Privacy Policy

Effective Compliance with Decree 13/2023/NĐ-CP on Personal Data Protection

This Privacy Policy is issued by SmartSign—the developer and operator of the SmartSign application and platform (available at smartsign.com.vn). By accessing or using any SmartSign product or service, you (the “Customer”) hereby acknowledge and agree to the terms and conditions described herein.

1. Personal Data Regulations

To facilitate the provision of products and services, the Customer agrees that SmartSign shall collect and process the Customer’s personal data, including both Basic Personal Data and Sensitive Personal Data. All definitions regarding personal data and processing activities are applied in strict accordance with Decree 13/2023/NĐ-CP.

1.1 Collection of Personal Data

SmartSign (including any authorized data processors) may collect personal data during service provision or upon Customer request from various sources, including but not limited to:

• Direct Submission: Information provided via registration forms, service contracts, surveys, or promotional programs.

• Correspondence: Verbal or written communications between the Customer and SmartSign, its authorized agents, or partners.

• Service Usage: Data accessed or generated through the Customer’s use of SmartSign’s digital services.

• Third-Party Sources: Partners including consulting firms, social media platforms, marketing agencies, data aggregators, infrastructure providers, government open data portals, and other business-related third parties.

1.2 Purposes of Personal Data Use

SmartSign processes personal data for the following purposes:

• Identity Management: Verifying, authenticating, and managing account access and membership.

• Transaction Processing: Fulfilling orders, contracts, and payment transactions.

• Service Optimization: Delivering high-quality, personalized product experiences.

• Customer Support: Providing after-sales care and resolving disputes or complaints.

• Product Development: Improving the quality and functionality of SmartSign offerings.

• Communication: Notifying Customers of service updates, changes, or renewal/quota expiration.

• Marketing: Sending promotional materials directly or through SmartSign’s partners.

• Research & Analysis: Conducting market research and data analytics relevant to the Customer.

• Security & Compliance: Supporting audits, risk management, and information security protocols.

• Legal Obligations: Reporting to competent state authorities or preventing criminal violations.

1.3 Disclosure of Personal Data

SmartSign shall not disclose Customer personal data to any third party except:

• When required or permitted by law or by a competent state authority.

• When transferring rights and obligations under service agreements, subject to Customer consent.

1.4 Processing of Personal Data

Principles of Processing:

• Processing is conducted with the Customer’s knowledge and consent, limited to the agreed-upon scope.

• SmartSign implements rigorous technical measures to secure data during all processing stages.

• Data is stored only for a duration appropriate to the processing purpose and legal requirements.

Methods of Processing:

• Processing activities include: collection, recording, analysis, verification, storage, editing, disclosure, combination, retrieval, encryption, decryption, sharing, transmission, deletion, and destruction.

• The Customer agrees that SmartSign may record images or voices during registration, product access, or via support channels (hotlines/email) for the purposes stated herein.

• Disclaimer: While SmartSign commits to the highest security standards, the Customer acknowledges that technical risks or unforeseen circumstances beyond SmartSign’s control may occur. In such events, SmartSign will prioritize remediation, system strengthening, and compensation for actual proven losses.

1.5 Sharing of Personal Data

To operate and manage services effectively, SmartSign may share data with:

• Suppliers, agents, advisors, and consultants supporting business operations.

• Transferees resulting from corporate restructuring or debt transfers.

• Competent authorities as mandated by law or contractual obligations.

1.6 Retention Period

Processing begins upon the receipt of data from the Customer. Processing and retention end when SmartSign no longer holds the data, in accordance with Customer agreements, internal policies, and the provisions of Decree 13/2023/NĐ-CP.

1.7 Customer Consent and Commitments

• Voluntary Consent: By confirming these Regulations, the Customer voluntarily grants SmartSign full authority to process their personal data as defined in this policy, free from coercion.

• Full Understanding: The Customer confirms they fully understand: (i) the types of data processed; (ii) the purposes; (iii) the authorized processing entities; and (iv) their rights and obligations as a data subject.

• Third-Party Data: If the Customer provides personal data of a third party (e.g., dependents, employees, or representatives), the Customer warrants they have obtained lawful consent from that party and informed them that SmartSign will act as the data processor.