Last updated: 29 October 2026
1. Who we are
Hafoso ("Hafoso", "we", "us") provides an online platform where organisations build their website, collect forms, manage cases, look after their team and automate their work. This policy explains how we handle personal data on hafoso.com, in your account and in the workspaces we host, in line with Vietnamese law on personal data protection.
2. Our role
- For visitors to our website, people who contact us and the account holders of our customers, Hafoso decides how and why the data is processed (we are the data controller).
- For the data our customers put in their workspaces, such as their own customers, employees and form entries, the customer decides how it is used and Hafoso processes it on their behalf (we are the data processor). Questions about that data should go to the organisation that runs the workspace.
3. Data we collect
- Account data: your name, email address, password (stored only as a secure hash), language, the workspaces you belong to and your role in them.
- Organisation and billing data: your organisation name, plan, invoices and billing contact. Card and bank details are entered with our payment providers and never stored by Hafoso.
- Messages: what you send us through our forms, by email or by phone, including requests for a demo or support.
- Workspace content: the pages, files, form entries, cases, employee records and other data our customers and their users add. This can include personal data of their customers and staff.
- Technical data: IP address, browser and device type, pages visited, and the date and time of requests, kept in server logs to run and secure the service.
4. How we use it
- To create and run your account and workspace, and to provide the features you use.
- To process payments, issue invoices and keep accounting records.
- To answer your messages and give support.
- To send service emails, such as sign-in links, notifications you have turned on and important changes to the service.
- To keep the platform secure, prevent abuse and fix problems.
- To improve Hafoso, using aggregated information wherever possible.
- To send news about Hafoso, only if you have agreed to receive it. You can unsubscribe at any time.
We process personal data with your consent, or where it is needed to provide the service you signed up for, to meet our legal obligations, or in other cases permitted by law. We do not sell personal data, and we do not use workspace content for advertising.
5. Cookies
Hafoso uses a small number of cookies: one to keep you signed in, and others to remember your language and light or dark theme. Without them the service cannot work. If a website on Hafoso has turned on analytics, such as Google Analytics, that site also sets analytics cookies under its own policy. You can clear or block cookies in your browser settings.
6. Who we share it with
- Service providers that help us run Hafoso: cloud hosting and file storage, email delivery, and payment providers (such as Paddle and Airwallex). They may only use the data to provide their service to us, under contract and with appropriate protection.
- Integrations a customer turns on in their workspace, such as webhooks to their own systems. The customer chooses what is sent.
- Competent authorities, when the law requires it, or to protect the rights, property and safety of our users and the public.
Some of our providers store or process data outside Vietnam. When personal data is transferred abroad, we do so in line with Vietnamese law and with safeguards that protect it to the same standard.
7. How long we keep it
- Account and workspace data: for as long as the account is active. After a workspace is closed, its content is deleted within 90 days, including from backups.
- Invoices and accounting records: for the period required by Vietnamese accounting and tax law.
- Messages and support requests: up to 3 years, so we can follow up on them.
- Server logs: up to 12 months.
8. How we protect it
Each workspace is kept separate from the others. Data is encrypted in transit, access is limited by roles and permissions, passwords are hashed, and backups are taken regularly. If a personal data breach occurs, we will act quickly to contain it and notify the people affected and the authorities as the law requires.
9. Your rights
Under Vietnamese law you have the right to be informed about, consent to, access, correct, delete and receive a copy of your personal data, to restrict or object to its processing, to withdraw your consent, and to complain or seek compensation. Withdrawing consent does not affect processing that already took place.
You can update most account details yourself. For anything else, contact us using the details below. We may need to confirm your identity first, and we will reply within the time limits set by law. If your request is about data in a customer's workspace, we will pass it to that customer.
10. Children
Hafoso is a service for organisations and is not meant for children. We do not knowingly collect personal data of children under 16 except as entered by a customer in its workspace with the consent the law requires.
11. Changes to this policy
We may update this policy as Hafoso or the law changes. We will post the new version here with its date, and tell account holders by email or in the app before important changes take effect.
12. Contact us
For questions about this policy or your personal data:
- Email: hello@hafoso.com
- Phone: +84 975 411 939
- Address: 215/64 Nguyen Xi, Ho Chi Minh City, Vietnam
