Privacy Notice

Effective date: 5 November 2026

Who we are

PoliteTech Software (“PoliteTech”, “we”, “us”) is a software development company based at 3rd Floor, Trung Yen Plaza, 1 Trung Hoa Street, Yen Hoa Ward, Hanoi, Vietnam. We are responsible for the personal information described in this notice. You can contact us at contact@politetechsoftware.com.

Information we collect

We collect information in the following ways:

• Information you provide: your name, work email, company, the service you are interested in, budget range and the details you include in an enquiry or email.
• Communications: the content of emails, messages and meeting notes when we discuss a possible or active engagement.
• Technical information: IP address, browser type, device information, pages visited and referring pages, collected through server logs and, where enabled, cookies or similar technologies.
• Information from third parties: business contact details from professional networks or review platforms when you contact us through them.

Please do not send passwords, sensitive personal data or confidential documents through the website form.

How we use information

• To respond to enquiries and discuss possible engagements.
• To prepare proposals, contracts and project communication.
• To operate, secure and improve the website, including protecting it from spam and abuse.
• To send service-related messages, such as replies to your enquiry.
• To comply with legal, accounting and recordkeeping obligations.
• To send occasional updates about our services where you have agreed or where the law allows; you can opt out at any time.

Legal bases

Where data protection laws such as the GDPR or the UK GDPR apply, we rely on: your consent (for example when you submit the form and tick the consent box); steps taken at your request before entering into a contract; our legitimate interests in responding to business enquiries, running and securing our website and developing our business; and compliance with legal obligations. We also process personal data in line with Vietnam’s personal data protection rules.

Sharing information

We do not sell personal information. We share it only with:

• Service providers that host the website, deliver email, protect the site from spam (such as Google reCAPTCHA) and provide analytics, under contracts that limit their use of the data.
• Professional advisers such as lawyers and accountants where needed.
• Authorities when required by law or to protect our rights.
• A successor organisation in the event of a merger or acquisition, subject to this notice.

International transfers

Our team is based in Vietnam and our service providers may process data in other countries. When we transfer personal data internationally, we take steps to protect it, such as using providers with appropriate safeguards and contractual protections.

Retention

We keep enquiry information for as long as needed to respond and manage any resulting discussions, and generally no longer than 24 months after our last contact unless an engagement begins. Contract and invoicing records are kept for the period required by law. We delete or anonymise information when it is no longer needed.

Security

We use reasonable technical and organisational measures to protect personal information, including access controls, encrypted connections and limited staff access. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

Cookies and analytics

The website uses essential cookies and similar technologies needed for operation and security, and a cookie that remembers your cookie choice. Google Analytics is loaded only after you select “Accept analytics” in the cookie banner; it uses cookies to measure visits and page use, with IP anonymisation enabled. We do not use advertising cookies. You can change your choice at any time using the “Cookie settings” link in the website footer, and you can also control cookies through your browser settings.

Your rights

Depending on where you live, you may have the right to access, correct, delete or restrict the use of your personal information, object to processing, request a copy in a portable format and withdraw consent at any time. To make a request, email contact@politetechsoftware.com. You may also complain to your local data protection authority.

Children

Our website and services are intended for businesses and are not directed at children. We do not knowingly collect personal information from children.

Changes to this notice

We may update this notice from time to time. The effective date at the top shows when it was last changed. Significant changes will be highlighted on this page.

Contact

For questions about this notice or your personal information, contact PoliteTech Software at contact@politetechsoftware.com or write to 3rd Floor, Trung Yen Plaza, 1 Trung Hoa Street, Yen Hoa Ward, Hanoi, Vietnam.