authority in the member state of your habitual residence or place of work.

10. Other Data Protection Laws

If you are covered by another data protection law, please contact us at the address in Section 11.

11. Personal Data Protection Contact

To exercise any privacy rights, submit a data subject request, or ask about this policy, please contact:

• Company: Indochina Link Vietnam Co., Ltd. (ICLV)
• Registered Office: Level 3, An Phu Plaza, 117-119 Ly Chinh Thang, Xuan Hoa ward, HCMC
• Email: info@indochinalink.com
• Telephone: +84-282-2468-007
• Response time: See Section 8 (Vietnamese law) and Section 9 (GDPR).