Privacy Policy
Your privacy matters to us. Here's how we handle your personal information when you use NextFyne's budget approval workflow platform.
Who We Are
NextFyne operates from Vietnam, providing budget approval workflow solutions to businesses across the region. We're headquartered at QL37, Nhân Hoà, Vĩnh Bảo, Hải Phòng 186442, Vietnam, and you can reach us at +84908091000 or [email protected].
When we say "we," "us," or "NextFyne," we're referring to NextFyne and our platform at nextfyne.com. This policy covers how we collect, use, and protect your information when you interact with our services.
Information We Collect
Running a budget approval system means we handle various types of information. Here's what we typically collect and why:
Account Information
- Your name, email address, and work phone number
- Company name and your role within the organization
- Password and security preferences you set up
- Profile photo if you choose to upload one
Workflow Data
- Budget requests you submit or review
- Approval decisions and comments you make
- Financial data related to budget items
- Communication logs within the platform
- Document attachments and supporting materials
Technical Information
Like most online services, we automatically collect some technical data when you use our platform. This includes your IP address, browser type, device information, and how you interact with different features. We use this to keep the service running smoothly and spot any issues.
How We Use Your Information
Everything we collect serves a purpose in making your budget approval process work better:
| Purpose | Information Used | Legal Basis |
|---|---|---|
| Provide workflow services | Account info, workflow data | Contract performance |
| Send notifications | Email, workflow status | Legitimate interest |
| Improve platform features | Usage data, feedback | Legitimate interest |
| Customer support | Account info, issue details | Contract performance |
| Security monitoring | Technical data, access logs | Legitimate interest |
We don't use your information for marketing unless you specifically ask us to keep you updated about new features or service improvements.
Information Sharing
We keep your information within your organization's workflow system. Here's when and how we might share data:
Within Your Organization: Other users in your company can see workflow data you're involved with, based on the permissions your admin sets up.
- Service providers who help us maintain the platform (they're bound by strict confidentiality agreements)
- Legal authorities if required by Vietnamese law or valid legal processes
- Business partners only with your explicit consent
- New owners if NextFyne is sold (you'd be notified beforehand)
We never sell your personal information to third parties. That's not our business model, and it never will be.
Data Storage and Security
Your information is stored on secure servers in data centers that meet international security standards. We use encryption for data transmission and storage, plus regular security audits to keep everything protected.
Our Security Measures
- 256-bit SSL encryption for all data transfers
- Regular automated backups with encryption
- Multi-factor authentication options
- Restricted access controls for our staff
- Regular penetration testing and security reviews
While we take security seriously, no online service can guarantee 100% protection. We recommend you use strong passwords and enable two-factor authentication when available.
Your Rights and Choices
You have several rights regarding your personal information. Here's what you can do and how to do it:
Access and Download
Request a copy of your personal data through your account settings or by contacting us. We'll provide it within 30 days in a commonly used format.
Correction and Updates
Update most of your information directly through your profile settings. For changes you can't make yourself, send us an email with the details.
Deletion Requests
Ask us to delete your account and associated data. Note that we might need to keep some records for legal compliance, typically for up to 7 years as required by Vietnamese business law.
Important: Some workflow data might need to remain accessible to your organization even after you leave, particularly for audit trails and financial records.
Data Retention
We keep your information only as long as necessary for providing our services and meeting legal requirements:
- Active account data: Retained while your account is active
- Workflow records: Kept for 7 years after completion for audit purposes
- Communication logs: Stored for 3 years for support and security
- Technical logs: Automatically deleted after 12 months
- Backup data: Cycled out after 2 years unless legally required
When data reaches its retention limit, we securely delete it from our systems. Some anonymized, aggregated data might be retained longer for service improvement purposes.
Cookies and Tracking
We use cookies and similar technologies to keep you logged in and remember your preferences. Most are essential for the service to work properly.
Types of Cookies We Use
- Essential cookies: Keep you logged in and maintain your session
- Preference cookies: Remember your language and display settings
- Security cookies: Help protect against fraud and unauthorized access
- Analytics cookies: Help us understand how the platform is used
You can control cookie settings through your browser, but disabling essential cookies will affect how the platform functions.
Changes to This Policy
We update this policy occasionally to reflect changes in our practices or legal requirements. When we make significant changes, we'll notify you through the platform or by email at least 30 days before they take effect.
Minor updates, like clarifications or contact information changes, will be posted here with an updated date at the top of the policy.
International Data Transfers
While our primary servers are located in Vietnam, some of our service providers operate internationally. When your data crosses borders, we ensure it's protected by appropriate safeguards like standard contractual clauses or adequacy decisions.
If you're accessing our services from outside Vietnam, your information will be transferred to and processed in Vietnam under this privacy policy and Vietnamese data protection laws.
Questions About Your Privacy?
If you have questions about this policy or how we handle your information, we're here to help.
Email us at [email protected]
Call us at +84908091000
Or write to us at:
NextFyne
QL37, Nhân Hoà, Vĩnh Bảo
Hải Phòng 186442, Vietnam