Who We Are

MindCognit operates as a financial process digitization consultancy based in Vietnam. Our office is located at 89/18, Chu Văn An, Khu Phố 3, Vĩnh Lạc, Rạch Giá, Kiên Giang, Vietnam. We help businesses transform their financial operations through digital solutions.

When we mention "we," "us," or "our" in this policy, we're referring to MindCognit. "You" or "your" refers to anyone who uses our services or visits our website.

Information We Collect

We collect different types of information depending on how you interact with us. Here's what that looks like in practice:

Information You Give Us Directly

When you reach out to us, request a consultation, or become a client, you share information with us. This might include your name, email address, phone number, company name, job title, and details about your business needs.

Information We Collect Automatically

When you visit our website, we gather technical information like your IP address, browser type, device information, and which pages you visit. We use this to understand how people use our site and improve the experience.

Information From Our Work Together

If you become a client, we collect information related to your project. This can include financial process documentation, business requirements, communication records, and project deliverables.

How We Use Your Information

We use the information we collect for specific purposes that directly relate to providing our services and maintaining our business relationship with you.

• Responding to your inquiries and consultation requests
• Managing and delivering consulting projects
• Communicating about project progress and updates
• Providing technical support and assistance
• Processing invoices and managing payments
• Improving our services based on feedback and usage patterns
• Complying with legal obligations under Vietnamese law
• Protecting our business and your information from security threats

We don't use your information for purposes that fall outside our consulting relationship without your explicit permission. We don't sell your data to third parties or use it for unrelated marketing campaigns.

Legal Basis for Processing (Vietnam Context)

Under Vietnamese data protection regulations, we process your personal data based on several legal grounds:

Contractual Necessity

When you engage our services, we need to process your data to fulfill our contract with you. We can't deliver consulting services without using your business information.

Legitimate Business Interests

We process certain data for legitimate business purposes like improving our services, protecting against fraud, and maintaining our IT systems. We balance these interests against your privacy rights.

Your Consent

For certain activities like marketing communications or using optional features, we ask for your explicit consent. You can withdraw this consent at any time.

Legal Compliance

Sometimes we're required to process data to comply with Vietnamese laws, such as tax regulations or business registration requirements.

How We Share Your Information

We don't share your personal information casually. Here are the specific situations where we might share data:

Service Providers

We work with trusted service providers who help us run our business. This might include cloud hosting providers, email services, payment processors, and project management tools. These companies only access the data they need to perform their specific functions, and they're contractually obligated to protect your information.

Legal Requirements

If we're required by Vietnamese law to disclose information to government authorities, courts, or regulatory bodies, we'll do so. This might happen in response to a valid legal request or to protect legal rights.

Business Transfers

If MindCognit is involved in a merger, acquisition, or sale of assets, your information might be transferred as part of that transaction. We'd notify you if this happens and ensure the new entity respects this privacy policy.

With Your Permission

If we want to share your information in ways not covered by this policy, we'll ask for your explicit permission first.

Your Privacy Rights

You have specific rights regarding your personal data. We respect these rights and make it straightforward to exercise them.

Data Security Measures

We take practical steps to protect your information from unauthorized access, loss, or misuse. Our security approach includes multiple layers:

Technical Safeguards

We use encryption for data transmission and storage. Our systems include firewalls, access controls, and regular security updates. We monitor for suspicious activity and have incident response procedures in place.

Organizational Measures

Our team members only access data they need for their work. We provide privacy training and maintain strict confidentiality agreements. We conduct regular security audits and update our practices based on findings.

Physical Security

Our office in Rạch Giá has controlled access, and we secure physical documents containing personal data. We properly dispose of documents when they're no longer needed.

While we implement strong security measures, no system is completely invulnerable. If we experience a data breach that affects your information, we'll notify you promptly and take steps to minimize harm.

Data Retention Periods

We don't keep your data longer than necessary. Here's our approach to retention:

Active Client Data

During our working relationship, we retain all data needed to deliver services and maintain project records.

Completed Projects

After a project ends, we keep project files and communications for three years. This allows us to reference past work if you return for additional services and meets business record requirements.

Financial Records

Vietnamese law requires us to maintain certain financial records for ten years. This includes invoices, payment records, and related tax documentation.

Marketing Data

If you've consented to marketing communications but haven't engaged with us for two years, we'll remove your information from our marketing lists.

When we no longer need data, we securely delete or anonymize it. Anonymized data that can't identify individuals may be kept for statistical analysis.

International Data Transfers

MindCognit operates primarily in Vietnam, but we sometimes use service providers based in other countries. This means your data might be transferred outside Vietnam.

When we transfer data internationally, we ensure appropriate safeguards are in place. This might include using providers with strong privacy certifications, implementing standard contractual clauses, or working with companies that provide equivalent protection to Vietnamese standards.

We're selective about international service providers and only work with those who demonstrate strong data protection practices. If you have concerns about international transfers, contact us to discuss the specific safeguards in place.

Cookies and Tracking Technologies

Our website uses cookies and similar technologies. Here's what you should know:

Essential Cookies

These cookies are necessary for the website to function. They enable basic features like page navigation and secure access to certain areas. The website can't function properly without these.

Analytics Cookies

We use analytics tools to understand how visitors use our site. This helps us identify issues and improve the user experience. These cookies collect information about which pages you visit and how you navigate the site.

Managing Cookies

Most browsers allow you to control cookies through their settings. You can block or delete cookies, though this might affect website functionality. Your browser's help section will explain how to manage cookies.

Children's Privacy

Our services are designed for businesses and professional audiences. We don't knowingly collect information from individuals under 16 years old. If we discover we've collected data from someone under 16, we'll delete it promptly.

Changes to This Policy

We update this privacy policy occasionally to reflect changes in our practices or legal requirements. When we make significant changes, we'll notify you by email if we have your contact information, or by posting a notice on our website.

The "Last Updated" date at the top of this policy shows when we last revised it. We encourage you to review this policy periodically to stay informed about how we protect your information.

If you continue using our services after we update this policy, that indicates your acceptance of the changes. If you disagree with the updated policy, please contact us to discuss your concerns.

Third-Party Links

Our website might contain links to other sites. This privacy policy only applies to MindCognit. We're not responsible for the privacy practices of other websites, even if you access them through our site.

When you leave our website, we encourage you to read the privacy policies of any sites you visit. Other organizations have their own privacy practices that may differ from ours.