When you use System-Chat's budget review platform, we collect
several types of information to provide you with personalized
financial insights. This includes basic contact details you provide
during registration, financial data you choose to share for
analysis, and technical information about how you interact with our
services.
Name, email address, and phone number for account creation
Billing address and payment information for service
subscriptions
Professional details relevant to your budget review needs
Budget documents and expense reports you upload
Income statements and financial projections
Transaction categories and spending patterns
Device type, browser information, and IP address
Usage patterns and feature preferences within our platform
Session duration and interaction timestamps
Important Note:
We never access your actual bank accounts or financial
institutions directly. All financial information is manually
provided by you through secure file uploads or manual entry
within our platform.
2
How We Use Your Information
Your information serves specific purposes related to improving your
financial management experience. We analyze your budget data to
identify spending patterns, suggest optimization opportunities, and
generate personalized recommendations that align with your
financial goals.
Budget Analysis:
Processing your financial data to create comprehensive budget
reviews and identify areas for potential cost savings
Service Delivery:
Communicating with you about your budget reviews, sending
analysis reports, and scheduling consultation sessions
Platform
Improvement: Understanding how users interact with our
tools to enhance functionality and develop new features
Account Management:
Maintaining your account security, processing payments, and
providing customer support
Legal Compliance:
Meeting regulatory requirements specific to financial services
in Vietnam and maintaining accurate business records
We also use aggregated, anonymized data to understand broader
financial trends and improve our service offerings. This aggregated
information cannot be traced back to individual users and helps us
develop better budget review methodologies.
Under Vietnamese data protection laws and our commitment to
transparent business practices, you have several important rights
regarding your personal information. These rights ensure you
maintain control over your data throughout your relationship with
System-Chat.
Access Your Data
Request a complete copy of all personal and financial
information we have collected about you, delivered in a
readable format within 15 business days.
Correct Information
Update or correct any inaccurate personal information in your
account, including contact details and financial data used for
budget analysis.
Delete Your Account
Request complete deletion of your account and all associated
data, with removal typically completed within 30 days of your
request.
Data Portability
Export your budget data and analysis reports in standard
formats that can be imported into other financial management
platforms.
Limit Processing
Restrict how we use your information for certain purposes while
maintaining essential account functions and security measures.
Withdraw Consent
Revoke permission for specific data processing activities,
though this may limit some platform features and services.
To exercise any of these rights, contact our privacy team using the
information provided below. We typically respond to privacy
requests within 5 business days and complete most requests within
15 business days, though complex requests may take longer.
4
Data Security and Protection
Protecting your financial information is our top priority. We
implement multiple layers of security measures designed to
safeguard your data from unauthorized access, modification, or
disclosure.
Encryption: All data
transmissions use TLS 1.3 encryption, and sensitive information
is encrypted at rest using AES-256 standards
Access Controls:
Strict employee access policies ensure only authorized
personnel can view your information on a need-to-know basis
Regular Audits:
Quarterly security assessments and annual penetration testing
to identify and address potential vulnerabilities
Secure
Infrastructure: Data stored on enterprise-grade servers
with 24/7 monitoring and automatic backup systems
Incident Response:
Established procedures for immediate response to any potential
security breaches, with user notification within 72 hours if
required
While we maintain robust security measures, we also encourage users
to protect their accounts by using strong passwords, enabling
two-factor authentication, and logging out from shared devices.
5
Data Sharing and Third Parties
We do not sell your personal information to third parties. However,
we may share limited information in specific circumstances
necessary for service delivery and legal compliance.
Service Providers:
Trusted partners who help us deliver our services, such as
secure cloud hosting providers and payment processors, under
strict data protection agreements
Legal Requirements:
Government authorities when required by Vietnamese law, court
orders, or regulatory compliance
Business Transfers:
In the event of a merger or acquisition, with advance notice to
users about any changes to data handling practices
Anonymized Research:
Academic institutions or financial research organizations may
receive aggregated, non-identifiable data for budget trend
analysis
All third-party service providers must meet our security standards
and agree to use your information only for specified purposes. We
conduct regular reviews of these partnerships to ensure ongoing
compliance with our privacy commitments.
6
Data Retention and Deletion
We retain your information only as long as necessary to provide our
services and meet legal obligations. Different types of data have
different retention periods based on their purpose and regulatory
requirements.
Active Account Data:
Maintained throughout your subscription period plus 90 days
after account closure for potential service restoration
Financial Documents:
Budget reports and uploaded files retained for 3 years after
account closure to comply with Vietnamese financial
record-keeping requirements
Communication
Records: Customer service interactions and consultation
notes kept for 2 years for quality assurance and dispute
resolution
Technical Logs:
System access logs and usage statistics retained for 1 year for
security monitoring and service improvement
Marketing Data:
Communication preferences and interaction history deleted
within 30 days of unsubscribing from our services
When retention periods expire, data is securely deleted using
industry-standard methods that make recovery impossible. You can
request early deletion of specific information types, though some
data may need to be retained for legal compliance.
We review and update this privacy policy annually or when
significant changes occur to our services or applicable laws. When
updates are made, we notify active users via email at least 30 days
before changes take effect.
Major changes that affect how we collect or use your information
require your explicit consent. Minor updates, such as
clarifications or contact information changes, are posted on our
website with updated effective dates.
Previous versions of our privacy policy are available upon request,
allowing you to track changes over time and understand how our
privacy practices have evolved.
