Privacy Policy

1. Applicable personal data protection framework

We process personal data in accordance with applicable Vietnamese personal data protection laws, including the Law on Personal Data Protection No. 91/2025/QH15 and its implementing regulations, as well as generally recognized privacy and data protection principles.

Where we communicate with international business contacts, we aim to handle personal data in a transparent, fair and secure manner consistent with internationally recognized privacy practices.

2. Personal data we collect

We may collect the following categories of personal data.

2.1. Data submitted through product request forms

When you submit a product request or contact form, we may collect:

• full name;
• company name;
• email address;
• phone number or WhatsApp contact;
• product interest;
• product or category details;
• destination country;
• volume, specifications, packing requirements and target terms;
• message content;
• consent records;
• date and time of submission;
• technical submission data, where available.

2.2. Business communication data

When you communicate with us by email, Telegram, phone, WhatsApp or other business channels, we may collect:

• name;
• company;
• job title or business role, if provided;
• contact details;
• message history;
• documents or files you choose to send;
• product requirements;
• commercial communication records.

2.3. Telegram bot data

If you communicate with us through our Telegram bot or Telegram contact link, we may collect data that you provide through Telegram, including:

• Telegram username or profile information visible to us;
• messages sent to the bot or contact account;
• contact details you choose to provide;
• product request details;
• conversation timestamps.

Telegram is a third-party communication platform. Your use of Telegram is also subject to Telegram’s own terms and privacy practices.

2.4. Newsletter and marketing data

If you subscribe to business updates, product information or marketing communications, we may collect:

• name;
• email address;
• company name, if provided;
• marketing consent status;
• subscription date;
• unsubscribe or withdrawal records;
• email engagement information, where available.

Marketing consent is optional and separate from the consent required to process a product request.

2.5. Website, analytics and technical data

When you visit our website, certain technical data may be collected automatically by us or by third-party services used on the website, including:

• IP address;
• browser type and version;
• device type;
• operating system;
• pages visited;
• referring page or traffic source;
• time spent on pages;
• interaction events;
• approximate location based on IP address;
• cookies and similar tracking technologies.

We may use tools such as Tilda analytics, Google Analytics, Meta Pixel, Google reCAPTCHA, YouTube embedded content and other website services to operate, protect, analyze and improve the website.

3. How we collect personal data

We collect personal data when:

• you submit a product request form;
• you contact us by email, Telegram, WhatsApp or other communication channels;
• you interact with the Telegram bot;
• you subscribe to marketing or business updates;
• you visit the website;
• you interact with embedded YouTube content;
• you accept or manage cookie and tracking settings;
• you communicate with us in relation to products, quotations, documents or business cooperation.

4. Purposes of processing

We process personal data for the following purposes:

4.1. Handling product requests

We use your data to review and respond to product requests, clarify specifications, understand volume and destination requirements, prepare commercial communication, and follow up on business inquiries.

4.2. Business communication

We use your data to communicate with you, answer questions, maintain business correspondence, organize product information and manage ongoing communication.

4.3. Quotation and commercial preparation

Where relevant, we may use your data to prepare quotations, product clarifications, document requests, shipment-related discussions and commercial terms.

4.4. Website operation and security

We use technical data to operate the website, prevent spam, protect forms from abuse, troubleshoot issues, improve security and maintain service functionality.

4.5. Analytics and website improvement

We use analytics data to understand website traffic, improve content, evaluate page performance and understand how visitors interact with the website.

4.6. Marketing and updates

If you provide separate marketing consent, we may use your contact details to send business updates, product information, Trade Notes, company news or related communications. You may unsubscribe or withdraw consent at any time.

4.7. Legal, compliance and record-keeping

We may process and retain data where necessary for compliance, accounting, audit, dispute resolution, legal obligations, internal record-keeping or protection of our legitimate business interests.

5. Legal basis and consent

We process personal data based on one or more of the following grounds, depending on the context:

• your consent;
• processing necessary to respond to your request;
• processing necessary for business communication or pre-contractual steps;
• legal and compliance obligations;
• legitimate business record and security purposes, where permitted by applicable law.

Where consent is required, we will request it through the website form, cookie banner, marketing subscription form or other appropriate method.

You may withdraw consent where applicable. Withdrawal of consent will not affect processing that occurred before the withdrawal.

6. Cookies and tracking technologies

Our website may use cookies and similar technologies for:

• essential website functions;
• security and spam prevention;
• analytics;
• marketing and advertising measurement;
• embedded third-party content such as YouTube videos.

We may use services such as Tilda analytics, Google Analytics, Meta Pixel, Google reCAPTCHA and YouTube embedded content.

You can manage cookie preferences through the cookie banner or your browser settings. Some essential technologies may be required for the website to function properly.

More details are provided in our Cookie Policy.

7. Third-party service providers

We may use third-party service providers to operate the website, receive inquiries, manage business communication, store records, analyze traffic and support marketing activities.

