Privacy Policy

1. Background

We’re saigonchildren. This Policy sets out how we handle personal data.

About saigonchildren

We are the Saigon Children’s Charity CIO (saigonchildren). Our mission is to enable disadvantaged children and young adults in Vietnam to reach their full potential through receiving a quality education relevant to their needs. You can read more about our vision, mission and values here.

This Policy

This Policy applies to all personal data that we collect. This includes the data that we collect from:
• visitors to our website
• people that use our services, students and parents of students
• people and organisations who make donations to us
• people we work with, including employees, contractors and sub-contractors, partner and third-party provider representatives, business contacts, volunteers, and participants in our events.
We’ll update this Policy from time to time. You can always find the most up-to-date version on our website at https://www.saigonchildren.com/about-us/privacy-policy/

Our legal obligations

We are registered as a charity in the UK (UK) and work in Vietnam.
We are required to comply with the UK General Data protection Regulation (UK GDPR) and the Vietnam Decree 13/2023/ND-CP on Personal Data Protection (the PDPD), and align our practices with global privacy laws, including the US California Consumer Privacy Act.

Donations disclaimer

When you donate to saigonchildren, you are responsible for understanding and complying with any obligations you may have under tax laws and regulations related to charitable contributions in Vietnam.

What personal data do we collect?

We collect the information about you that we need for our work.

We may collect your personal data where you agree and when we reasonably need it to carry out our functions and activities, manage our business, or comply with the law; see ‘Why do we collect personal data’, below.
For example:

• When you sign up to donate, we may collect your name, organisation, general location (country, state or postcode), and email address
• When your organisation partners with us, we may collect the name, job title and contact information of the organisation’s representatives
• When you volunteer or take part in one of our events, we may collect your name, contact details, and health information required for workplace safety and media releases
• When you apply to work with us, we will collect your name, personal contact details, work history and qualifications, and reference information
• When you are employed by us, we will collect information that we need to manage our professional relationship, such as your name, personal contact details, work history and qualifications, information about your work and performance, payment information, and health information relevant to your work or needed for workplace safety
• When you donate, we will collect billing information
• When you sign up to our newsletter, we will collect your full name, language preference and email address.
• What if you don’t want to give us your personal data?

We give people the choice of not identifying themselves or using a pseudonym, where it is lawful and practical.
However, in some cases, if you don’t give us your personal data, we may not be able to respond to your request. For example, you must identify yourself to subscribe to donate, direct your donation to a specific project, or set up a sponsorship.

Cookies and web analytics
When you visit our website, we may use ‘cookies’ and similar processes to collect de-identified information and statistics such as IP address, general location, and pages visited. This information does not relate to individual users and is only used to optimise out website.

How do we collect personal data?

We may collect information about you when you agree.

We generally only collect personal data with your consent.
For example, we collect personal data about:

• Our donors and supporters when they donate, subscribe to our newsletters, or contact us
• Our beneficiaries, students, and their parents
• Our volunteers and job applicants when they apply to work with us, and
• The representatives of our professional contacts, partners, contractors, and third-party providers during our working relationship with them.

Why do we collect, use and disclose personal data?

We collect, use and disclose your personal data to carry out our functions and activities, manage our business and comply with the law.

Purposes of collection

For example, we collect, use and disclose personal data for the following purposes:

• Promotion and fundraising
• Delivering our charitable services and programs
• Managing our staff, including advertising staff or volunteer roles, engaging employees, contractors or volunteers, and managing those relationships
• Managing our relationships with corporate donors, partners and third-party providers
• Processing payments, and
• Managing individual questions, requests and complaints.

We collect your personal data where:

• You have consented to give it to us, or
• Where it is in our legitimate interests – that is, where we need it to carry out our business, and our collection does not unreasonably impact your rights and freedoms.

We may also use or disclose your personal data for other purposes that are allowed or required by law.

Direct marketing

Where you’ve agreed, we may use your personal data to send you messages about our activities, including fundraising. This may include our contacting you by email.
Where you’ve agreed to receive messages from us, we will consider your consent to be valid until you opt out. You can opt out of receiving these messages at any time by using the unsubscribe option included in the message.

