At Vntrip Technology Company (collectively, “ Vntrip”, “ we”, “ us” and “ our”), we are committed to protecting “your” privacy and ensuring the highest level of security for your personal information. We provide corporations with a platform to manage all their business travel needs in accordance with our Terms of Service.
In the context of this privacy policy, “You” may be a corporate customer of our Services (“Corporate Customer”), an employee, traveller or guest of a corporate customer (“Corporate Users”), or an independent traveller (“Independent User”) or our website visitor.
This privacy policy outlines the type of information we collect through our “Website” (vntrip.vn) and through our travel products and services we provide to you (“Services”), or through other means such as contacting our support team via email, call or chat. It details our practices regarding the collection, use, and protection of your information.
Overview
We collect Personal Information in a variety of ways, including when you visit our site, use our services, register an account with us, or communicate with us directly.
Website Visitors
Our website at vntrip.vn serves as a platform for visitors to explore information about Vntrip, request free trials or demos. Personal information may be collected through the webform where you provide your information, through messages you submit via the chat, or automatically through utilization of tracking technologies such as cookies.
Vntrip Services
Our Services include our web application at business.vntrip.vn and Vntrip TMS mobile applications (collectively, our “TMS Apps”) provided by us. The web application and our mobile applications (collectively, our “TMS Apps”) provide the ability to search for and book travel, manage trip requests and approvals, as well as corporate administrative functionality including real-time reporting, spend reconciliation, and traveler customer support. Access to these services is granted through a corporate subscription model
When you use our Services as a Corporate User, for booking business travel or managing your business trip expense requests, we collect, use and disclose Personal Information as “Data Processor” on behalf of our Corporate Customer. This is conducted in strict adherence to customer’s lawful instructions, the terms outlined in our agreement, and in alignment with this Privacy Policy. Corporate Customer remains the Data Controller of this information, ensuring compliance with privacy rights and relevant disclosures.
When utilizing our Services for personal travel arrangements as an Independent User (through our web application at vntrip.com.vn), or when engaging in our surveys, we operate as the “Data Controller” and we collect, use and disclose Personal Information in accordance with this Privacy Policy. Our Corporate Customers do not have access to the Personal Information you provide when booking as an Independent User
In order to fulfill our obligations in providing travel services, our Services may share your information with third-party service providers. It is important to note that this Privacy Policy exclusively pertains to our Services and does not extend to third-party websites, services, or applications, even if they are accessible through our platform. We strongly recommend (where applicable) that you carefully review the privacy practices of those third parties to ensure a comprehensive understanding of how your information is handled
Personal Information
“Personal Information” refers to any information that can be used to identify an individual or pertains to an identifiable individual. The specific types of Personal Information we collect depends on your interactions with us. For instance, whether you are our Corporate Customer, an employee of a Corporate Customer using our Services or a visitor to our website. Personal Information obtained from Corporate Customers or Corporate Users using our travel services is categorized as “Corporate Customer Data”, Information collected from Independent Users is categorized as “Independent User Data”, while information collected from Website visitors or any other interactions beyond the scope of service provision is termed as “Other Information”
Collection of Personal Information
We may collect and use your Personal Information as follows:
Website Visitors
When you access or use our Website, you can fill out web forms to request for a demo or free trial, interact with our chatbox, or sign up for a newsletter, register for an Independent User account.
Vntrip Services
When using our Services, the Personal Information you directly provide to us through our platform will be evident based on the context in which the data is submitted. Personal Information may be provided by you when booking travel services. This information can be provided either directly by you or through intermediaries such as our Corporate Customer (e.g., your employer), a designated travel administrator, or a travel companion, acting on your behalf.
When registering for an Individual Account on Vntrip, we collect Personal Information, including but not limited to, name, email, telephone number, date of birth, gender. When you use our Services for personal travel as an Independent User, we collect personal information such as your name, email, phone number, date of birth, gender
When seeking travel assistance through our chat feature on our Apps or by telephone, Personal Information is collected to verify your identity and address your travel-related concerns. Furthermore, telephone conversations between you and our representatives may be recorded for training and quality assurance purposes. If you choose to provide feedback, suggestions, or recommendations about your experience, such information is collected and treated as Other Information.
Other Methods
You also have the option to submit Other Information through various channels, including responses to marketing or surveys, engagement on social media or online forums, participation in offers or promotions, or by sharing your business card or contact details during trade shows or other events.
