Privacy Policy

1. Introduction

Aurantex is committed to protecting the privacy and confidentiality of personal information provided by clients and website visitors. This Privacy Policy explains how we collect, use, store, and protect personal data in accordance with Vietnamese data protection laws and legal professional privilege principles.

This policy applies to all personal data collected through our website, email communications, telephone contacts, and in-person consultations. By using our services or providing personal information, you acknowledge that you have read and understood this Privacy Policy.

For questions about this Privacy Policy or our data protection practices, please contact us at [email protected].

2. Data Collection

2.1 Information We Collect

We collect the following categories of personal information:

• Contact Information: Name, email address, telephone number, business address, and company name when provided through contact forms, email communications, or consultation requests.
• Client Matter Information: Details about shipping documentation, vessel information, cargo details, and legal matters discussed during consultations or advisory engagements. This information is protected by legal professional privilege.
• Website Usage Data: IP address, browser type, device information, pages visited, time spent on pages, and referral sources collected through website analytics tools.
• Cookies and Similar Technologies: Data collected through cookies as described in our Cookie Policy.

2.2 How We Collect Information

Personal data is collected through:

• Website contact forms and consultation request submissions
• Email communications with our team
• Telephone conversations when you contact our office
• In-person consultations and meetings
• Document review and advisory engagements
• Automated collection through website analytics and cookies

2.3 Legal Basis for Processing

We process personal data based on the following legal grounds:

• Consent: When you submit contact forms or request consultations
• Contractual Necessity: To provide legal advisory services
• Legitimate Interest: To respond to inquiries and improve our services
• Legal Obligation: To comply with Vietnamese bar requirements and data retention regulations

3. Data Usage

3.1 How We Use Your Information

Personal data is used for the following purposes:

• Service Delivery: To provide maritime law advisory services, review documentation, coordinate casualty response, and deliver compliance guidance as requested.
• Communication: To respond to inquiries, schedule consultations, provide service updates, and maintain client relationships.
• Legal Compliance: To fulfill professional obligations under Vietnamese bar requirements, maintain client files as required by law, and comply with court orders or regulatory requests.
• Website Improvement: To analyze website usage, improve user experience, and optimize content for visitors.
• Business Operations: To manage our practice, maintain records, process payments, and conduct internal administrative functions.

3.2 Data Sharing

We share personal data only in limited circumstances:

• With Your Consent: When you authorize us to share information with third parties such as P&I clubs, marine surveyors, or classification societies in connection with your matter.
• Service Providers: With trusted third-party service providers who assist with website hosting, email services, or practice management software, subject to confidentiality agreements.
• Legal Requirements: When required by Vietnamese law, court order, or regulatory authority.
• Professional Advisors: With accountants, insurers, or other professional advisors as necessary for practice operations, subject to confidentiality obligations.

We do not sell personal data to third parties or use it for marketing purposes without explicit consent.

4. Data Protection Measures

4.1 Security Measures

We implement appropriate technical and organizational measures to protect personal data:

• Encryption: SSL/TLS encryption for data transmission through our website and email communications containing sensitive information.
• Access Controls: Restricted access to personal data limited to personnel who require it for service delivery, with password-protected systems and multi-factor authentication where appropriate.
• Physical Security: Secure office premises with controlled access and locked storage for physical files.
• Data Minimization: Collection of only necessary personal information for stated purposes.
• Regular Reviews: Periodic assessment of security measures and data protection practices.

4.2 Data Retention

Personal data is retained in accordance with Vietnamese bar requirements and legal professional obligations:

• Client Files: Matter files retained for minimum of seven years following closure of the engagement, as required by Vietnamese bar regulations.
• Contact Inquiries: Information from consultation requests retained for three years unless you become a client.
• Website Analytics: Anonymized usage data retained for two years for website improvement purposes.
• Accounting Records: Financial records retained as required by Vietnamese accounting and tax laws.

After the retention period expires, personal data is securely deleted or anonymized unless ongoing retention is required by law or professional obligations.

4.3 Breach Notification

In the event of a data breach affecting personal information, we will notify affected individuals and relevant authorities as required by Vietnamese data protection laws. Notifications will be made without undue delay upon becoming aware of the breach.

5. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enhance user experience and analyze website usage. Cookies are small text files stored on your device when you visit our website.

We use the following types of cookies:

• Essential Cookies: Required for website functionality and cannot be disabled.
• Analytics Cookies: Used to understand how visitors interact with our website, helping us improve user experience.
• Preference Cookies: Remember your settings and preferences for future visits.

For detailed information about cookies we use and how to manage your preferences, please see our Cookie Policy.

6. Your Rights

Under Vietnamese data protection laws, you have the following rights regarding your personal data:

• Right to Access: You may request confirmation of what personal data we hold about you and receive a copy of that data.
• Right to Rectification: You may request correction of inaccurate or incomplete personal information.
• Right to Erasure: You may request deletion of your personal data, subject to legal and professional retention obligations.
• Right to Restrict Processing: You may request limitation on how we process your personal data in certain circumstances.
• Right to Data Portability: You may request transfer of your personal data to another service provider in a commonly used format, where technically feasible.
• Right to Object: You may object to processing of your personal data for certain purposes, including direct marketing.
• Right to Withdraw Consent: Where processing is based on consent, you may withdraw that consent at any time.

To exercise these rights, please contact us at [email protected]. We will respond to your request within 30 days.

Please note that certain rights may be limited by legal professional privilege obligations, Vietnamese bar requirements, or other legal obligations. We will explain any limitations that apply to your specific request.

7. Third-Party Links

Our website may contain links to third-party websites, including P&I club websites, classification society portals, or maritime industry resources. This Privacy Policy applies only to our website and services.

We are not responsible for the privacy practices or content of third-party websites. We recommend reviewing the privacy policies of any external sites you visit.

8. Children's Privacy

Our services are intended for businesses and individuals over 18 years of age. We do not knowingly collect personal information from individuals under 18. If we become aware that we have inadvertently collected such information, we will delete it promptly.

9. International Data Transfers

Personal data is primarily stored and processed in Vietnam. In limited circumstances, data may be transferred to service providers in other countries for website hosting or email services.

When personal data is transferred outside Vietnam, we ensure appropriate safeguards are in place through contractual agreements requiring adequate data protection measures consistent with Vietnamese data protection standards.

10. Policy Updates

We may update this Privacy Policy periodically to reflect changes in our practices, services, or legal requirements. When significant changes are made, we will update the "Last Updated" date at the top of this policy.

We encourage you to review this Privacy Policy periodically. Continued use of our services after policy updates constitutes acceptance of the revised policy.

11. Contact Information

For questions, concerns, or requests regarding this Privacy Policy or our data protection practices, please contact us: