Personal Data Protection Policy - Vietnam Expo in HCMC

PERSONAL DATA PROTECTION POLICY

Last Updated: March 1st 2026
Effective Date: March 1st 2026

VINEXAD National Trade Fair & Advertising Joint Stock Company (hereinafter referred to as “VINEXAD,” “the Company,” “we,” or “us”) respects and is committed to protecting the lawful rights and interests of individuals in relation to their Personal Data.

This Policy is intended to help you understand how VINEXAD collects, uses, stores, protects, and processes Personal Data when you access our websites, register to participate in fairs and exhibitions, register for exhibition booths, register as a visitor, register for business matching programs, submit contact requests, or use online forms/services provided by VINEXAD.

This Policy is developed and implemented in accordance with Vietnamese laws and regulations on Personal Data Protection.

1. SCOPE OF APPLICATION

This Policy applies to Personal Data collected and processed by VINEXAD through:

Websites and landing pages managed by VINEXAD;
Registration forms for exhibition booths at fairs and exhibitions;
Visitor registration forms;
Card/QR code/visitor code registration systems;
B2B business matching programs;
Programs, events, fairs, and exhibitions organized or co-organized by VINEXAD;
Other online registration and contact channels implemented by VINEXAD;
Recruitment activities and the receipt of applications from candidates or collaborators, where such activities are conducted through the website.

This Policy applies to customers, exhibitors, visitors, company representatives/contact persons, applicants, collaborators, and other individuals whose Personal Data is provided to VINEXAD through the activities specified above.

For VINEXAD’s officers and employees, the Company may apply additional internal regulations and policies governing the management and protection of Personal Data.

2. PERSONAL DATA THAT MAY BE COLLECTED

Depending on the purpose and services you use, VINEXAD may collect one or more of the following types of information:

2.1. Identification and Contact Information

Full name;
Telephone number;
Email address;
Contact address;
Job title/position;
Name of the enterprise/organization;
Contact information of the enterprise/organization.

2.2. Information for Fairs and Exhibitions

For enterprises registering for exhibition booths or participating in exhibitions, the information may include:

Enterprise name;
Information of the representative/contact person;
Business sector/field of operation;
Exhibition participation needs;
Exhibition booth information;
Business matching needs;
Information necessary for contract execution and payment;
Other information necessary for event organization.

2.3. Visitor Information

This may include:

Full name;
Telephone number;
Email address;
Enterprise/organization where the visitor works;
Job title/position;
Business sector/field of operation;
Needs, preferences, or industries of interest;
Visitor registration information;
Registration code, QR code, or visitor code.

2.4. Information for B2B Business Matching Programs

For business matching programs, VINEXAD may collect:

Contact information;
Enterprise/organization where the individual works;
Job title/position;
Business sector;
Purchasing/selling/cooperation needs;
Products/services of interest;
Information necessary for arranging business matching sessions.

2.5. Technical Information

When you access the website, the system may automatically record certain technical information, including:

IP address;
Device type;
Browser;
Operating system;
Access time;
Pages visited;
Cookie information and similar technologies, where used by the website.

VINEXAD uses the information to operate, secure, analyze, and improve the website, services, and user experience.

3. PURPOSES OF PERSONAL DATA PROCESSING

VINEXAD may process Personal Data for the following purposes:

3.1. Registration and organization of fairs and exhibitions

Receiving and confirming registrations;
Managing information of participating entities;
Allocating exhibition booths;
Managing visitors;
Issuing badges, QR codes, or visitor codes;
Controlling access to and exit from exhibition areas;
Providing customer support and handling event-related requests.

3.2. Contract performance and Transactions

Preparing, entering into, and performing contracts;
Issuing invoices and supporting documents;
Processing payments;
Reconciliation and receivables/payables management;
Resolving matters arising in connection with contracts.

3.3. B2B Business Matching Programs

VINEXAD may use the information provided by you to:

Identify business matching needs;
Search for suitable business partners;
Arrange business matching schedules;
Facilitate B2B business matching sessions;
Monitor and evaluate program effectiveness.

3.4. Customer care and support

Responding to requests;
Sending registration-related notifications;
Providing support before, during, and after events;
Conducting surveys and assessing customer satisfaction.

