Privacy Policy
Last Updated: January 15, 2025
At CerevoCon, we handle sensitive financial and compliance data every day. Your trust matters to us, which is why we're completely transparent about how we collect, use, and protect your information.
This policy applies to our automated compliance reporting system and all services we provide. We've written this in plain language because you shouldn't need a law degree to understand what happens with your data.
What Information We Collect
Running a compliance reporting system means we need certain information to work effectively. Here's what we collect and why it actually matters.
Business Information
Company name, registration details, tax identification numbers, and business structure information. We need this to generate accurate compliance reports for your organization.
Contact Details
Names, email addresses, phone numbers, and business addresses of authorized representatives. This helps us communicate about your reports and account updates.
Financial Data
Transaction records, account balances, and financial statements you upload for compliance analysis. This is the core data our system processes to generate your reports.
System Usage Data
Login times, feature usage patterns, IP addresses, and device information. This helps us improve security and understand how you interact with our platform.
How We Collect This Information
Most of what we collect comes directly from you when you create an account, upload financial documents, or use our reporting features. Some technical information gets collected automatically through cookies and similar technologies when you access our platform.
We also receive information from third-party sources like banks or accounting software when you authorize integrations to streamline your reporting process.
How We Use Your Information
Everything we collect serves a specific purpose. We don't gather data just to have it sitting around.
- Generate Compliance Reports: Processing your financial data to create accurate regulatory reports that meet Vietnam's compliance requirements
- Account Management: Maintaining your account, processing payments, and providing customer support when you need help
- System Improvements: Analyzing usage patterns to enhance our automated reporting features and fix technical issues
- Security Monitoring: Detecting unusual activity, preventing fraud, and protecting your data from unauthorized access
- Legal Obligations: Meeting regulatory requirements and responding to lawful requests from authorities when legally required
- Communication: Sending you reports, system updates, security alerts, and important account notifications
We don't use your financial data for marketing purposes or sell it to third parties. Period.
Data Sharing and Disclosure
We keep your information within our organization wherever possible, but some situations require sharing data with specific parties.
Service Providers We Work With
Our platform relies on trusted service providers who help us operate effectively. These include cloud hosting providers, payment processors, and technical support services. Each provider signs strict confidentiality agreements and can only access data necessary for their specific function.
Regulatory Authorities
When Vietnamese regulatory bodies or tax authorities request information as part of legitimate compliance checks or investigations, we're legally required to cooperate. We only share what's specifically requested and notify you when legally permitted.
Business Transfers
If CerevoCon merges with another company or gets acquired, your data would transfer to the new entity. We'd notify you in advance and ensure the new organization maintains equivalent privacy protections.
What We Never Do
We don't sell your data to marketers, share it with advertising networks, or provide it to data brokers. Your financial information stays within the compliance reporting context where it belongs.
Your Rights Under Vietnamese Law
Vietnam's data protection regulations give you specific rights regarding your personal information. Here's what you can do and how to actually exercise these rights:
- Access Your Data: Request a copy of all personal information we hold about you. We'll provide this within 15 business days.
- Correct Inaccuracies: Update or fix any incorrect information in your account at any time through your dashboard or by contacting us.
- Request Deletion: Ask us to delete your data, though we may need to retain certain information for legal compliance purposes.
- Withdraw Consent: Revoke permission for specific data processing activities, though this might affect certain features you can access.
- Data Portability: Receive your data in a structured, machine-readable format to transfer to another service provider.
- Object to Processing: Challenge how we use your information in specific situations, and we'll review your request.
To exercise any of these rights, email us at contact@cerevocon.com with your request. We'll verify your identity and respond within the timeframes required by Vietnamese law.
How We Protect Your Data
Financial compliance data requires serious security measures. Here's what we've implemented to keep your information safe.
All data transmits over encrypted connections using TLS 1.3 protocol. Stored data gets encrypted using AES-256 encryption, which is the same standard banks use for protecting financial information.
Only authorized personnel can access your data, and only when necessary for providing services or technical support. Every access gets logged and monitored for security review.
Our systems run on secure cloud infrastructure with regular security audits, vulnerability testing, and automatic security updates. We maintain redundant backups in geographically separate locations.
Every team member completes regular security training and signs confidentiality agreements. They understand the sensitivity of financial data and follow strict protocols.
Our security systems actively monitor for suspicious activity, unauthorized access attempts, and potential threats 24/7. We have incident response procedures ready if something goes wrong.
No security system is completely invulnerable, but we invest heavily in protecting your data and continuously improve our defenses against emerging threats.
Data Retention Periods
We keep your information only as long as necessary for legitimate business or legal reasons. Here's our retention approach for different data types.
Standard Retention Periods
Active Account Data: Retained while your account remains active and for 90 days after account closure to allow for reactivation or data retrieval requests.
Financial Records and Reports: Kept for 7 years after generation, which aligns with Vietnamese tax and financial record retention requirements.
Transaction Logs: Maintained for 5 years for audit purposes and compliance verification by regulatory authorities.
System Logs and Usage Data: Stored for 12 months for security monitoring, troubleshooting, and system improvement purposes.
Communication Records: Customer support conversations and email correspondence retained for 3 years to maintain service continuity and resolve disputes.
After retention periods expire, we securely delete data through methods that prevent recovery. Some information may persist in backup systems for up to 30 additional days before permanent deletion.
International Data Transfers
Our primary servers are located within Vietnam to comply with local data residency requirements. However, some technical services we use operate globally, which means your data might occasionally process outside Vietnam.
When we transfer data internationally, we ensure adequate protection through standard contractual clauses and verification that receiving countries maintain appropriate data protection standards. Any provider accessing your data must meet security requirements equivalent to Vietnamese regulations.
For clients who require strict data residency within Vietnam, we offer enhanced service tiers that guarantee all processing happens within Vietnamese borders. Contact us to discuss these options.
Cookies and Tracking Technologies
Our platform uses cookies and similar technologies to function properly and provide a better experience.
Essential Cookies
These cookies are necessary for basic platform functionality. They remember your login session, security preferences, and technical settings. You can't disable these without breaking core features.
Performance Cookies
We use analytics cookies to understand how people use our system, which features matter most, and where technical problems occur. This information is aggregated and doesn't identify you personally.
Your Cookie Choices
You can manage cookie preferences through your browser settings, though disabling certain cookies might affect platform functionality. We don't use advertising or third-party tracking cookies.
Changes to This Privacy Policy
We update this policy occasionally to reflect new features, legal requirements, or changes in how we handle data. When we make significant changes, we'll notify you via email and display a notice on our platform.
Continuing to use CerevoCon after changes take effect means you accept the updated policy. If you disagree with changes, you can close your account before they become effective.
We post the revision date at the top of this policy so you can see when it was last updated. Previous versions are available upon request if you want to review what changed.
Children's Privacy
Our compliance reporting system is designed for businesses and professional use. We don't knowingly collect information from individuals under 16 years old. If you believe we've inadvertently collected data from a minor, contact us immediately and we'll delete it.
Questions About Your Privacy?
If something in this policy is unclear, you want to exercise your data rights, or you have concerns about how we handle your information, we're here to help.
Email: contact@cerevocon.com
Phone: +84 969 223 054
Address: 474 Phạm Văn Đồng, Phường, Thành phố Pleiku, Gia Lai 600000, Vietnam
We respond to privacy inquiries within 5 business days and work to resolve issues as quickly as possible. Your privacy matters to us, and we take every question seriously.