Who We Are and What This Covers

WiseUpIA operates from 805 Nguyễn Thi Định, Vĩnh Hiệp, Rạch Giá, Kiên Giang 92000, Vietnam. We provide expense management automation services to businesses across Vietnam and handle financial data as part of that work.

This policy applies to information we collect through our website, software platform, and any direct interactions you have with our team. When you use our services, you're trusting us with sensitive business information—and we take that seriously.

Information We Collect

Business Contact Information

When you reach out or sign up for our services, we collect basic details: your name, email, phone number, company name, and business address. Pretty standard stuff, but we need it to actually communicate with you and set up your account properly.

Financial and Expense Data

Here's where it gets more detailed. Our platform processes expense records, transaction data, vendor information, receipt images, and approval workflows. This is the core of what we do—analyzing this information to automate your expense management processes.

Technical Information

Like most online services, we automatically collect some technical data: IP addresses, browser type, device information, and how you interact with our platform. This helps us keep things running smoothly and spot any security issues.

Data Type	Purpose	Retention Period
Contact Information	Account management and communication	Duration of business relationship plus 2 years
Financial Records	Expense processing and automation	7 years (per Vietnam accounting requirements)
Technical Logs	Security monitoring and platform optimization	90 days
Support Communications	Customer service and issue resolution	3 years

How We Use Your Information

We're not in the business of selling data or using your information for unrelated purposes. Everything we collect serves a specific function related to delivering and improving our expense management services.

• Processing and categorizing expenses automatically based on your company's rules
• Generating reports and insights about spending patterns
• Managing approval workflows for expense submissions
• Detecting unusual transactions that might need a second look
• Providing customer support when you need help
• Improving our platform based on how people actually use it
• Meeting legal obligations under Vietnam's accounting and tax laws

Data Sharing and Third Parties

Running a modern software platform means working with some trusted partners. But we're selective about who gets access to what.

Service Providers We Work With

Cloud hosting providers store your data securely. Payment processors handle subscription billing. Email services help us communicate with you. These companies only get the specific data they need to do their job, and they're contractually bound to protect it.

Legal Requirements

Sometimes we're legally required to share information—like responding to valid court orders or cooperating with tax authorities in Vietnam. We only disclose what's specifically requested and legally required.

Business Transfers

If WiseUpIA is acquired or merges with another company, your data would transfer as part of that transaction. We'd notify you beforehand and make sure the new entity maintains similar privacy protections.

Security Measures

Financial data needs serious protection. We've built multiple layers of security into our systems, though like anyone honest in this space, we can't promise absolute invulnerability.

• End-to-end encryption for data transmission using TLS 1.3
• AES-256 encryption for data storage
• Multi-factor authentication required for account access
• Regular security audits and penetration testing
• Employee access limited to only what's necessary for their role
• Automated backup systems with encrypted storage
• 24/7 monitoring for suspicious activity

Our servers are located in secure data centers that comply with international security standards. We review and update our security practices regularly as new threats emerge.

Your Rights and Control

This is your data. You should have meaningful control over it.

Access and Portability

You can request a complete copy of your data at any time. We'll provide it in a commonly used format within 15 business days. No charge for reasonable requests made once per year.

Correction and Updates

Spotted something wrong? You can update most information directly through your account dashboard. For data you can't change yourself, contact our support team and we'll make corrections within 5 business days.

Deletion Rights

You can request deletion of your data after your service agreement ends. However, we may need to retain certain financial records for 7 years to comply with Vietnam's accounting regulations. We'll delete everything else within 30 days of your request.

Restriction and Objection

You can object to certain types of data processing or request that we restrict how we use your information. Keep in mind that some restrictions might limit our ability to provide full service functionality.

Data Retention

We don't keep data longer than necessary, but "necessary" means different things for different types of information.

Financial records stick around for 7 years—that's what Vietnam's Law on Accounting requires for business documents. Contact information stays active during your service period and for 2 years afterward in case you want to restart service. Technical logs get deleted after 90 days unless they're part of an ongoing security investigation.

When data reaches the end of its retention period, we securely delete it using methods that make recovery practically impossible. For particularly sensitive information, we use multi-pass overwriting before deletion.

International Data Transfers

Most of your data stays within Vietnam, but some of our service providers operate internationally. When data crosses borders, we use standard contractual clauses and ensure the receiving country has adequate data protection laws.

We maintain primary data storage within Vietnam to minimize latency and comply with local data residency preferences. Backup copies may be stored in secure international locations for disaster recovery purposes.

Children's Privacy

Our services are designed for businesses and aren't intended for individuals under 18. We don't knowingly collect information from minors. If we discover we've accidentally collected such data, we delete it immediately.

Changes to This Policy

Privacy practices evolve. When we make changes to this policy, we'll update the date at the top and notify you via email if the changes significantly affect how we handle your data.

For minor clarifications or additions that don't change our actual practices, we'll simply update the policy and note the changes in our changelog. Major changes get a 30-day notice period before taking effect.

Compliance with Vietnam Laws

We operate in compliance with Vietnam's Cybersecurity Law (Law No. 24/2018/QH14), the Law on Protection of Consumer Rights, and relevant data protection regulations issued by the Ministry of Information and Communications.

This includes maintaining data processing records, implementing appropriate security measures for personal data, and cooperating with authorities when legally required to do so.