3.5. Sending information about Events and Programs

Where you have provided consent or where otherwise permitted by law, VINEXAD may use your contact information to send:

Information about fairs and exhibitions;
Business matching programs;
Industry-specific events;
Trade promotion programs;
Information relating to VINEXAD’s products, services, or activities.

You have the right to opt out of or withdraw your consent to receiving marketing communications in accordance with applicable laws and regulations.

4. LEGAL BASIS FOR PROCESSING PERSONAL DATA

Depending on the circumstances, VINEXAD processes Personal Data on the following legal bases:

Consent of the Data Subject;
Performance of a contract or relevant agreements;
Compliance with legal obligations;
Other legal bases for processing Personal Data prescribed by applicable Personal Data Protection laws and regulations.

For information necessary to complete registration, provide services, or perform a contract, if you do not provide the required information, VINEXAD may be unable to complete the registration or provide the corresponding services.

5. CONSENT OF THE DATA SUBJECT

When providing Personal Data to VINEXAD through a form or other registration methods, you will be informed of the relevant purposes and scope of Personal Data Processing.

VINEXAD collects and processes Personal Data on an appropriate legal basis applicable to each specific circumstance.

For marketing, promotional activities, or the sending of information that is not necessary for registration/service provision, VINEXAD will rely on an appropriate consent mechanism or other applicable legal basis.

Withdrawal of consent shall not affect the lawfulness of Processing carried out prior to the withdrawal of consent.

6. DISCLOSURE AND PROVISION OF PERSONAL DATA

VINEXAD does not sell customers’ Personal Data.

To the extent necessary to fulfill the purposes set out in this Policy, Personal Data may be provided to or processed by:

Co-organizers or entities coordinating the organization of events;
Venue management entities;
Providers of registration and visitor management systems;
Providers of information technology, hosting, storage, and security services;
Providers of email, SMS, ZNS, or other communication platform services;
Providers of badge, card, or event material printing services;
Payment, accounting, or other necessary support service providers;
Competent state authorities where VINEXAD is legally required to provide such information.

Recipients of Personal Data are responsible for processing such data only to the extent necessary and applying appropriate protection measures in accordance with applicable laws and regulations and agreements between the relevant parties.

7. PROCESSING OF PERSONAL DATA BY PARTNERS AND SERVICE PROVIDERS

For the operation of its systems and organization of events, VINEXAD may use services provided by third-party service providers.

Depending on the systems used, Personal Data may be stored or processed on systems operated by service providers located in Vietnam or overseas.

Where Personal Data is transferred overseas or processed across borders, VINEXAD shall comply with applicable laws and regulations.

8. DATA RETENTION PERIOD

VINEXAD retains Personal Data for the period necessary to:

Fulfill the purposes for which the data was collected;
Perform contracts;
Provide services;
Resolve complaints and disputes;
Fulfill legal obligations;
Serve accounting, auditing, and management purposes;
Fulfill other purposes permitted under applicable laws and regulations.

When Personal Data is no longer necessary or the applicable retention period has expired, VINEXAD shall delete, destroy, anonymize, or otherwise process such data in accordance with applicable laws and regulations.

9. PERSONAL DATA PROTECTION

VINEXAD applies appropriate measures to protect Personal Data against:

Unauthorized access;
Unauthorized use;
Loss;
Unauthorized alteration or destruction;
Unauthorized disclosure.

Such measures may include:

Access authorization and access controls;
Account security and controls;
System security;
Data backup;
Device and software controls;
Monitoring and logging of system activities;
Training and dissemination of personal data protection regulations to relevant personnel;
Other appropriate technical and organizational measures commensurate with the level of risk.

Although VINEXAD endeavors to implement appropriate protection measures, no information system can guarantee absolute security under all circumstances.

10. RIGHTS OF THE DATA SUBJECT

In accordance with applicable laws and regulations, Data Subjects have rights in relation to their Personal Data, within the scope and subject to the conditions prescribed by law, including the right to:

Be informed about Personal Data processing activities;
Give or withhold consent where consent is required by law;
Withdraw consent;
Request access to Personal Data;
Request rectification of inaccurate Personal Data;
Request erasure of Personal Data where permitted by law;
Request restriction of Personal Data processing where permitted by law;
Object to the processing of Personal Data where provided for by law;
Lodge complaints or denunciations, or request protection of their lawful rights and interests;
Exercise other rights as provided by law.

