Privacy Policy

Effective date: 1 January 2026 · Last updated: January 2026

1. Information We Collect

We collect only the personal data you choose to provide to us, together with limited technical data generated when you browse the site.

• Name — the name you enter in our contact form.
• Email address — the email you provide so we can reply to you.
• Message content — the text of your enquiry, comment, or request.
• Technical & usage data — such as IP address, browser type, device information, and pages viewed, collected automatically through server logs and cookie technologies (see Section 6).

We do not intentionally collect special category (sensitive) personal data. Please avoid sending government identifiers, financial account details, or health information through the contact form.

2. How We Collect Information

We collect information in the following ways:

• Directly from you: when you complete and submit the contact form on our website (powered by Netlify Forms).
• Automatically: through cookies and similar technologies when you use the site (see Section 6).
• From correspondence: when you email us directly at ban.quach@instalogsolutions.com.

3. Purpose of Processing

We use your personal data only for the following, clearly defined purposes:

• To respond to your enquiries and provide the information or services you request.
• To communicate with you about your message and follow-up questions.
• To maintain the security, performance, and integrity of our website.
• To comply with our legal and regulatory obligations under applicable Vietnamese law.
• To improve our website and the services we describe on it.

We do not use your personal data for automated decision-making or profiling. We do not sell your personal data to third parties.

4. Legal Basis (PDPD Consent)

Under the PDPD, we process your personal data on the basis of your consent, which you give by submitting the contact form or by emailing us. Where processing is necessary to comply with a legal obligation, we rely on that separate legal basis. You may withdraw your consent at any time (see Section 5).

5. Your Rights Under the PDPD

Subject to the conditions and procedures prescribed by the PDPD, you have the following rights regarding your personal data:

• Right of access — to request confirmation of whether we hold your personal data and to obtain a copy.
• Right to rectification — to request correction of inaccurate or incomplete data.
• Right to erasure / deletion — to request deletion or withdrawal of your personal data, subject to legal retention obligations.
• Right to withdraw consent — to withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal.
• Right to restrict / object — to object to or request restriction of certain processing.
• Right to data portability — where technically feasible, to receive your data in a structured, commonly used format.

To exercise any of these rights, contact us at ban.quach@instalogsolutions.com. We will respond within a reasonable period and in any event in accordance with the timeframes required by applicable law. You also have the right to lodge a complaint with the competent Vietnamese authority.

6. Cookies and Similar Technologies

We use cookies and similar technologies (such as local storage and server logs) to:

• Remember your preferences and improve site performance.
• Measure anonymised, aggregated usage so we can improve content.
• Maintain the security of the site (for example, detecting abuse).

Some cookies are strictly necessary for the site to function; others are optional and you can control or disable them through your browser settings. Disabling certain cookies may affect how parts of the site work. We do not use these technologies to build advertising profiles of you.

7. Storage Location and Retention

Your data is processed and stored using infrastructure provided by our hosting and form-processing service (Netlify), whose servers may be located outside Vietnam. Where cross-border transfer occurs, we rely on appropriate safeguards consistent with the PDPD and applicable law.

We retain your personal data only for as long as necessary to fulfil the purposes described in this Policy, or as required to comply with legal, accounting, or reporting obligations. Typically:

• Contact-form submissions: retained until your enquiry is resolved, then deleted or anonymised within 24 months unless you ask us to remove them sooner.
• Metadata in server logs: retained for up to 12 months.

8. Third-Party Processors

We share personal data only with service providers who help us operate the website, under appropriate data-processing terms:

• Netlify, Inc. — provides website hosting and the Netlify Forms service that receives and stores your contact submissions. Netlify acts as a data processor on our behalf.

We do not share your personal data with advertisers or unrelated third parties. If we engage additional processors in the future, we will update this Policy and ensure contractual safeguards are in place.

9. Data Security

We implement reasonable technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, or disclosure. These include transport encryption (HTTPS), access controls, and reliance on Netlify's security infrastructure. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

10. Children's Privacy

Our website is intended for businesses and professional users and is not directed to children. We do not knowingly collect personal data from individuals under 16. If you believe a child has provided us data, contact us and we will delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be reflected by the "Last updated" date above, and where required by law we will obtain your renewed consent. We encourage you to review this page periodically.

12. Contact Us

If you have questions about this Policy or wish to exercise your rights, please contact:

Instalog Solutions
Email: ban.quach@instalogsolutions.com

This Policy is provided in English. Translations into other languages are available on request.