Automatic collection of information
In addition to the details you provide while using our Website and Services, we automatically collect Other Information about how you access and interact with our Website and Services. This data is crucial for enhancing your experience, delivering personalized insights, recommendations, and travel notices through technologies like cookies, browser web storage and similar tools. These technologies record information about your use of our Website and Services.
Browser and Device Information
Most browsers or devices automatically provide certain information, including MAC address, IP address, computer type (Windows or Mac), screen resolution, operating system details, device manufacturer and model, language, Internet browser type, add-ons, and version. This information ensures the proper functioning of our Website and Services.
Log Information
System logs automatically capture details about your interaction with our Website and Services, including access date and time, online activity, search terms, visited pages, viewed content, clicks, shares, device event information, unique identifiers, crash data, and cookie details. This data helps improve the user experience, design, functionality, and error-free operation.
App Usage
When using our Services, we collect information about your online activity, such as viewed property, within our App. App usage data, including the date and time the App on your device accesses our servers, is tracked.
Cookies
Vntrip employs various cookies and similar technologies on our Websites and Services to collect Other Information. Refer to our Cookie Policy, for details on how Vntrip uses cookies and other similar tracking technologies.
Geolocation
When using our mobile app, we may collect your location information when you choose to search for accommodation providers based on your current location. Most mobile devices allow you to control or disable location services in the device settings menu.
Personal Information We Receive from Third Parties
We may obtain Personal Information about your from external sources and third parties, including but not limited to our business partners, Corporate Customers, and other Corporate Users of our Services. For instance, our Corporate Customers may provide Personal Information about Corporate Users when creating new Accounts for their employees or guests. Corporate Users might disclose Personal Information about their travel companions when arranging their travel services with us.
Should you disclose any Personal Information regarding others to us or our service providers in connection with our Services, you represent and warrant that you have the authority to do so and to authorize us to utilize the information in compliance with this Privacy Policy and/or any other agreements established with you.
How We Use Personal Information We Collect
We use the information we collect from you and third parties to Operate our Website and Services, engage in communication with you, undertake research and development initiatives aimed at enhancing our Website and Services, and promote our Services.
Services for Corporate Customers. We use Corporate Customer Data for the purpose of providing our Services to Corporate Customers to enable their employees to book business travel and manage pre-trip approval requests. Corporate Customer Data will be used by Vntrip in accordance with Corporate Customer’s instructions, including any applicable terms in our agreements with our Corporate Customers, and as required by law. Vntrip is a processor of Personal Information and Corporate Customer is the controller. Some examples of how we use Corporate Customer Data:
We utilize Corporate Customer Data to facilitate the provision of our Services to Corporate Customers, enabling their employees to book business travel and manage expenses. Our use of Corporate Customer Data adheres to the instructions provided by the Corporate Customer, including terms outlined in our agreements with them and as mandated by relevant legal requirements. We act as a processor of Personal Information, while the Corporate Customer assumes the role of the controller. Some context where we use Corporate Customer Data includes:
Account Information
To create, maintain, and secure accounts, including customizing your travel profile.
Reservations
To complete travel bookings, process your payments, provide travel confirmations, provide notifications and updates, and verify your information.
Services Communications
To communicate with you regarding travel interruptions, flight changes, delays, travel alerts and restrictions, and cancellations; respond to inquiries and questions; and notify you of updates to our Services, product updates, and service announcements. Communications may be sent via email, push notifications, browser notifications, SMS, and postal mail.
Pre-trip requests
To track and submit pre-trip travel requests and manage trip expenses in accordance with our contractual relationship with you.
Corporate Customer Support
To provide customer support when you contact us via chat, telephone, or email. We use this Corporate Customer Data to verify your identity and retrieve travel records related to your inquiries.
Providing Personalized Services
To personalize your experience on our Services, such as to curate booking recommendations, identify nearby hotels and airports, and optimize search results. We provide these personalized services in accordance with the terms of our agreement with our Corporate Customer.
Fulfilling Our Business Goals
Vntrip utilizes Other Information to support our legitimate interest in running our Services, Websites, and business, and to adhere to our legal responsibilities. Our business goals encompass:
Recognizing usage patterns
This helps us understand which aspects of our Services are most appealing to users and allows us to concentrate our efforts on catering to our users’ interests
Compiling aggregated reports
This involves analyzing and/or predicting preferences to generate aggregated trend reports on how our Website and Services are utilized, enabling us to enhance our Website and Services.
