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Platform legal framework

Privacy Policy

This policy explains how FACS collects, uses, protects, shares and retains data when users access the Vietnam Compliance Assistant.

1. Scope and operator

Vietnam Compliance Assistant is a B2B platform operated by FACS (VIETNAM) CO., LTD at compliance.facs.vn. This policy applies to users invited by FACS or a client organisation.

FACS may act as data controller for account, security and platform-operation data and as data processor, following the client's instructions, for data submitted by a client organisation.

2. Data categories

  • Account identity: email, display name and authentication information forwarded by ChatGPT sign-in.
  • Company profile: legal name, tax code, business attributes, workforce, investment, tax and compliance information.
  • Operational records: obligation status, evidence notes, business rules and user-submitted content.
  • Technical and security data: access times, administration events, system errors and limited device/browser data needed for security.
  • Acceptance evidence: document versions, content hashes, account, tenant, timestamp and evidence identifier.

3. Sources and purposes

Data comes from users, client organisations, sign-in services and client-authorised integrations. FACS uses it to authenticate, authorise, maintain company profiles, determine compliance schedules, preserve task status, secure the service, support clients and meet legal obligations.

FACS does not sell personal data or use it for behavioural advertising without appropriate notice and legal basis.

4. Legal basis and consent

Necessary processing relies on the service relationship, valid client instructions, legal obligations and other permitted bases. Where consent is required, it is collected separately, recorded and never pre-selected.

Consent may be withdrawn for processing that relies solely on consent. Withdrawal does not affect prior lawful processing and may make some functions unavailable.

5. Recipients and infrastructure providers

Data may be accessed, on a need-to-know basis, by authorised FACS staff, the relevant client organisation, OpenAI/ChatGPT for authentication and application services, Cloudflare for hosting and delivery, and approved specialist providers. Contractual and security controls apply.

FACS does not share data between clients. Each organisation is tenant-separated and every read/write action is checked server-side.

6. Processing outside Vietnam

Authentication, cloud or support infrastructure may process data outside Vietnam. Where a cross-border personal-data transfer occurs, FACS applies the assessment, documentation, contractual and protective measures required by applicable law.

7. Retention

  • Accounts, profiles and operational data: for the service term and generally up to 24 months afterwards, unless law or contract requires otherwise.
  • Security and administration logs: generally 24 months, extended where needed for incident investigation or disputes.
  • Acceptance evidence: up to five years after the latest acceptance or service termination.
  • Legal holds and statutory records remain for the period reasonably required.

8. Security

FACS uses role-based access, tenant isolation, encrypted transport, server-side controls, administration logs, least privilege, version control and risk-appropriate backup and recovery procedures.

No system is absolutely secure. FACS assesses, contains, records and notifies relevant incidents as required by law or contract.

9. Individual rights

Send requests to contact@facs.vn. FACS may verify identity, authority and scope. Legal retention duties and third-party rights may limit certain requests.

  • Request information, access, correction, restriction, objection, withdrawal, deletion or provision of data where legally available.
  • Complain or request an explanation about processing.
  • Seek protection and remedies for unlawful processing under applicable law.

10. Cookies, local storage and children

Only cookies or browser storage necessary for authentication, security and interface preferences are used. The platform is designed for business users with legal capacity and is not intentionally directed to children.

11. Updates and contact

Updated versions carry a clear effective date. Re-acceptance is requested where a material change creates a corresponding legal requirement.

Privacy contact: FACS — contact@facs.vn — https://facs.vn/contact.