1 Information We Collect

We collect different types of information depending on how you interact with SparqWave. Some data you provide directly, while other information is collected automatically as you use our platform.

Business Information You Provide

• Company name, business registration details, and tax identification numbers
• Contact information including email addresses, phone numbers, and business addresses
• Account credentials and authentication details for platform access
• Payment information processed through our secure payment partners
• Invoice data including vendor information, amounts, dates, and supporting documents

Automatically Collected Data

• System logs showing when and how you access our services
• IP addresses and device information used to connect to our platform
• Browser type and operating system details for compatibility purposes
• Usage patterns showing which features you use and how often
• Performance data helping us identify and fix technical issues

2 How We Use Your Information

Every piece of information we collect serves a specific purpose. We don't collect data just to have it—we use it to make our invoice automation service work better for you.

3 Data Sharing and Disclosure

Sometimes we need to share specific information with partners who help us deliver our service. Here's exactly who might see your data and why.

Service Providers We Work With

• Cloud hosting providers who store your data on secure servers
  • Data is encrypted both in transit and at rest
  • Servers located in facilities meeting international security standards
• Payment processors handling subscription billing
  • We never store complete credit card numbers on our systems
  • All payment data follows PCI DSS compliance requirements
• Email service providers delivering notifications and support messages
• Analytics tools helping us understand platform usage (anonymized data only)

Legal and Regulatory Disclosures

We may disclose your information when Vietnamese law requires it. This includes responding to valid legal requests from tax authorities, courts, or law enforcement agencies. We review each request carefully and only provide the minimum information legally required.

4 Data Security Measures

Protecting invoice data isn't optional for us—it's fundamental. We've built multiple layers of security into our platform, though no system can be 100% breach-proof.

• Encryption everywhere: Your data is encrypted using AES-256 when stored and TLS 1.3 when transmitted
• Access controls: Team members only access data they specifically need for their role
• Regular security audits: We conduct quarterly vulnerability assessments and penetration testing
• Automated backups: Your data is backed up daily to geographically separate locations
• Monitoring systems: Real-time alerts notify us of suspicious access patterns or potential threats
• Two-factor authentication: Available for all accounts to add extra login protection

5 Your Privacy Rights

You have specific rights regarding your personal data under Vietnamese law. These aren't just theoretical—we've built tools to make exercising these rights straightforward.

Access and Portability

You can request a copy of all personal data we hold about you. We'll provide this in a common machine-readable format (usually JSON or CSV) within 30 days. This includes your invoice data, account information, and usage logs.

Correction and Updates

Found an error in your data? You can update most information directly through your account settings. For data you can't change yourself, send us a request and we'll make the corrections within 15 business days.

Data Deletion

You can request deletion of your personal data at any time. However, we may need to retain certain information for legal compliance (like tax records) or to resolve disputes. We'll explain what we can and cannot delete when you make your request.

Processing Restrictions

You can ask us to temporarily stop processing your data while we investigate a concern you've raised about accuracy or processing purposes. Your account will remain accessible, but automated processing will pause.

How to Exercise Your Rights

Email us at contact@sparqwave.com with your request. We'll verify your identity (usually by confirming account details) and respond within 30 days. There's no fee for most requests, though we may charge for excessive or repetitive requests.

6 Data Retention Periods

We don't keep your data forever. Different types of information have different retention schedules based on business needs and legal requirements.

After these periods end, we securely delete data using methods that make recovery impossible. For physical media, we use certified destruction services. For digital data, we use cryptographic erasure techniques.

7 International Data Transfers

Some of our service providers operate outside Vietnam, which means your data might be processed in other countries. We only work with providers who meet strict data protection standards.

When we transfer data internationally, we use:

• Standard contractual clauses approved by Vietnamese authorities
• Providers certified under recognized data protection frameworks
• Additional technical safeguards like end-to-end encryption
• Regular audits of partner security practices

You can request details about where your specific data is processed by contacting our privacy team. We maintain current documentation of all international transfers.

8 Cookies and Tracking

Our platform uses cookies to function properly and to improve your experience. You have control over most types of cookies through your account settings.

Essential Cookies

These keep you logged in, remember your preferences, and enable core platform features. You can't disable these without breaking the service, but they don't track you across other websites.

Analytics Cookies

We use these to understand how people use SparqWave—which features are popular, where people encounter problems, and how we can improve. The data is anonymized and aggregated. You can opt out of analytics tracking in your account settings.

Performance Cookies

These help us optimize loading times and system performance. They tell us which pages load slowly or cause errors so we can fix them. Like analytics cookies, these can be disabled without affecting core functionality.

9 Children's Privacy

SparqWave is a business service not intended for individuals under 18 years old. We don't knowingly collect information from children. If we discover we've inadvertently collected such data, we'll delete it immediately.

10 Changes to This Policy

We update this policy occasionally to reflect new features, legal changes, or improved practices. When we make significant changes, we'll notify you by email at least 30 days before they take effect.

Minor updates (like clarifying existing practices or fixing typos) happen without notification, but we always update the "Last Updated" date at the top of this page. We recommend checking back every few months to stay informed.

11 Vietnam-Specific Provisions

As a company operating in Vietnam, we comply with the Law on Cybersecurity 2018, Decree 13/2023/ND-CP on Personal Data Protection, and related regulations.

Data Localization

We maintain data processing facilities within Vietnam for certain categories of information as required by Vietnamese law. Critical business data is stored on Vietnamese servers, with international backups for disaster recovery purposes.

Government Access Requests

We respond to valid legal requests from Vietnamese authorities as required by law. When legally permitted, we notify affected users about such requests. We publish annual transparency reports detailing the number and types of government data requests we receive.

Vietnamese Language

While this policy is written in English, a Vietnamese translation is available upon request for users who prefer it. In case of any conflict between versions, the English version governs except where Vietnamese law requires otherwise.