VINEXAD shall receive and process requests from Data Subjects in accordance with procedures and within time limits applicable under the law.

11. EXERCISE OF DATA SUBJECT RIGHTS

You may submit requests relating to Personal Data through:

Receiving Entity: Vinexad Technology and Business Development

Email: info@vinexad.com.vn

Telephone: 02438255546, Ext. 443

Address: No. 9 Dinh Le Street, Hoan Kiem, Hanoi, Vietnam.

Upon receiving a request, VINEXAD may need to verify the identity of the requester to ensure that Personal Data is not disclosed or modified without authorization.

Certain requests may not be fulfilled, or may only be fulfilled to a certain extent, where VINEXAD is legally permitted to continue retaining or processing the relevant Personal Data.

12. COOKIES AND TRACKING TECHNOLOGIES

VINEXAD’s website may use cookies or similar technologies for the following purposes:

Maintaining website functionality;
Remembering user preferences;
Analyzing website traffic;
Improving website performance and user experience;
Ensuring system safety and security.

Depending on the website configuration, you may adjust cookie settings through your browser or through the cookie management tools provided on the website.

13. IMAGE DATA AT FAIRS, EXHIBITIONS, AND EVENTS

During the organization of fairs, exhibitions, and events, VINEXAD or entities authorized by VINEXAD may take photographs, make video recordings, or otherwise record images for purposes of event organization, communications, event reporting, and promotion.

The use of images containing Personal Data shall be carried out in accordance with applicable laws and regulations and for purposes consistent with the organization and communications activities of the relevant program.

Where consent or specific notification is required by law, VINEXAD shall comply with the applicable requirements.

14. CHILDREN’S DATA

VINEXAD does not proactively collect children’s Personal Data unless such collection is necessary for event organization activities.

Where a program permits children to participate, the collection and Processing of children’s Personal Data shall be carried out in accordance with applicable laws and regulations and appropriate protection measures.

15. HANDLING OF PERSONAL DATA INCIDENTS

In the event of a Personal Data incident, VINEXAD shall take necessary measures to:

Identify and assess the incident;
Limit and remedy the consequences;
Protect the lawful rights and interests of the Data Subject;
Carry out notifications, reporting, or other obligations as required by law.

16. POLICY UPDATES

VINEXAD may amend or supplement this Policy to reflect:

Changes in business operations;
Changes to technological systems;
Changes in the methods of collecting and Processing Personal Data;
Changes in applicable laws and regulations.

The updated version shall be published on the website and shall take effect from the time of publication, unless otherwise provided by law.

17. CONTACT INFORMATION

If you have any questions, requests, or concerns regarding Personal Data Protection, please contact:

VINEXAD NATIONAL TRADE FAIR & ADVERTISING JOINT STOCK COMPANY

Address: No. 9 Dinh Le Street, Hoan Kiem, Hanoi, Vietnam

Email: info@vinexad.com.vn

Telephone: 02438255546, Ext. 443

Website: https://vinexad.com.vn

VINEXAD encourages you to contact the Company before filing any complaints or submitting other requests relating to Personal Data, so that the Company has an opportunity to provide support and resolve the matter.

18. USER ACKNOWLEDGEMENT

By using the website or submitting information through VINEXAD’s forms, you acknowledge that you have been provided with the necessary information regarding the processing of Personal Data in accordance with applicable laws.

For activities that require the consent of the Data Subject, VINEXAD shall implement an appropriate confirmation/consent mechanism at the time of data collection.

19. CONSENT

By providing us with your Personal Data or using the electronic visitor registration form on the website, you consent to your Personal Data being collected and used as set out in this Policy. If you do not agree with this Policy, please refrain from providing us with any Personal Data and/or exercise the rights set out in Section 10 above.

VINEXAD reserves the right to amend or supplement this Policy at any time. We encourage you to regularly review this Personal Data Protection Policy for the latest updates and to ensure that you are aware of and can exercise your rights to manage your Personal Data.