Analyzing data to supply, enhance, and refine our Website and Services (including our chatbox), create new offerings and services, improve, alter, and sustain our existing products and Services, as well as implementing quality and safety assurance actions;
Conducting audits.
This is to ensure that our internal processes are operating as expected and to meet legal, regulatory, or contractual obligations.
Ensuring the security of our Website and Services. This includes safeguarding the safety and integrity of our Corporate Customers and our Corporate and Independent Users by monitoring, detecting, and preventing fraudulent activities, cyberattacks, attempts at identity theft, and unauthorized or illicit use of our Website or Services.
Evaluating the success of our promotional campaigns, enabling us to tailor our campaigns to the needs and interests of our users.
Legal Compliance
Vntrip utilizes Other Information to confirm the identity of our Corporate and Independent Users and Corporate Customers to adhere to obligations related to fraud monitoring, prevention, and detection, laws related to the identification and reporting of unlawful and illicit activities, such as AML (Anti-Money Laundering) and KYC (Know-Your-Customer) obligations, and financial reporting obligations. For instance, we might need to document and validate user identity for the purpose of adhering to laws intended to prevent money laundering and financial crimes. These obligations are imposed on us by law, industry standards, and our financial partners, and may necessitate us to report our compliance to third parties, and to undergo third-party verification audits.
Vntrip Events
When you participate in trade shows or other events, we may gather Other Information, such as your business contact details, to follow-up with you about an event, offer a demo of our Services, send you information that you requested, and, with your permission, include you on our marketing campaigns.
Marketing and Events-Related Communications
When you use our Website or Services, we may utilize Other Information to customize, measure, and enhance our advertising, as well as to send you marketing communications about our Services, products and features, and other news about Vntrip. Marketing communications may invite you to participate in our events, product demos, beta program, or surveys. We will engage in marketing activities with your consent or where we have a legitimate interest.
Emails from Vntrip with updates and offers when you opt-in to marketing
You can opt to receive emails containing updates and offers tailored to your interests, such as our newsletter. These emails contain offers for our own services and services offered by our travel partners. With your consent, we will also send you emails on specific occasions, such as a special offer on your birthday or personalized offers for your next trip within a few months after your return.
Consolidated and Anonymized Personal Data
We may aggregate and/or anonymize Personal Information such that it is no longer considered Personal Information. We do this to generate other data for our use, which we may use and disclose for any purpose, as it no longer identifies you or any other individual. We engage in these activities based on our legitimate interest.
Consent
We may use Personal Information for other purposes that are clearly disclosed to you at the time you provide Personal Information or with your consent.
How We Disclose Personal Information
We disclose your Personal Information in the course of delivering our Services and running our business operations efficiently.
Legal Compliance and Obligations
We may disclose Personal Information (i) in compliance with and as required by applicable laws and regulations; (ii) To respond to requests from courts, law enforcement agencies, regulatory bodies, and other public and governmental authorities, including national security requests; (iii) to safeguard the rights, privacy, and safety of our Corporate Customers, users, and Vntrip. This includes responding to legal requests from authorities, and (iv) to recover amounts owed to us.
Corporate Transactions
In the event of business restructuring, such as mergers or sales, Personal Information might be disclosed or transferred to relevant third parties involved in the transaction, ensuring continuity of service provision.
Vntrip Corporate Customers
As a corporate travel management platform, we share Corporate Customer Data, such as Traveler Personal Information related to business travel, with the Corporate Customer who has made our Services available to the user. This information may include business travel bookings, status, expenses, profiles and travel preferences. All travel bookings are accessible by the Traveler’s employer.
Service Providers
Corporate Customer Data and Other Information are shared with a limited number of service providers who offer services on our behalf. These include website hosting, data analysis, payment processing, and fraud protection.
Business Partners and Providers of Travel Services
Personal Information may be shared with third-party business partners to facilitate the provision of our Services. These partners include airlines, hotels, and travel agencies involved in making the travel bookings requested by our users.
Your Rights and Choices
You have options regarding the use and disclosure of your Personal Information. You can opt out from:
Receiving marketing-related emails from us
If you no longer wish to receive marketing-related emails, you can opt-out using the “unsubscribe” link provided in such emails. Please be aware that opting out of marketing emails does not apply to important administrative messages necessary for providing our Services, from which you cannot opt-out. We will endeavor to honor your request(s) promptly.
