Privacy Policy

1. Introduction

Verdantis ("we," "our," or "us") is committed to protecting your personal information and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our legal services or visit our website.

We operate in accordance with Vietnamese data protection regulations, including the Law on Cyber Information Security and relevant circulars issued by the Ministry of Information and Communications.

By engaging our services or using our website, you acknowledge that you have read and understood this Privacy Policy. If you have questions about our data practices, please contact us at [email protected].

2. Information We Collect

2.1 Information You Provide

We collect information you voluntarily provide when engaging our services or contacting us, including name, email address, phone number, business name, address, and details about your legal requirements. For corporate formation services, we may collect passport information, shareholder details, business activity descriptions, and capital structure information as required for registration purposes.

2.2 Automatically Collected Information

When you visit our website, we may automatically collect certain technical information, including IP address, browser type and version, device information, pages visited and time spent on pages, referral source, and general location data (city level).

2.3 Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your browsing experience and analyze website usage. For detailed information about our cookie practices, please refer to our Cookie Policy.

3. How We Use Your Information

We process your personal information for the following purposes:

• Providing legal services including corporate formation, amendment processing, and compliance reviews
• Communicating with you about service inquiries, consultations, and ongoing engagements
• Preparing and filing legal documents with Vietnamese government authorities
• Processing payments and maintaining financial records as required by law
• Improving our services and website functionality based on usage analytics
• Complying with legal obligations and responding to lawful requests from authorities
• Sending service updates, legal notices, and administrative communications

Our legal basis for processing your information includes contractual necessity (to perform legal services you have requested), legal obligations (compliance with Vietnamese law), and legitimate interests (improving our services and maintaining client relationships).

4. Data Sharing and Disclosure

4.1 Government Authorities

We share client information with the Department of Planning and Investment, tax authorities, and other Vietnamese government offices as necessary to complete corporate registration, amendments, and compliance filings on your behalf.

4.2 Service Providers

We may engage trusted third-party service providers to assist with document storage, payment processing, website hosting, and email communications. These providers are contractually obligated to protect your information and use it only for specified purposes.

4.3 Legal Requirements

We may disclose your information when required by Vietnamese law, court order, or legitimate government request, or to protect our legal rights, prevent fraud, or ensure safety.

4.4 No Marketing Sales

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

5. Data Security

We implement appropriate technical and organizational measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction. Our security practices include:

• Encrypted data transmission using SSL/TLS protocols
• Secure document storage systems with access controls
• Regular security assessments and updates
• Limited employee access based on role requirements
• Staff training on data protection responsibilities

While we strive to protect your information, no method of electronic transmission or storage is completely secure. We cannot guarantee absolute security but commit to promptly addressing any data breach in accordance with Vietnamese law.

6. Data Retention

We retain your personal information for different periods depending on the purpose:

• Client engagement records: Seven years from completion of service (in accordance with Vietnamese legal practice requirements)
• Financial records: Ten years as required by Vietnamese accounting regulations
• Marketing communications: Until you withdraw consent or request deletion
• Website analytics: 24 months

Upon expiration of the retention period, we securely delete or anonymize your information unless extended retention is required by law or legitimate legal interests.

7. Your Rights

Under Vietnamese law, you have the following rights regarding your personal information:

• Right to Access: Request confirmation of what personal information we hold about you and receive a copy of that information.
• Right to Rectification: Request correction of inaccurate or incomplete personal information.
• Right to Erasure: Request deletion of your personal information, subject to legal retention obligations.
• Right to Object: Object to processing of your personal information for direct marketing purposes.
• Right to Data Portability: Receive your personal information in a structured, commonly used format.
• Right to Withdraw Consent: Withdraw consent for processing activities that require it, without affecting lawfulness of prior processing.

To exercise these rights, please contact us at [email protected]. We will respond to your request within 30 days. Note that certain rights may be limited by legal obligations or legitimate interests.

8. International Data Transfers

Your personal information is primarily stored and processed in Vietnam. In some cases, information may be transferred to service providers located outside Vietnam. When this occurs, we ensure appropriate safeguards are in place through contractual agreements requiring data protection standards equivalent to those required under Vietnamese law.

9. Children's Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from minors. If we become aware that we have inadvertently collected information from a minor, we will promptly delete it.

10. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. When we make material changes, we will notify you by updating the "Last Updated" date at the top of this policy and, where appropriate, provide additional notice through email or website announcement. We encourage you to review this policy regularly to stay informed about how we protect your information.

11. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: