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Privacy

Privacy Policy

Windify collects as little data as possible, uses it only for the purposes we state and never sells personal data. This page explains exactly what we do with your information on our website and across our four lines of business.

  • Last updated: 31 October 2026
  • Applies to windify.com.vn and its member sites

  • We don’t sell data

    We never sell, rent or trade your personal data for money.

  • Only what we need

    Every field we ask for has a clear purpose; once that purpose is fulfilled, the data is deleted or anonymised.

  • You stay in control

    You can ask to view, correct or delete your data, withdraw consent or restrict how it is processed.

  • Protecting children’s data

    Data about young students at Future Academy is processed only with the consent of a parent or guardian.

Contents
  1. Scope and Windify’s role
  2. Data we collect
  3. Why we process data
  4. Legal basis for processing
  5. Children’s data
  6. Sharing data
  7. Storage and transfers outside Vietnam
  8. How long we keep data
  9. How we protect data
  10. AI and automated decision-making
  11. Cookies and similar technologies
  12. Your rights
  13. Changes to this policy
  14. Contact

Scope and Windify’s role

This policy is issued by Windify Co., Ltd. (“Windify”, “we”), headquartered at Lot 345 Hoang Thi Loan, Da Nang. It applies to windify.com.vn and its member sites solutions.windify.dev, ecom.windify.com.vn, windify.edu.vn and agency.windify.com.vn, together with the services presented on them.

Depending on the service, Windify acts in one of two roles:

  • Data controller when we decide the purpose and means of processing ourselves, for example data you send through our contact form, seller account data or student records.
  • Data processor when we process data on behalf of an organisation, for example data in an ERP system, the SMRS smart meeting room or customer lists a business gives to Windify Agency. In that case the client organisation makes the decisions, and the contract between us sets out how the data is processed.

If you buy from a store running on Windify E-commerce, the seller who owns that store is primarily responsible for your order data. Please contact the seller first; we will help them handle your request.

Data we collect

We only collect data needed for the service you are using. The table below lists it by context.

ContextDataSource
Contact formName, phone number, email, organisation, area of interest and the message you write.Provided by you
Website visitsIP address, browser and device type, pages viewed, time of visit, error logs.Collected automatically from your device
Windify E-commerceSeller account details, store information, bank account for payouts, transaction history; buyers’ order data (name, phone number, delivery address).Sellers, buyers, and payment and delivery partners
Future AcademyParent details; student name, year of birth, class, learning progress and results; photos and videos taken in class if parents agree.Parents and teachers
Windify AgencyBusiness contact details, access to advertising accounts, campaign data; customer lists provided by the business.Client businesses and advertising platforms
Software and AI solutionsOperational data in the organisation’s systems; for SMRS, meeting audio, speech-to-text transcripts, minutes and tasks.Client organisations and users they authorise

We do not intentionally collect sensitive personal data such as health status, religion, political views or biometric data used for identification. Sellers’ bank accounts and voices in SMRS meetings are processed only because the service cannot be provided without them, with the additional safeguards described in section 9.

Why we process data

  • Answering your enquiry, sending quotes and proposing the solutions you asked about.
  • Providing, operating and supporting the services under contract: stores, courses, ad campaigns and software.
  • Processing payments, reconciliation and invoicing in line with accounting and tax rules.
  • Sending learning progress reports to parents and campaign performance reports to businesses.
  • Detecting and preventing fraud, unauthorised access and breaches of our terms.
  • Improving the website and services using aggregated statistics, not to identify individuals.
  • Sending news about products, events and offers once you have agreed to receive them. You can unsubscribe at any time.
  • Meeting obligations under lawful requests from competent authorities.

If we need to use data for a new purpose not listed here, we will tell you and ask for your consent where the law requires it.

Legal basis for processing

We process personal data in accordance with Vietnamese law, including the Law on Personal Data Protection, the Law on Cybersecurity, the Law on Electronic Transactions, the Law on Consumer Rights Protection and their implementing regulations. We process data when one of the following bases applies:

  • Your consent, given clearly, for example when you submit the contact form or sign up for news. You may withdraw consent; doing so does not affect processing that was lawfully carried out before.
  • Performance of a contract that you or your organisation has signed with Windify.
  • Legal obligations, for example keeping accounting records or providing information to competent authorities.
  • Emergencies where we need to protect your life or health or that of others, to the extent permitted by law.

