Personal data protection policy

1. Who processes your data

An Voyages Travel Company Limited — 26 Nui Ngoc, Cat Ba town, Hai Phong. We determine the collection and use of data described on this page.

We are a small company without a dedicated data-protection department. Personal-data requests go through the support phone and email listed in section 12 ; booking staff receive it rather than an automated itinerary system.

2. What we collect

a) When browsing the website

No login is needed. Functional cookies remember language and currency choices without granting booking access or tracking advertising. Automatic selection uses the country header from Cloudflare and browser language, without creating a device fingerprint.

The visitor's IP address is used temporarily in memory in the web process to limit booking and lookup requests and prevent spam or reference guessing. These counters are in memory and reset on restart; the website does not write IP addresses to the database (web-generated logs leave the IP column empty). As with any internet connection, our server and the infrastructure in front of the website can see your IP address for technical purposes; the current configuration reads the client IP from Cloudflare headers.

b) When submitting a booking request

The form asks only for:

• Contact person's full name
• Phone number
• Email (your booking reference goes here; use this same address for lookup)
• Optional requests, such as vegetarian meals, a high-floor room or travelling with young children
• Accompanying guests' names; names only

We also receive your selection: service, dates, rooms or guests, and the system's calculated total.

c) After confirmation, if the provider requires more details

Some hotels and boat operators require a full guest list before travel. Staff may then ask for additional details by phone, Zalo or at the office, not through the website form: date of birth, gender, nationality, identity-document or passport number and expiry date, address, and room or cabin allocation notes.

Three facts about this data that matter to you:

• The public website cannot read identity-document numbers, birth dates or addresses. The public database role can read guest names and room-allocation notes, but refuses queries requesting these additional fields.
• Access logs record who viewed a guest's identity-document number and when.
• We do not include identity-document numbers in emails to you. Mailboxes are not a suitable place to store them, and email passes through intermediary systems.

d) When paying

There is no card-payment gateway. Bank transfers or office payments are recorded by staff or reconciled by the system, including amount, date, method and references. We do not store card numbers or banking one-time codes ; the website has no entry step for those details.

Booking lookup shows only payments paid against your booking. Bank transaction IDs, staff identities and other company cash flows are not shown; the database also prevents the public website from reading them.

e) System logs

• Action logs: when a booking is created or changed, the system logs the action, booking and changed fields. Records created by the public website do not include IP or a staff identity.
• Email logs: email type, recipient, subject, associated booking, delivery result and error reason. Email content is not retained in delivery logs. These logs let us investigate a missing email rather than guess what happened.

Both logs are one way for the website: it can write logs but cannot read them back.

3. How we use it

• Fulfilling your request: check availability, call to confirm, arrange reservations, collect payment and deliver the agreed services on your dates.
• Transactional email delivery: booking references and confirmations. These are necessary transactional messages, not advertising.
• Share passenger lists with the operating provider so you can check in and board. See section 4.
• Accounting, tax and invoicing obligations under Vietnamese law.
• Handling complaints and disputes: review booked services, rates, confirmations and payment dates.
• Security: limit booking and lookup attempts to prevent spam and guessing other people's references.

We not use your data for scoring, behavioural profiling, targeted advertising or automated decision-making.

We process data with your consent when submitting a booking request, to perform the service contract, and to meet accounting, tax and document-retention obligations.

4. Who receives your data

An Voyages acts as reseller local provider services. Sharing the following information is necessary ; a hotel or boat cannot check you in without knowing your name.

a) Operating service providers

Hotels, boat and cruise operators, and transport companies delivering your service receive guest names, dates, booked services, rooms or seats, your requests, and document numbers if required by the provider's contract .

Some providers' contracts allow them to refuse boarding or check-in if the guest list is not received before travel, sometimes one to five days ahead. We cannot simply omit required details while still arranging the service.

We share only the details needed for that service, not the entire booking. Providers do not receive your email or phone number for marketing.

b) Email-delivery provider

Transactional emails, including booking references and confirmations, are sent through Resend — an overseas email-delivery provider. They process your address, name, reference, service, travel date, total and any requests included in the email. Email not contain document numbers, bank accounts or supplier costs.

