TOPTOUR is committed to respecting and protecting the personal data of our customers, partners, and users who access our website. This policy describes how we collect, use, store, share, and protect information when you visit our website, use the Visa Check service, register an account, submit a consultation request, file an E-visa application, or contact TOPTOUR through any of our support channels.
By using TOPTOUR's website and services, you confirm that you have read, understood, and agreed to the terms of this Privacy Policy.
1. Scope
This policy applies to all personal information processing activities arising through our website, online forms, email, telephone, Zalo, account management systems, partner portals, and related services provided or operated by TOPTOUR.
This policy does not automatically apply to third-party websites, payment gateways, or platforms that you may access via links from TOPTOUR's website. For those platforms, you should read each party's own privacy policy.
2. Information We Collect
Depending on the services you use, TOPTOUR may collect some or all of the following categories of information:
2.1. Identity and Contact Information
Full name, email address, phone number, nationality, date of birth, gender, mailing address, and other basic details you actively provide.
2.2. Passport, Visa, and Travel Profile Information
Passport details, travel history, intended destination country, purpose of trip, intended length of stay, itinerary, occupation, financial information, travel companions, sponsors, supporting documents, photos, or file attachments related to your application.
2.3. Account and Authentication Information
Username, encrypted password, login history, account status, profile information, and data generated during your use of our systems.
2.4. Transaction Information
Payment details, transaction reference numbers, payment timestamps, payment status, invoices, or related financial records. TOPTOUR does not actively store complete payment card data where payment is processed by a third-party payment gateway or provider.
2.5. Technical Information
IP address, device type, operating system, browser, language settings, access logs, cookies, session data, and other technical information used to operate, secure, and improve the website experience.
2.6. Communication Content
Content you submit through contact forms, email, Zalo, telephone, support feedback, complaints, application amendment requests, or other exchanges with TOPTOUR.
3. Sources of Information
TOPTOUR may collect personal information from the following sources:
- Directly from you when you complete a form, register an account, submit an application, or contact us.
- From a legal representative, family member, or authorised party who provides information on your behalf.
- From our technical systems when you access and use the website.
- From payment partners, technology partners, or service providers involved in fulfilling your request, to the extent necessary.
- From government agencies, organisations, or other lawful data sources where cross-referencing is required to assist with application processing.
4. Purpose of Use
TOPTOUR uses personal information to:
- Verify identity and receive service requests.
- Provide the Visa Check service, including assessing application readiness based on data supplied by the user.
- Assist with preparing, reviewing, completing, and tracking visa or E-visa applications.
- Contact you for consultation, information verification, progress updates, or handling of issues that arise.
- Fulfil accounting, payment, customer service, and internal administration obligations.
- Improve our website, user experience, service quality, and system security.
- Detect and prevent fraud, impersonation, unauthorised access, or misuse of our services.
- Comply with legal obligations, government authority requirements, or to protect the legitimate rights and interests of TOPTOUR.
- Send service information, system updates, or marketing content where you have consented to receive such communications.
5. Legal Basis for Processing
TOPTOUR processes personal information on one or more of the following legal bases:
- Your consent.
- The necessity of performing a service at your request.
- A legal obligation or requirement from a competent authority.
- The legitimate interests of TOPTOUR in operating its services, protecting its systems, managing risk, and improving service quality, provided those interests do not disproportionately override your own rights and legitimate interests.
6. Information Sharing
TOPTOUR does not sell your personal data. We share information only where necessary and consistent with the purposes of processing, including with:
- Government agencies, visa-issuing authorities, application-receiving bodies, or other competent organisations involved in visa or E-visa processing.
- Technology, hosting, security, email, customer service, or system operations partners.
- Payment partners, banks, payment gateways, or invoice-issuing entities.
- Professional service providers such as accountants, auditors, lawyers, or consultants where required for lawful business operations.
- Transferees in the event of a merger, restructuring, acquisition, or change in business model.
- Competent authorities where required by law or where necessary to protect the rights, property, or safety of TOPTOUR, its customers, or related parties.
In all cases of sharing, TOPTOUR applies the principle of providing only the minimum data necessary.
7. Cookies & Tracking Technologies
TOPTOUR's website may use cookies and similar technologies to:
- Remember your preferences and login sessions.
- Support security and detection of unusual access patterns.
- Measure website performance and improve the user experience.
- Support aggregate-level usage analytics.
You may configure your browser to decline or delete cookies. However, some website features may not function fully if cookies are disabled.
8. Data Retention
Personal information is retained for as long as necessary to fulfil the purposes for which it was collected, including providing services, resolving disputes, and meeting accounting, tax, record-keeping, and other legal obligations.
In general, TOPTOUR may retain data throughout the period you use our services and for a reasonable period thereafter to support audits, customer care, complaint resolution, or legal compliance. When data is no longer needed, it will be deleted, anonymised, or stored in a restricted-access form.
9. Data Security
TOPTOUR implements appropriate technical and organisational measures to protect personal data, including but not limited to:
- Role-based access control.
- Encryption or masking of data where appropriate.
- Session management and system access logging.
- Periodic security reviews and monitoring for unusual access.
- Internal training on information security principles.
That said, no system is entirely immune to risk. You acknowledge and accept that transmitting data over the internet carries an inherent level of risk.
10. Your Rights
To the extent permitted by applicable law, you may:
- Request to know what personal data of yours TOPTOUR is processing.
- Request correction or updating of inaccurate or incomplete information.
- Withdraw consent for processing activities based on your consent.
- Request erasure or restriction of processing in certain appropriate circumstances.
- Opt out of receiving marketing communications.
- Lodge a complaint or concern regarding personal data processing.
TOPTOUR may need to verify your identity before acting on a request in order to safeguard your data and your own interests.
11. Third-Party Data & Children
If you provide information about a family member, travel companion, sponsored person, child, or any third party, you confirm that you have the legal right to provide that information to TOPTOUR and have notified them of the contents of this Policy where required.
For data relating to children or individuals who lack full legal capacity, TOPTOUR may require that information be provided through a parent, guardian, or authorised legal representative.
12. International Data Transfers
In the course of operating our systems or using technology infrastructure, TOPTOUR may store or process data through servers, platforms, or service providers located in Vietnam or abroad. Where this occurs, TOPTOUR will apply reasonable measures to ensure that data continues to be protected in a manner consistent with the purposes and principles set out in this Policy.
13. Policy Changes
TOPTOUR reserves the right to update this Privacy Policy from time to time to reflect changes in our services, operating systems, or legal requirements. The updated version will be published on our website and will take effect from the date of publication, unless otherwise stated.
You should check this page periodically to stay informed of the latest version.
14. Contact
If you have questions, requests, or concerns relating to this Privacy Policy, please contact us:
CÔNG TY TNHH MỘT THÀNH VIÊN TOPTOUR
Tax ID: 0312902885
International Travel Licence: GP79-758/2017/TCDL-GP LHQT
Email: hue.bui@toptour.com.vn
Phone, Zalo, WhatsApp, Viber, Telegram: 0904 423 446
Up-to-date office addresses and contact details are published on the TOPTOUR website at the relevant time.