1 Information We Collect

When you engage our budget audit preparation services, we need certain information to do our job properly. What we collect depends on your specific needs, but here's what we typically work with:

Personal Information

• Your name, email address, phone number, and business address
• Tax identification numbers and business registration details
• Banking information relevant to your financial records
• Communication preferences and language choices

Financial Data

This is where things get more detailed. For budget audits, we review transaction records, expense documentation, revenue reports, and financial statements. We may also need access to accounting software data or historical financial records depending on the scope of your audit preparation needs.

Technical Information

When you visit our website or use our online tools, we automatically collect some technical details — your IP address, browser type, device information, and how you navigate our site. This helps us improve the experience and spot any security concerns early.

2 How We Use Your Information

We're not in the business of collecting data just for the sake of it. Everything we gather serves a specific purpose related to helping you prepare accurate budget audits and maintain proper financial documentation.

• Audit Preparation Services: We analyze your financial data to prepare comprehensive budget audits, identify discrepancies, and ensure compliance with applicable regulations in Vietnam.
• Communication: We need to stay in touch about your project status, clarify information, provide updates, and respond to your questions throughout our working relationship.
• Legal Compliance: Vietnamese law requires us to maintain certain records and follow specific procedures. We use your information to meet these obligations.
• Service Improvement: By understanding how clients use our services and where they encounter challenges, we can refine our processes and educational resources.
• Security and Fraud Prevention: We monitor for unusual activity that might indicate unauthorized access or potential security threats to your sensitive financial information.

3 Data Sharing and Third Parties

Sometimes we need to work with other professionals or service providers to deliver our audit preparation services. When we do share information, it's limited and controlled.

Service Providers

We use cloud storage providers for secure document management, accounting software platforms for financial analysis, and communication tools for client interactions. These providers are contractually obligated to protect your data and can only use it for the specific services they provide to us.

Professional Advisors

In some cases, we consult with legal counsel, tax specialists, or other financial professionals to ensure we're providing accurate guidance. When this happens, those professionals are bound by their own confidentiality obligations and professional ethics standards.

Legal Requirements

If we receive a valid legal request from Vietnamese authorities or need to comply with court orders, we may be required to disclose certain information. We'll notify you about such requests unless legally prohibited from doing so.

Business Transfers

Should Clever FlowHub be acquired by or merged with another company, your information would transfer to the new entity. We'd notify you beforehand and ensure the new owner maintains the same privacy standards.

4 Your Rights and Control

Under Vietnam's Law on Personal Data Protection (which took full effect in 2024), you have specific rights regarding your personal information. Here's what you can do and how to exercise these rights:

5 Security Measures

Protecting financial data is fundamental to everything we do. We've implemented multiple layers of security, though honestly, no system is 100% bulletproof. Here's what we have in place:

Technical Safeguards

• End-to-end encryption for all data transfers between you and our systems
• Encrypted storage for financial documents and personal information at rest
• Regular security audits and vulnerability assessments of our infrastructure
• Multi-factor authentication requirements for accessing sensitive client data
• Automated backup systems with encrypted offsite storage

Administrative Controls

Our team members only access information necessary for their specific role. We maintain strict internal policies about data handling, conduct regular privacy training, and require all staff to sign confidentiality agreements. Access logs are monitored for unusual activity.

Physical Security

Our office at 27A Phạm Văn Dinh in Vũng Tàu has controlled access, and any physical documents containing sensitive information are stored in locked cabinets. We use secure destruction methods when disposing of paper records.

6 Data Retention

We don't keep your information longer than necessary, but "necessary" varies depending on the type of data and legal requirements. Here's our general approach:

Active Client Data

While we're actively working on your audit preparation, we maintain complete records. This includes all financial documents, communications, and analysis we've performed.

Post-Engagement Records

After completing your audit preparation, Vietnamese accounting standards require us to retain certain financial records for at least 10 years. This protects both you and us in case questions arise later about the work we performed.

Marketing Communications

If you've subscribed to our newsletter or educational content, we keep your contact information until you unsubscribe or request deletion. You can opt out at any time using the links in our emails.

Technical Logs

Website access logs and technical data are typically retained for 12-24 months for security monitoring and troubleshooting purposes, then automatically deleted.

7 International Data Considerations

We primarily serve clients in Vietnam and store data on servers located within Vietnam or in jurisdictions with adequate data protection standards. However, some of our third-party service providers may operate internationally.

When data is transferred outside Vietnam, we ensure appropriate safeguards are in place through standard contractual clauses, adequacy decisions, or other approved transfer mechanisms under Vietnamese law. We carefully vet any international providers to ensure they meet privacy standards comparable to what you'd expect in Vietnam.

If you're accessing our services from outside Vietnam, be aware that your information will be transferred to and processed in Vietnam, subject to Vietnamese privacy laws.

8 Changes to This Policy

Privacy regulations evolve, our services change, and our practices improve. We review and update this privacy policy periodically to reflect these changes.

When we make significant changes, we'll notify you by email if we have your contact information. We'll also post the updated policy on our website with a new "Last Updated" date at the top. Material changes will be announced at least 30 days before they take effect, giving you time to review and decide if you want to continue working with us under the new terms.

We encourage you to review this policy occasionally, especially if you're a long-term client. Your continued use of our services after we implement changes constitutes acceptance of the updated policy.