Receiving Travel Alerts from Us
You can manage your communication preferences by accessing your Account Profile and Settings. Choose which types of travel alerts you want to receive and select your preferred method for receiving them. You can also opt-out of SMS alerts in your Account Settings.
Our Use of Certain Cookies
You can control some of the cookies used on our Website and Services by referring to our Cookie Policy.
Accessing and Changing Your Personal Information
You can access, update, correct, or delete your profile information and preferences at any time by logging into your Account via our Apps.
Your Data Protection Rights
In compliance with applicable law and depending on your jurisdiction, you may have the right to: (i) Request confirmation of whether we are processing your Personal Information; (ii) Obtain access to or a copy of your Personal Information; (iii) Object to or restrict our use of your Personal Information; (iv) Seek correction or amendment of inaccurate, untrue, incomplete, or improperly processed Personal Information.(v) Withdraw your consent at any time without affecting the lawfulness of processing based on consent before withdrawal; and (vi) Request erasure of Personal Information held about you by us, subject to certain exceptions prescribed by law.
To exercise any of these rights, please email us at support@vntrip.vn. We will respond to your request in accordance with applicable law and as promptly as reasonably possible. For privacy protection, we will verify your request using the information linked to your account, including your email address.
Please note that if you use our Services on behalf of a Customer organization (e.g., your employer), that Customer may be responsible for fulfilling the rights listed above.
Security and Data Retention
We implement commercially reasonable technical and organizational safeguards to protect Personal Information within our organization. However, it’s important to note that no data transmission or storage system can guarantee complete security. Should you suspect that your interaction with us is compromised, please reach out to us immediately.
We retain Personal Information for as long as necessary or permitted in accordance with the purpose(s) for which it was obtained and applicable law. For Corporate Customers or Users, we keep your Personal Information as long as we provide Services to you. Additionally, we may retain Personal Information and certain transaction records to fulfill our legal and regulatory obligations, as well as for legal purposes such as statute of limitations, litigation, or regulatory investigations.
Links to External Websites
Our Website and Services may enable connections to third-party websites or online services. These operate independently from us, and our Privacy Policy does not cover their privacy practices. We hold no responsibility for the privacy, information, or practices of these third parties. Any inclusion of a link does not indicate our endorsement of the linked site or service.
Usage of Google Maps/Earth Services
Our Apps utilize Google Maps/Earth services, including the Google Maps API(s). Use of these services is subject to the Google Maps/Earth Additional Terms of Use and the Google Privacy Policy.
Additionally, we are not accountable for the information collection, use, disclosure, or security practices of other organizations such as Facebook, Apple, Google, Microsoft, or any other app developer, provider, or platform, including any Personal Information disclosed through our Apps or social media pages.
Usage by Minors
Our Website and Services are not intended for individuals under the age of sixteen (16), and we do not knowingly collect Personal Information from individuals under this age.
Sensitive Information
We advise against sending or disclosing sensitive Personal Information (e.g., national ID/social security numbers, racial or ethnic origin, political opinions, health data) through our Services or Website, unless explicitly requested. We may collect certain sensitive data, with your consent, to offer specific services, but such collection is entirely optional and solely for the purpose of providing enhanced services to our users.
Jurisdiction and Cross-Border Transfers
Your Personal Information may be stored and processed in countries where we engage service providers. By using our Website or Services, you acknowledge that your information may be transferred to countries outside your country of residence, which may have different data protection laws. In certain situations, authorities in those countries may have access to your Personal Information as permitted by law.
Updates to This Privacy Policy
We retain the right to modify this Privacy Policy at any time to incorporate new services, amendments to our Personal Information practices, or updates in relevant laws. In the event of substantial changes, we will notify you as mandated by applicable law. The “Last Updated” indication at the top of this Privacy Policy denotes the date of the most recent revision. Any alterations will take effect upon posting the revised Privacy Policy.
Contact US
Vntrip Technology Company Limited, located at 10/55 Thuy Khue, Tay Ho Ward, Hanoi, Vietnam, is responsible for the collection, use, and disclosure of your Personal Information as outlined in this Privacy Policy.
If you have any inquiries about this Privacy Policy, please contact us at support@vntrip.vn or send a letter to Vntrip Technology Company Limited, 10/55 Thuy Khue, Tay Ho Ward, Hanoi, Vietnam
Please do not include credit card or other sensitive information in your emails to us, as email communication may not always be secure.