Privacy Policy
Your privacy matters to us. Learn how FlashSpotFlow protects and handles your personal information in accordance with Vietnamese and international privacy standards.
Introduction and Our Commitment
FlashSpotFlow ("we," "our," or "us") operates flashspotflow.com and provides budget variance analysis services to individuals and businesses primarily in Vietnam and the Southeast Asian region. We understand that trust forms the foundation of any financial service relationship, which is why we've developed this comprehensive privacy policy to explain exactly how we collect, use, store, and protect your personal information.
Our privacy practices comply with Vietnamese data protection regulations, including Decree No. 13/2023/ND-CP on Personal Data Protection, as well as international standards to ensure your information receives the highest level of protection regardless of where you're located. We believe transparency isn't just good practice – it's essential for maintaining the trust you place in us when sharing sensitive financial information.
Information We Collect
Personal Information You Provide
Contact details including full name, email address, phone number, and business address when you register for our services or contact us for support
Financial information such as budget data, variance reports, spending categories, and financial goals that you input into our analysis tools
Account credentials and security information including encrypted passwords, security questions, and authentication preferences
Communication records including emails, chat messages, support tickets, and feedback you provide through our various communication channels
Technical Information We Collect Automatically
Device information including IP address, browser type and version, operating system, device identifiers, and screen resolution
Usage data such as pages visited, time spent on different sections, click patterns, and feature utilization within our platform
Location data derived from IP addresses to provide relevant regional financial insights and compliance with local regulations
Performance data including load times, error reports, and system interactions to help us improve service quality and reliability
Data Minimization Principle
We only collect information that's directly relevant to providing our budget variance analysis services. If we don't need specific data to serve you better, we simply don't collect it. This approach reduces privacy risks while ensuring we have everything necessary to deliver exceptional financial analysis tools.
How We Use Your Information
Primary Service Functions
Your personal and financial information primarily enables us to deliver accurate budget variance analysis and personalized financial insights. We use your budget data to generate meaningful reports, identify spending patterns, and provide recommendations tailored to your specific financial situation and goals.
Account management represents another critical use of your information. We need your contact details to maintain your account, process service requests, send important updates about your analysis reports, and provide technical support when you encounter issues with our platform.
Service Improvement and Development
Analyzing aggregated usage patterns to identify which features provide the most value and which areas need improvement
Developing new analysis tools and reports based on common user needs and feedback we receive through various channels
Optimizing platform performance by identifying technical bottlenecks and improving system responsiveness
Customizing user interfaces and workflows to better match how different user types interact with financial analysis tools
| Information Type | Primary Use | Retention Period |
|---|---|---|
| Contact Information | Account management, support communications | Active account + 3 years |
| Financial Data | Variance analysis, reporting, insights | Active account + 5 years |
| Usage Analytics | Service improvement, feature development | 2 years (anonymized) |
| Communication Records | Support history, service quality | 3 years from last contact |
Data Sharing and Third-Party Relationships
Service Providers and Business Partners
We work with carefully selected third-party service providers to deliver and improve our budget variance analysis services. These partnerships include cloud hosting providers for secure data storage, analytics services for improving user experience, and communication platforms for customer support. All third-party relationships are governed by strict contractual agreements that require the same level of data protection we maintain internally.
Payment processing represents a specific area where we share limited information with trusted financial service providers. When you make payments for premium features, we share only the necessary transaction details with our payment processors, never storing complete payment card information on our own servers.
No Data Sales or Marketing Exchanges
We want to be absolutely clear: FlashSpotFlow never sells your personal information to marketers, data brokers, or other companies for promotional purposes. Your financial data and personal information are used exclusively for providing our services and will never become a revenue source through data sales.
Legal and Regulatory Requirements
Certain circumstances may require us to share your information with government authorities or legal entities. These situations include compliance with Vietnamese financial regulations, responding to valid legal requests from law enforcement agencies, or protecting against fraudulent activities that could harm our users or our platform.
When we receive legal requests for user information, we carefully review each request to ensure it meets proper legal standards before providing any data. We also notify affected users whenever legally permissible to do so, giving you the opportunity to seek legal counsel if desired.
Data Security and Protection Measures
Technical Security Implementations
Advanced encryption protocols for all data transmission between your device and our servers, using industry-standard TLS 1.3 technology
Database encryption for stored financial information, ensuring your budget data remains protected even in the unlikely event of a security breach
Multi-factor authentication options for account access, adding an extra layer of protection beyond standard password security
Regular security audits and penetration testing conducted by independent cybersecurity firms to identify and address potential vulnerabilities
Automated backup systems with geographically distributed storage to protect against data loss while maintaining security standards
Access Controls and Internal Policies
Access to your personal information is strictly limited to FlashSpotFlow employees who require it to perform their job functions. Our team members undergo comprehensive privacy training and agree to confidentiality agreements that extend beyond their employment with us. We maintain detailed logs of all data access activities and conduct regular reviews to ensure compliance with our internal privacy policies.
