Information We Collect

Running a financial analysis platform means we need certain information to provide our services effectively. Here's what we collect and why each piece matters:

Account Information

When you create an account with NotelyList, we collect basic details that help us identify you and keep your account secure. This includes your name, email address, phone number, and company information if you're registering as a business user.

Financial Data

Since we provide business activity analysis, you'll share financial information with us. This might include transaction records, revenue data, expense reports, and other financial metrics relevant to your business operations. You control what you share, and you can always delete this data from your account.

Usage Information

Communication Records

When you contact our support team or communicate with us through email, we keep records of those conversations. This helps us provide better assistance and remember context from previous interactions.

How We Use Your Information

Everything we collect serves a specific purpose. We don't collect data just to have it sitting in a database somewhere.

Service Delivery

Your financial data gets processed to generate the analysis reports and insights you're paying for. We use your account information to authenticate you, manage your subscription, and send service-related notifications that you actually need to see.

Platform Improvement

Usage data shows us which features work well and which ones need refinement. If everyone struggles with a particular workflow, we know we need to redesign it. This aggregated information guides our development priorities.

Security and Fraud Prevention

We monitor for suspicious activity and unauthorized access attempts. IP addresses and device information help us detect unusual login patterns that might indicate someone's trying to access your account without permission.

Legal Basis for Processing (Vietnam Context)

Under Vietnamese law, particularly the Law on Cybersecurity 2018 and relevant decrees on personal data protection, we process your information based on several legal grounds:

Vietnamese regulations require us to store certain financial transaction data for specific retention periods. We comply with these requirements while minimizing data collection wherever possible.

Data Sharing and Third Parties

We share information with a limited set of partners who help us run our platform. Each one serves a specific function, and they're all bound by confidentiality agreements.

Service Providers

Legal Requirements

We may disclose information if required by Vietnamese law enforcement or regulatory authorities with proper legal process. This includes tax authorities, financial regulators, or courts with valid orders. We'll notify you of such requests unless prohibited by law.

Business Transfers

If NotelyList is acquired or merges with another company, your information would transfer to the new entity. You'd be notified of any such change and given options regarding your data.

We never share your specific financial data with other users or third parties for marketing purposes. Aggregated, anonymized statistics might be shared (like "our users collectively analyzed X transactions last month"), but nothing that identifies you or your business specifically.

Data Storage and Security

Security isn't just about technology – it's about processes, training, and constant vigilance.

Where We Store Data

Your data is stored on servers located in facilities that meet international security standards. While we use cloud providers with data centers in various locations, we ensure all storage meets Vietnamese data localization requirements for personal information of Vietnamese citizens.

Security Measures

Your Security Role

Choose a strong, unique password for your NotelyList account. Enable two-factor authentication if you're handling particularly sensitive financial data. Don't share your login credentials with others, even trusted employees – create separate accounts instead.

If you notice anything suspicious with your account, contact us immediately at [email protected]. Quick reporting helps us contain potential issues before they escalate.

Your Rights and Choices

This is your data. You have substantial control over what we keep and how we use it.

Access and Portability

You can download a copy of your data at any time through your account dashboard. This includes all financial data you've uploaded, generated reports, and your account information. The export comes in standard formats (CSV, JSON) that you can use with other tools.

Correction and Updates

Found an error in your account details? Update it directly in your settings. If you've spotted incorrect data in your financial records, you can edit or delete those entries yourself.

Deletion Rights

You can delete individual financial records, entire datasets, or your complete account. Account deletion removes all your data from our active systems within 7 days. Backup copies are purged within 90 days.

Some information may need to be retained for legal compliance periods mandated by Vietnamese regulations – typically transaction records for tax purposes. We'll inform you of any such limitations when you request deletion.

Marketing Communications

We send occasional emails about new features or service updates. Every email includes an unsubscribe link. Account security notifications and service-critical messages can't be opted out of (like password reset confirmations or billing issues), but we keep those to an absolute minimum.

Data Processing Restrictions

You can request that we stop processing certain data while maintaining your account. For example, if you want to pause using specific analysis features but keep your account active, we can accommodate that.

Data Retention

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

Active Account Data

While your account is active, we retain all the information you've uploaded and generated through our platform. You control this data and can delete it whenever you want.

Closed Account Data

When you close your account, we delete most data within 7 days. Transaction records that Vietnamese regulations require us to keep are retained for the legally mandated period (typically 5 years for financial records), then permanently deleted.

Usage Logs

Technical logs and usage analytics are kept for 12 months, then deleted. Exception: security incident logs related to actual breaches or attacks are retained longer for legal protection purposes.

Communication Records

Support conversations and email correspondence are kept for 3 years to help with continuity if you contact us again about the same issue. After that, they're purged.

International Data Transfers

While we primarily serve Vietnamese businesses, our infrastructure uses international service providers. Your data might be processed on servers in other countries that maintain adequate data protection standards.

We ensure these transfers comply with Vietnamese regulations through standard contractual clauses and verification that receiving countries provide adequate protection levels. Any Vietnamese citizen's personal data subject to localization requirements remains stored within Vietnam or in approved locations.

If you have specific concerns about where your data is processed geographically, contact us to discuss your options.

Cookies and Tracking

Our website uses cookies – small text files stored on your device that help the site function properly.

Essential Cookies

These keep you logged in and remember your preferences during your session. Without them, the platform wouldn't work. You can't disable these if you want to use NotelyList.

Analytics Cookies

We use these to understand how people use our platform – which features are popular, where users get stuck, and how we can improve. These are optional, and you can disable them in your account settings.

Third-Party Cookies

We don't allow third-party advertising cookies on our platform. The only third-party cookies you'll encounter are from our service providers (like payment processors) when you interact with their embedded services.

Most browsers let you control cookie settings. Check your browser's help section for instructions. Disabling cookies might limit platform functionality.

Changes to This Policy

We update this policy occasionally to reflect new features, legal requirements, or improved practices. When we make significant changes, we'll notify you via email and display a notice on the platform.

The "Last Updated" date at the top shows when the current version took effect. We maintain an archive of previous versions – email us if you want to see how specific provisions have evolved.

Continuing to use NotelyList after policy updates means you accept the changes. If you disagree with modifications, you can close your account before they take effect.

Children's Privacy

NotelyList is a business financial analysis platform. We don't knowingly collect information from anyone under 18 years old. Our services aren't designed for or marketed to children.

If we discover we've inadvertently collected data from someone under 18, we'll delete it immediately. If you're a parent who believes your child has provided information to us, contact [email protected] right away.

Questions and Complaints

Privacy concerns deserve real answers, not automated responses. Our team actually reads and responds to every inquiry personally.

If something about our data practices bothers you, or if you have questions this policy doesn't answer, reach out. Sometimes there's context or technical details that help clarify things.

You also have the right to file a complaint with Vietnamese regulatory authorities if you believe we've mishandled your information. We'd prefer to resolve concerns directly, but that option exists if needed.