Privacy Policy

Introduction

Orbiquity is committed to protecting the privacy and security of personal information collected from clients and visitors to our website. This Privacy Policy explains how we collect, use, store, and protect your information when you engage our tax advisory services or interact with our digital platforms.

This policy applies to personal data processed by Orbiquity in accordance with Vietnamese data protection regulations, including Decree No. 13/2023/ND-CP on Personal Data Protection. By using our services or website, you consent to the data practices described in this policy.

If you have questions about this Privacy Policy or our data handling practices, please contact us at [email protected].

Information We Collect

Personal Information Provided by Clients

When you engage our services, we collect personal information necessary to provide tax advisory services. This includes:

• Contact information: name, email address, phone number, business address
• Identification documents: passport numbers, national ID numbers, tax identification numbers
• Financial information: income statements, expense records, bank account details, transaction documentation
• Employment details: employer information, employment contracts, salary documentation
• Corporate information: business registration, ownership structure, related-party relationships

Information Collected Through Website Use

When you visit our website, we automatically collect certain information:

• Technical data: IP address, browser type, device information, operating system
• Usage data: pages visited, time spent on pages, navigation paths, referral sources
• Cookie data: preferences, session identifiers (see our Cookie Policy for details)

Legal Basis for Data Processing

We process personal data based on the following legal grounds: contract performance (necessary to deliver tax advisory services), legal compliance (required for tax filing and regulatory reporting), legitimate interest (business operations and service improvement), and explicit consent (for marketing communications and certain data processing activities).

How We Use Your Information

Personal information collected is used for the following purposes:

• Service delivery: Preparation of tax returns, transfer pricing documentation, audit defense support, and related advisory services
• Client communication: Responding to inquiries, providing status updates, sending service-related notifications
• Regulatory compliance: Filing tax returns with authorities, maintaining records as required by Vietnamese tax law
• Quality assurance: Internal review of work product, file accuracy verification, professional standards compliance
• Business operations: Billing, payment processing, contract management, client relationship administration
• Marketing communications: Sending newsletters, service updates, and promotional materials (with consent, opt-out available)
• Website improvement: Analytics to understand user behavior and enhance website functionality

Data Sharing with Third Parties

We may share personal information with the following categories of third parties:

• Tax authorities: As required for tax filing and compliance purposes under Vietnamese law
• Service providers: Cloud storage providers, payment processors, IT support (under strict confidentiality agreements)
• Professional advisors: Legal counsel, auditors, consultants (when necessary for service delivery)
• Government agencies: When required by law or legal process

We do not sell personal information to third parties. Data sharing is limited to purposes necessary for service delivery, legal compliance, or with explicit client consent.

Data Protection Measures

We implement appropriate technical and organizational measures to protect personal information:

• Encryption: Data transmitted via our website is protected using SSL/TLS encryption. Sensitive files are encrypted during storage and transmission.
• Access controls: Personal information is accessible only to authorized staff who require it for service delivery. Role-based access restrictions are enforced.
• Secure storage: Client files are stored on password-protected servers with restricted physical and digital access. Backup systems are maintained with equivalent security measures.
• Monitoring: System activity is monitored for unauthorized access attempts. Security audits are conducted periodically.
• Staff training: Team members receive training on data protection requirements and confidentiality obligations.
• Breach response: We maintain a data breach response protocol and will notify affected individuals in accordance with Vietnamese law if a breach occurs.

Data Retention

Personal information is retained for the following periods: tax filing documentation (10 years from filing date as required by Vietnamese law), transfer pricing files (10 years from preparation date), audit correspondence (10 years from case closure), client communication records (3 years from last contact), and website analytics data (2 years from collection). After retention periods expire, data is securely deleted or anonymized.

Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance user experience and collect usage information. Cookie categories include:

• Essential cookies: Required for website functionality and navigation (cannot be disabled)
• Analytics cookies: Collect anonymous data about website usage to help us improve performance (optional)
• Preference cookies: Remember user settings and choices (optional)

For detailed information about our use of cookies, including how to manage cookie preferences, please see our Cookie Policy.

Your Rights Regarding Personal Data

Under Vietnamese data protection law, you have the following rights:

• Right to access: Request confirmation of what personal data we hold about you and receive a copy of that data
• Right to rectification: Request correction of inaccurate or incomplete personal data
• Right to erasure: Request deletion of personal data when it is no longer necessary for the purposes collected or when you withdraw consent (subject to legal retention requirements)
• Right to restrict processing: Request limitation of how we use your data in certain circumstances
• Right to data portability: Receive your personal data in a structured, commonly used format or request transfer to another service provider
• Right to object: Object to processing of your personal data based on legitimate interest grounds
• Right to withdraw consent: Withdraw consent for marketing communications or other consent-based processing at any time
• Right to lodge a complaint: File a complaint with the relevant supervisory authority if you believe your data protection rights have been violated

To exercise any of these rights, please contact us at [email protected]. We will respond to requests within 30 days. Some requests may require identity verification to protect against unauthorized access.

Third-Party Websites

Our website may contain links to external websites operated by third parties. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party websites you visit. This Privacy Policy applies only to information collected by Orbiquity through our website and service delivery.

Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If we become aware that we have inadvertently collected data from someone under 18, we will delete that information promptly. Parents or guardians who believe we may have collected information from a minor should contact us immediately.

Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, legal requirements, or business operations. When we make material changes, we will update the "Last Updated" date at the top of this policy and notify active clients via email. We encourage you to review this policy periodically to stay informed about how we protect your information. Continued use of our services after policy changes constitutes acceptance of the updated terms.

Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our data handling practices, please contact us:

We will respond to privacy inquiries within 30 business days of receipt.