These providers may include:

• Tilda for website hosting, website structure or website functionality;
• Formspree for form submission handling;
• email service providers for business communication;
• Google Sheets, Notion, Supabase or other CRM/database tools for business records;
• Google Analytics for website analytics;
• Meta Pixel for marketing and conversion measurement;
• Tilda analytics for website statistics;
• Google reCAPTCHA for spam and abuse prevention;
• YouTube for embedded videos;
• Telegram for bot and messaging communication;
• email marketing tools for newsletters and business updates.

These providers process data according to their own technical infrastructure, terms and privacy practices. We use them to support our business operations and website functionality.

8. Cross-border transfer of personal data

Because we use international service providers and cloud-based tools, your personal data may be transferred to, stored in or accessed from countries outside Vietnam.

This may include processing through platforms such as Formspree, Google, Meta, Tilda, Telegram, Notion, Supabase, email service providers and other business tools.

By submitting data through our website, communicating with us through third-party channels, using the Telegram bot, accepting non-essential cookies or subscribing to updates, you understand that your data may be processed through third-party services and may be transferred outside Vietnam where necessary for the purposes described in this Privacy Policy.

We take reasonable steps to use reputable service providers and apply appropriate organizational and technical measures to protect personal data.

9. Sharing of personal data

We do not sell personal data.

We do not routinely share website inquiry personal data with suppliers, manufacturers or logistics providers.

However, if a specific business request develops into a commercial project, we may need to share limited business information where necessary to handle your request, prepare documentation, arrange communication or comply with legal obligations. Where required, we will inform you or rely on another lawful basis permitted by applicable law.

We may share data with:

• service providers supporting website, forms, analytics, CRM, email or messaging;
• professional advisors, where necessary;
• authorities, regulators or law enforcement, where required by law;
• parties involved in legal, compliance or dispute-related matters.

10. Data retention

We retain personal data only for as long as necessary for the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law.

Our general retention approach is:

• business inquiries and related communication may be retained for up to 7 years from the last meaningful communication;
• records related to actual transactions, contracts, invoices, accounting or legal obligations may be retained for longer where required by applicable law;
• marketing subscription records are retained until consent is withdrawn or the contact is removed from our marketing list;
• consent records may be retained as evidence of compliance;
• technical and analytics data may be retained according to the settings of the relevant service provider and our internal retention practices;
• deletion or data subject request records may be retained where necessary to demonstrate compliance.

If you request deletion, we will review the request and delete or anonymize data where applicable, unless we are required or permitted to retain it for legal, compliance, dispute resolution, accounting or legitimate business record purposes.

11. Data security

We use reasonable organizational and technical measures to protect personal data against unauthorized access, loss, misuse, alteration or disclosure.

These measures may include:

• limited access to business records;
• use of reputable service providers;
• password-protected systems;
• access controls;
• anti-spam and CAPTCHA tools;
• data minimization where practical;
• internal review of data handling practices.

No online transmission or storage system can be guaranteed to be completely secure. However, we take reasonable steps to protect personal data in line with the nature of our business and the data we process.

12. Your rights

Subject to applicable law, you may have rights regarding your personal data, including:

• the right to be informed about processing;
• the right to access your personal data;
• the right to request correction of inaccurate data;
• the right to request deletion of personal data;
• the right to withdraw consent where processing is based on consent;
• the right to request restriction or limitation of processing where applicable;
• the right to request a copy or export of data where technically feasible and legally applicable;
• the right to complain or raise concerns about processing.

To exercise these rights, contact us through the website contact form or use the protected email reveal button below.

We may need to verify your identity before responding to a request. We will respond within the timeframe required by applicable law.

13. Deletion and export requests

You may request deletion or export of personal data submitted through the website, Telegram bot, email communication or other business channels.

When receiving a request, we may ask for information needed to verify the request and identify the relevant records.

Deletion may not be possible where retention is required or permitted for legal, accounting, compliance, dispute resolution, security or legitimate business record purposes.

14. Marketing communications

If you agree to receive marketing or business updates, we may send you information about products, Trade Notes, company updates or related business content.

Marketing consent is optional.

You may unsubscribe or withdraw marketing consent at any time by using the unsubscribe method provided in the communication, contacting us through the website contact form, or using the protected email reveal button below.

15. Children’s data

Our website and services are intended for business users and are not directed to children.

We do not knowingly collect personal data from children. If you believe that a child has provided personal data to us, please contact us and we will take appropriate steps to review and delete the data where required.

16. Links to third-party websites

Our website may contain links to third-party websites or platforms, including YouTube, Telegram and other external services.

We are not responsible for the privacy practices, content or security of third-party websites. You should review their privacy policies before providing data to them.

17. Updates to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, technology, business operations or website functionality.

The updated version will be posted on this page with a revised “Last updated” date.

18. Contact

If you have questions about this Privacy Policy or how we handle personal data, you may contact TNM Trading VN through the website contact form or use the protected email reveal button below.