Privacy Policy

1.Information We Collect

We may collect the following types of information when you use our Services:

Personal Information. Full name, date of birth, passport details, nationality, contact information, address, email, phone number, travel documents, and any other details required for your visa or travel-document application.

Sensitive Information. Identification records, employment details, financial information, and health-related information, only where necessary for specific visa or travel-document applications.

Automated & Technical Data. IP address, browser type, device information, operating system, pages visited, time spent on the site, and other website usage data collected through cookies and tracking technologies.

We only collect information that is reasonably necessary for the purposes described in this Privacy Policy.

2.How We Use Your Information

We use your information for the following purposes:

• To process, prepare, and submit your visa or travel-document applications.
• To communicate with you about your application status, updates, reminders, and customer support.
• To administer payments and manage billing for our Services.
• To improve our website, platform, and overall customer experience.
• To comply with applicable Australian, Vietnamese, and other foreign laws, tax, and regulatory requirements.

Your trust matters. We will not use your information for purposes unrelated to our Services without your consent, unless required by law. We do not sell your personal information to third parties.

3.Disclosure of Your Information

We may share your information only when necessary, including:

• With embassies, consulates, the Vietnam Immigration Department, and other relevant government authorities to process your visa or travel-document application.
• With trusted third-party service providers such as courier companies, IT and cloud-hosting providers, and customer-support platforms, who process data on our behalf under strict confidentiality obligations.
• With Stripe, our payment-processing provider, for the purpose of securely processing credit/debit card payments and related financial transactions. Stripe's handling of your data is governed by its own privacy and security policies.
• With staff and contractors of our group (including its sister brands MyVisitVisa andMyBaliVisa) who prepare, check and lodge applications, where required to deliver the service.
• With regulators, law-enforcement agencies, or other authorities where required by law, regulation, court order, or authorised investigation.

We take reasonable steps to ensure that any third party handling your information does so in a manner consistent with applicable privacy laws.

4.International Data Transfers

Your information may be transferred, stored, or processed overseas, including:

• To foreign embassies, consulates, or government authorities (including in Vietnam) as part of your visa application.
• To secure overseas cloud servers or IT service providers located in other countries.
• To Stripe and its global infrastructure, where card-processing systems are hosted.

Where information is transferred overseas, we take reasonable steps to ensure an appropriate level of protection is in place, including using reputable service providers and contractual safeguards where appropriate.

5.Cookies & Tracking Technologies

We use cookies and similar tracking technologies to:

• Enable essential functions such as login and session management.
• Analyse website traffic and user behaviour using Google Analytics, to help us understand how visitors use our site and improve our Services. Google Analytics does not usually identify you personally but may record pseudonymised data such as a truncated IP address.
• Personalise your experience and show relevant information where applicable.
• Remember how you found us - for example a search engine, an advertisement, or a link from one of our referral partners - so we know which channels help travellers and can pay partners their commission. These first-party cookies hold the channel, campaign, the page you arrived on, any advertising click reference and any partner code (not your name or contact details), last up to 90 days, and are saved with your application if you start one.

You can manage cookies through your browser settings, but disabling them may limit some features of our website. Third-party links or plugins on our website may use their own cookies and privacy policies, which are outside our control.

6.Your Privacy Rights

Subject to certain exceptions, you have the right to:

• Access the personal information we hold about you.
• Request corrections to any inaccurate or outdated information.
• In some circumstances, request the deletion of your personal information, subject to legal and regulatory requirements.
• Opt out of direct marketing communications by contacting us at [email protected].

If you believe your privacy rights have been breached, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC). We will respond to your privacy-related requests within a reasonable time.

7.Data Security & Retention

We take reasonable steps to protect your personal information against unauthorised access, misuse, interference, loss, or destruction. These measures include:

• Secure storage. Personal data, including passport details, is encrypted at rest using AES-256 encryption, and uploaded documents are stored in access-restricted private storage.
• Access controls. Role-based access restrictions and staff confidentiality obligations, so only the case handler assigned to your file can view your documents.
• Secure payments. Stripe handles all card transactions under PCI-DSS compliance; we do not store your full card details.
• Encryption in transit. All data is transmitted over encrypted HTTPS connections.

Deletion of sensitive documents. Once your application has been submitted to the relevant immigration authority, we delete the sensitive documents you uploaded - such as your passport bio-page scan and photograph - from our systems. We do not retain these identity documents beyond the point they are no longer needed to complete your application.

Unfinished applications. If you start an application and do not complete payment, we delete it automatically after 60 days without activity, including any documents you had already uploaded. You can ask us to delete an unfinished application sooner at any time.

Retention periods. After sensitive documents are deleted, we keep only limited records - such as your name, contact details, the service purchased, and payment records - for as long as necessary to provide the Services and to meet our legal obligations. Payment and financial records are kept as required under Australian tax and accounting laws (typically up to five years).

8.Children's Privacy

Our Services are not directed at children under 16 years of age. We do not knowingly collect personal information from children without the involvement of a parent or legal guardian. If an application involves a child, it must be completed by a parent or legal guardian on their behalf. If you believe that we have inadvertently collected information from a child under 16, please contact us immediately so we can take appropriate action.

9.Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, new technologies, or changes in applicable laws. Any updates will be posted on myvietnamvisas.com with the revised “Last updated” date. We encourage you to review this page periodically.