Privacy policy

When you submit the contact or quote form, we receive the information you enter yourself:

• Full name and phone number (required)
• Email and company name (optional)
• Your needs, project description, budget and expected timeline

When you use the chat assistant, we receive what you type, any contact details you choose to leave in the chat (name, phone number, email, Zalo, Telegram, Viber, Facebook, etc.), the address of the page you were on while chatting, and a random identifier stored in your browser to keep your conversation history — see section 3.

When you visit the website, some technical information may be recorded automatically: IP address, device type, browser, pages viewed, time of visit and referral source. This information is used to operate the website, prevent abuse and produce statistics, not to identify individuals.

We do not request or collect sensitive personal data (health, personal finances, biometrics, etc.) through the website. Please do not send such information through the form or the chat.

Your information is used only to:

• Contact you, advise you and send the quote you requested
• Answer your questions through the chat assistant
• Prepare for our conversation and project discovery
• Send an email confirming we received your request
• Prevent automated submissions and abuse, and keep the website secure
• Analyze website traffic to improve content and user experience

We process form information and contact details left in the chat based on your consent: when you tick the consent box on the form, or when you choose to leave your contact details in the chat. You can withdraw your consent at any time (section 7). If you become a client, the related information is processed to perform the contract and to meet accounting and tax obligations required by law.

We do not sell, rent or share your information with third parties for advertising purposes.

The chat window on this website is a virtual assistant powered by artificial intelligence (AI), running on Botia — a chatbot product developed by HD Web Services. Answers are generated automatically from documents about our services; they may be inaccurate or incomplete and are not a formal quote. You can ask to speak with a consultant at any time.

To generate answers, what you type is sent to an AI model provider (Anthropic, United States) and a semantic search service (OpenAI, United States). Your conversation history and any contact details you leave are stored on Botia's servers located in Vietnam, and a copy of the history is kept in your browser so you can see it again.

You can delete the copy in your browser by clearing the site data for botia.hdweb.info in your browser settings. To delete data on our servers, see section 7.

The information you submit through our forms is not stored in a website database. It is delivered to our internal mailbox and messaging app through service providers. Some providers have servers outside Vietnam, so the information you submit may be transferred to and stored abroad.

The providers we currently use:

• Server running the website and Botia — Vietnam
• Resend — confirmation emails and internal notifications (United States)
• Telegram — internal inquiry notifications (servers in multiple countries)
• Cloudflare Turnstile — protection against automated form submissions (United States)
• Anthropic, OpenAI — processing chat assistant content (United States)
• Google Tag Manager, Google Analytics, Microsoft Clarity — website analytics (United States)

We only choose providers with data protection commitments, only send them the data they need for their task, and only grant data access to the people directly responsible for handling your inquiry. When we change providers, we update this list.

Inquiry information submitted through the form is kept for up to 24 months from your most recent contact and then deleted.

Chat history and contact details left in the chat are kept until we delete them or you ask us to delete them.

If you become a client, contract-related information is kept for the period required by accounting and contract law.

You can ask us to delete your data sooner at any time — see section 7.

The website uses Google Tag Manager to load the analytics tools Google Analytics and Microsoft Clarity. These tools set cookies to understand which pages are useful and where visitors run into difficulty; they record behavior in aggregate and do not receive the information you type into forms.

The chat assistant stores a random identifier and your conversation history in your browser's local storage (not a cookie) so you can see your conversation when you come back.

You can block or delete cookies and site data in your browser settings; the website will still work normally.

Regarding your personal data, you have the right to:

• Know what data about you is stored and what it is used for
• Access, correct or update your data
• Withdraw your consent and ask us to stop contacting you
• Object to or request restriction of processing
• Request deletion of your data
• File a complaint if you believe your data has been misused

To exercise these rights, email [email protected] with the subject “Personal data request”, including the phone number or email you used to contact us so we can verify your identity.

We acknowledge your request within 2 working days. After verification, we provide or correct your data within 10 days, stop processing after a withdrawal of consent within 15 days, and delete your data within 20 days. If part of a request cannot be fulfilled under the law, we will explain why.

The website and chat assistant are intended for businesses and adults, not for children. We do not knowingly collect personal data from children; if we learn that we have received a child's data without the consent of a parent or guardian, we will delete it.

Data is transmitted over an encrypted connection (HTTPS). Access to the internal mailbox, messaging group and chat history is limited to the people directly responsible. Forms include protection against automated submissions, and the chat limits how often messages can be sent, to limit abuse.

If an incident exposes personal data, we will notify affected individuals and the competent authorities as required by law.

This policy applies to the HD Web Services website. If you sign up for and use the Botia service for your business, or chat with a Botia assistant on another business's website, data processing is governed by Botia's own Privacy Policy and Terms of Service at https://botia.hdweb.info.

This policy may be updated when the way we handle data changes. The most recent update date is always shown at the top of the page. For significant changes, we will post a clear notice on the website.

For any questions about this policy, please contact HD Web Services:

• Email: [email protected]
• Phone: +84 984 785 002
• Address: 797 DT743A Street, Di An Ward, Ho Chi Minh City, Vietnam