Children’s data

Future Academy works with students aged 5 to 18, so we apply these additional principles:

  • Data about students under 18 is processed only with the consent of a parent or guardian, and also of the student where the law requires it.
  • Photos and videos showing students are used for communications only when parents have given separate consent for that purpose. Parents can withdraw consent and ask us to take the content down.
  • Only the teachers in charge and the academic office can access a student’s learning records.
  • windify.com.vn is not directed at children. If we find we have received a child’s data without valid consent, we will delete it.

Sharing data

Windify does not sell personal data. We share data only in the following cases, and only as much as is necessary:

  • Service providers that help us operate: cloud infrastructure, email, payments, delivery, customer care. They may only process data on Windify’s instructions and must keep it confidential under contract.
  • Advertising platforms such as Meta, Google and TikTok, when Windify Agency runs campaigns at a client business’s request. Processing on these platforms is also subject to their own policies.
  • Sellers and delivery partners on Windify E-commerce, to complete your order.
  • Other parts of the Windify ecosystem, when you use several of our services and sharing helps us serve you better.
  • Competent authorities when there is a lawful request. Where the law allows, we will notify you before disclosing.
  • A successor business in the event of a merger, demerger or transfer of business; the successor must continue to comply with this policy.

Storage and transfers outside Vietnam

Data is stored on servers run by Windify or by cloud providers such as AWS, Microsoft Azure and Google Cloud. Some servers may be located outside Vietnam. For on-premise deployments, data stays on infrastructure managed by the client organisation.

When personal data is transferred abroad, Windify prepares an impact assessment, completes the required procedures and requires the recipient to apply protection no lower than this policy.

How long we keep data

We keep data only as long as needed for the stated purpose or as required by law:

  • Enquiries: up to 24 months after our last exchange, if no contract follows.
  • Accounts and service data: while you use the service and for a reasonable period afterwards to handle complaints, up to 12 months.
  • Accounting records and invoices: for the period required by accounting and tax law.
  • Data in client organisations’ systems: as set out in the contract; at the end, data is returned or deleted at the organisation’s request.

When the period ends, data is securely deleted or anonymised so that it can no longer identify you.

How we protect data

  • HTTPS encryption in transit and encryption at rest for systems holding important data.
  • Role-based access: staff can only access the data their work requires, and every access to admin systems is logged.
  • Regular backups, restore testing and timely security patches.
  • Staff and partners sign confidentiality undertakings; staff are trained in data protection.
  • If data is leaked or lost, we act immediately, notify the authorities within the statutory deadline and inform affected people when the incident could harm them.

No system on the Internet is perfectly secure. If you suspect someone has accessed your account without permission, please tell us right away.

AI and automated decision-making

Some services use AI, such as speech-to-text and meeting summaries in SMRS, or an assistant that answers questions from an internal knowledge base. We follow these principles:

  • AI output is always reviewed by a person before it is used for important decisions; for example, a secretary approves the minutes before they are issued.
  • Windify does not make decisions with legal or similarly significant effects on you based solely on automated processing.
  • A client organisation’s data is used only to provide services to that organisation under its contract.

Cookies are small files stored in your browser. We group them into three categories:

  • Essential: keep you signed in and secure your session. They cannot be turned off if you want to use the service.
  • Analytics: measure visits and aggregate behaviour to improve the website.
  • Advertising: used on some member sites to measure performance and show relevant ads.

The website also loads fonts from Google Fonts, so your browser sends your IP address to Google when the page loads. You can block or delete cookies in your browser settings; some features may not work fully if you do.

Your rights

Under personal data protection law, you have the right to:

  • Be informed about what data is being processed and why.
  • Give or withdraw consent to processing.
  • Access and obtain a copy of your data.
  • Correct data that is wrong or incomplete.
  • Delete data when it is no longer needed or when you withdraw consent.
  • Restrict or object to processing, including receiving marketing messages.
  • Complain, report or take legal action and claim compensation as provided by law.

To exercise your rights, email contact@windify.com.vn with the subject “Personal data request”. We may ask you to verify your identity to protect your data from others. Windify will confirm receipt within 3 working days and handle the request within the time limit set by law. You will not be charged or treated differently for exercising your rights.

Changes to this policy

We may update this policy when our services or the law change. The date of the latest update is always shown at the top of the page. For significant changes, we will give notice on the website, by email or in the service’s dashboard at least 15 days before they take effect.

This policy is available in English and Japanese for reference. If the versions differ, the Vietnamese version prevails.

Contact

For any questions, requests or complaints about personal data, please contact Windify’s data protection team:

Read Windify’s Terms of Use