If email delivery is not configured, the system does not send externally and records that the message was not actually sent.

c) Public authorities

When required by law, including tax checks, travel-service inspections or a competent authority's request in a specific case.

d) No other recipients

We do not sell, exchange or rent your data or share it with advertising networks or behavioural-analysis companies.

5. How long we retain it

To be clear, the system currently no automatic deletion mechanism. We therefore do not promise a specific deadline that the system cannot actually enforce.

How we actually work:

• Booking data and information linked to payment documents are retained as needed for accounting, tax and document-retention obligations under Vietnamese law and to handle complaints or disputes arising after travel.
• Action and email logs associated with a booking follow that booking's retention period.
• IP- and email-based rate-limit counters are stored in memory and reset when the application restarts.
• Where deletion does not conflict with retention obligations, staff delete or anonymise the data manually in the internal system. See section 6.

6. Your rights and how to exercise them

Under the stated Vietnamese personal-data rules, you have the following rights:

• Be informed what data we process and why, as explained on this page.
• Give or refuse consent processing. Without consent to use essential names and contact details, we cannot arrange a booking.
• Access or request a copy of the personal data we hold about you.
• Edit incorrect data, such as a name, phone number or email.
• Withdraw consent previously provided.
• Delete data.
• Restrict or object to processing , including requests to stop sharing data with a particular party.
• Complain, report, bring legal action or seek compensation as required by law.

How this works in practice

There is no automatic button for this. Our staff process the request personally:

1. Call or email us ( section 12 ), stating whether you want access, correction, withdrawal of consent or deletion.
2. Reminder booking reference if available, so we can find your booking faster.
3. Staff verify that you are the person concerned using your name, phone number and travel date. Acting on an unverified request could itself disclose data.
4. We handle and reply to your request through the channel you used, during working hours.

Three limitations to explain first

• Withdrawing consent or requesting deletion before travel means we can no longer arrange the service; in practice the booking may need cancelling, with provider fees still applicable under terms of use .
• Data recorded in accounting documents (receipts and invoices) cannot be deleted where accounting and tax law requires retention.
• Data already shared with the operating provider held in the provider's system. We forward your request but cannot delete records on their behalf.

7. Protection and its limits

Measures actually implemented in the system:

• The public website uses a separate database account with limited permissions. It cannot read passenger document numbers, employee records, payment ledgers or audit logs, and cannot delete records independently. The database enforces this boundary, rather than relying solely on application code.
• Booking lookup shows a phone number masked, showing only the last three digits ; enough to check your number without disclosing it in full.
• Lookup errors deliberately do not distinguish an unknown reference from an incorrect email; that distinction could help attackers identify valid bookings.
• Lookup does not provide invoice downloads or passenger editing. Those tasks require stronger verification and are handled by staff.
• Every staff access to a guest's document number is logged.

8. Cookies, analytics and third parties

• No advertising tracking cookies and no social-network tracking pixels or session-recording tools are used.
• No login cookies, because there are no customer accounts. Booking lookup does not create a session: every lookup is a separate form submission, with no access session stored on your device.
• Fonts are hosted on our server. Fonts are hosted locally rather than requested from Google, so no font requests are sent to Google. This is a deliberate choice.
• The system shares your data with the email-delivery provider described in section 4b and the technical infrastructure in front of the website.

If we add an analytics tool, this section must be updated beforehand before that tool is added to the website.

9. When you provide someone else's details

The person booking often provides names for partners, children, friends or colleagues. When entering another person's name, you need that person's consent ; for children, consent must come from a parent or legal representative. We cannot independently verify this and state that limitation here.

Children's names and, if required for rates or boarding, dates of birth are used only to arrange the booked services.

10. Fraud prevention

11. Policy changes

If our processing changes, such as adding recipients or data types, we update this page and its revision date. Staff directly notify you of major changes affecting an ongoing booking.

12. Contact and complaints

If your request remains unresolved, you may complain to the competent personal-data authority or take action under Vietnamese law. Contact us first where possible; many issues can be resolved directly.