Our Commitment to Your Privacy

At Smartdesktophub, we understand that trusting us with your personal information is a big decision. This privacy policy explains exactly how we collect, use, and protect your data when you work with our AI application support and maintenance services.

We're based in Vietnam but work with clients globally, so we've designed our privacy practices to meet international standards while complying with Vietnamese data protection laws. Think of this document as our honest conversation about what happens to your information when you choose to work with us.

Information We Collect

When you reach out to us or use our services, we collect different types of information depending on what you need from us. Here's what we typically gather:

How We Use Your Information

We don't collect data just to have it sitting around. Everything we gather serves a specific purpose in helping us provide better AI application support services. Here's how we actually use your information:

• Providing the technical support and maintenance services you've requested
• Communicating about project updates, system status, and service improvements
• Analyzing application performance to identify potential issues before they become problems
• Creating customized solutions based on your specific technical environment
• Improving our service delivery methods and technical processes
• Maintaining records for quality assurance and service continuity

Data Storage and Security

Keeping your information secure is something we take seriously, especially given the technical nature of our work. We store data both locally in Vietnam and use international cloud services that meet strict security standards.

Our security measures include encrypted data transmission, secure server environments, regular security audits, and restricted access controls. Only team members who need access to specific information for your project can view it.

We also maintain regular backups of critical data to prevent loss, though these backups are subject to the same security protocols as your primary information.

Sharing Information with Others

There are limited situations where we might need to share your information with other parties. We want to be completely transparent about when this happens:

• Third-party tools and platforms we use to deliver your AI application support services
• Cloud infrastructure providers that host your applications or data (like AWS, Google Cloud, or Azure)
• Subcontractors who help with specific technical tasks, under strict confidentiality agreements
• Legal authorities if required by Vietnamese law or valid legal processes
• Emergency situations where disclosure is necessary to prevent harm to systems or people

In all cases where we share information, we ensure the receiving party has appropriate security measures and only gets the minimum data necessary for the specific purpose.

Your Rights and Control

You have several rights regarding your personal information, and we've made it straightforward to exercise them. Here's what you can do:

• Request to see what personal information we have about you and how we're using it
• Ask us to correct any inaccurate information in our records
• Request deletion of your personal data, though we may need to keep some information for legal or service continuity reasons
• Object to certain types of data processing if you feel it's not necessary for our services
• Request that we transfer your data to another service provider in a usable format
• Withdraw consent for data processing that's based on your agreement rather than legal requirements

To exercise any of these rights, just send us an email explaining what you'd like to do. We'll respond within 30 days and help you through the process.

Data Retention

We don't keep your information forever. Our retention periods depend on the type of data and why we collected it:

Contact and communication records are typically kept for three years after our last interaction. Technical data and application logs are usually retained for one year unless ongoing maintenance requires longer storage. Financial records and contracts are kept for seven years to comply with Vietnamese business regulations.

When retention periods expire, we securely delete the information unless you've specifically asked us to keep it longer or legal requirements mandate extended storage.

International Data Transfers

Since we work with AI applications that often use global cloud services, your data might be processed or stored outside Vietnam. When this happens, we ensure that the receiving countries have adequate data protection laws or that our service agreements include appropriate safeguards.

We primarily work with established cloud providers who maintain data centers in regions with strong privacy protections. If you have specific requirements about where your data can be stored or processed, let us know and we'll work within those constraints when possible.

Changes to This Policy

Technology and regulations change, so we occasionally update this privacy policy to reflect new practices or legal requirements. When we make significant changes, we'll notify active clients directly via email and post the updated version on our website.

Minor updates that don't affect how we handle your data will be posted with a new date at the top of this document. We encourage you to review this policy periodically, especially if privacy is a particular concern for your organization.