Retention

We seek to only keep your personal data for as long as we need it to do our work. When we no longer need it, we will seek to securely destroy or de-identify it.

Third parties

We sometimes partner with other organisations or hire other companies to help us do our work (‘third parties’). These third parties may collect your personal data on our behalf and provide it to us. We may also share your personal data with these third parties. These third parties include information technology and data storage providers, and third-party tools we use for fundraising, sending newsletters, and managing donations.

• When we work with third parties, we take steps to ensure they handle your personal data safely and responsibly.

2. International transfers of personal data

We sometimes disclose or store personal data internationally. When we do this, we take steps to keep it safe.

We are based in both Vietnam and the UK, and transfer data between these countries. We also may store information on computer systems physically located in the UK; however, backups of these systems and technology partners may be in Europe, the United States of America, or in other countries. When we do this, we take steps that your personal data is handled securely, and in a way that is consistent with relevant privacy laws.

3. Personal rights

You can ask to access the personal data that we hold about you, update or correct it, ask for a copy of it, or exercise other personal rights. To do this, we may need to first confirm your identity.

What are your rights?

Depending on your location, you have the right to:

• Access the personal data that we hold about you, and ask us to update or correct it if it is not right;
• Ask for a copy of the personal data that we hold about you – for example, photocopies, or copies of digital files;
• Ask us to stop using your personal data for certain purposes; and
• Ask us to destroy or delete your personal data.

There are some exceptions to these rights. For example:

• We can’t give you access to personal data about other people, commercially sensitive information; or
• We may not be able to destroy or delete the personal data we hold about you if we are required by law to keep it.

We’ll agree to your request if it’s reasonable and lawful for us to do so. If we don’t agree, or we only partially agree, we’ll:

• Write to you to explain our decision (except if it’s unreasonable to do so); and
• Give you information on your options, including how to make a complaint .

How long will it take?

We’ll try to make your personal data available within 30 days after you ask us for it, but complicated requests may take more time.
Before we manage your request, we may need to confirm your identity. We do this to ensure that we keep the personal data that we hold secure.

How can you contact us?

See ‘Contact Us’, below.

4. Complaints

If you’re concerned about how we have handled your personal data, please let us know and we’ll try to fix it. If you’re not satisfied with how we have handled your complaint, you can contact your local privacy regulator.

How can you make a privacy complaint?

If you’re concerned about your privacy or how we’ve handled your personal data, you can complain to us and we’ll try to fix it (see ‘Contact us’, below).

How do we manage privacy complaints?

We will:

• Keep a record of your complaint;
• Write to you within 7 calendar days to acknowledge your complaint;
• Investigate your complaint (including, for example, gathering the relevant facts, locating and reviewing relevant documents and speaking to relevant individuals); and
• Write to you with our final response, including our view on whether we have not complied with this policy or relevant privacy laws, and what we will do to fix the issue.

In most cases, we’ll give you a final response within 30 calendar days of receiving your complaint. If we can’t give you a response in this time, we’ll get in touch to tell you why and work out a new timeframe with you.

What else can you do?
If you are not satisfied with how we have managed your complaint, you can make a complaint to the relevant privacy regulator:

UK:

Contact the UK Information Commissioner’s Office:

Webform: https://ico.org.uk/make-a-complaint/data-protection-complaints/
Phone: 303 123 1113
Live chat: https://ico.org.uk/global/contact-us/contact-us-public/public-advice/

Vietnam:

Contact the Vietnam Ministry of Public Security:
Post: 44 Yet Kieu Street – Hoan Kiem District – Hanoi.
Phone: (+84)069.233647 – 069.2341165
Website: www.mps.gov.vn or www.bocongan.gov.vn

Contact us

Please contact us if you have any questions or concerns about the way we handle your personal data, or to make a complaint.

Write to: The Privacy Officer
Email: [email protected]
Post: 59 Tran Quoc Thao Street, Vo Thi Sau Ward, District 3, HCMC

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This policy has been developed with pro bono support from FTI Consulting. We are grateful for their expert assistance.