Our Ho Chi Minh City office follows strict physical security protocols, including controlled access systems, security cameras, and secure disposal procedures for any printed materials containing personal information. Remote employees use company-provided secure devices and connect through encrypted VPN networks when accessing user data.
Your Privacy Rights and Control Options
Access and Data Portability Rights
You have the right to request a complete copy of all personal information we maintain about you. This includes your account details, financial data you've entered into our system, communication history, and any analysis reports we've generated. We'll provide this information in a commonly used, machine-readable format within 30 days of your request.
Data portability extends beyond simple access – you can request that we transfer your information directly to another financial service provider if you decide to switch platforms. We support standard data formats that most financial software can import, making transitions as smooth as possible.
Correction and Deletion Rights
Update any incorrect personal information through your account settings or by contacting our support team directly
Request deletion of your account and associated data, though we may retain certain information for legal compliance purposes
Modify your communication preferences, including opting out of promotional emails while maintaining essential service notifications
Restrict processing of your information for specific purposes while maintaining core service functionality
Exercising Your Rights
To exercise any of these rights, simply email us at info@flashspotflow.com with your request and account details. We'll verify your identity and process most requests within 15 business days. There's no charge for reasonable requests, though we may charge administrative fees for excessive or repetitive requests.
International Data Transfers and Regional Compliance
Cross-Border Data Handling
While FlashSpotFlow is based in Ho Chi Minh City, Vietnam, some of our technical infrastructure and service providers operate in other countries. When we transfer your information internationally, we ensure adequate protection through various mechanisms including contractual safeguards, adequacy decisions, and certification schemes that meet international privacy standards.
We carefully evaluate the privacy laws and practices of any country where your data might be processed, ensuring they provide substantially similar protections to Vietnamese data protection standards. If we identify any gaps in protection, we implement additional safeguards such as enhanced contractual terms or technical measures.
Regional Privacy Law Compliance
Our privacy practices accommodate various regional requirements for users who may be subject to different privacy laws. This includes enhanced rights for users in jurisdictions with comprehensive privacy regulations, specific notice requirements for different types of data processing, and specialized procedures for handling requests from privacy regulators.
Cookies and Tracking Technologies
Essential Cookies and Functionality
We use several types of cookies to provide and improve our budget variance analysis services. Essential cookies are necessary for basic platform functionality, including maintaining your login session, remembering your preferences, and ensuring security features work properly. These cookies don't track your behavior across other websites but are crucial for our service to function correctly.
Analytics cookies help us understand how users interact with different features of our platform, allowing us to identify popular tools, common navigation patterns, and areas where users encounter difficulties. This information guides our development priorities and helps us create more intuitive interfaces for financial analysis tasks.
Managing Cookie Preferences
Access cookie preference settings through your account dashboard to customize which types of tracking you're comfortable with
Use browser settings to block or delete cookies, though this may limit some platform functionality
Opt out of analytics tracking while maintaining access to all core budget analysis features
Review and update your cookie preferences at any time without affecting your existing financial data or analysis reports
Data Retention and Deletion Policies
Retention Period Guidelines
We retain different types of information for varying periods based on legal requirements, business needs, and user expectations. Financial data, which forms the core of our budget variance analysis service, is typically retained for five years after account closure to comply with Vietnamese financial record-keeping requirements and to provide historical analysis capabilities.
Communication records and support interactions are maintained for three years to ensure service continuity and quality improvements. Technical logs and usage analytics are anonymized after two years, removing personal identifiers while preserving aggregate insights that help us improve our services for all users.
Secure Deletion Procedures
When information reaches the end of its retention period or when you request deletion, we use industry-standard secure deletion methods to ensure data cannot be recovered. This includes overwriting storage locations multiple times, securely destroying backup copies, and providing deletion certificates for regulated financial information when required.
Account Closure and Data Handling
If you decide to close your FlashSpotFlow account, we provide a 90-day grace period during which you can reactivate your account and access all your financial data. After this period, we begin our secure deletion process while retaining only the minimum information required by Vietnamese financial regulations.
Privacy Policy Updates and Notification Procedures
Change Notification Process
We review and update this privacy policy annually, or more frequently if significant changes to our services or relevant privacy laws require updates. When we make material changes that affect how we collect, use, or share your personal information, we'll notify you at least 30 days before the changes take effect.
Notification methods include email alerts to your registered address, prominent notices on our platform dashboard, and updates to this page with clear highlighting of what has changed. For significant changes that might affect your comfort level with our services, we may request explicit consent to continue processing your information under the new terms.
Staying Informed About Privacy Practices
Beyond formal policy updates, we regularly publish insights about privacy best practices, data security improvements, and regulatory developments that might interest our users. These educational resources help you make informed decisions about your personal information and understand how privacy law changes might affect your rights.
Contact Us About Privacy Matters
For questions about this privacy policy or your personal
information:
Email: info@flashspotflow.com
Phone: +84977646728
Address: 47 Đ. Cao Lỗ, Phường 4, Quận 8, Thành
phố Hồ Chí Minh 790000, Vietnam
Our privacy team typically responds to inquiries within 3 business days and aims to resolve all privacy-related requests within 15 business days.