Privacy Policy for The SA Vietnam Shipping Company Portal
Welcome to the shipping and logistics portal of The SA Vietnam Shipping Company ("we," "us," or "our"). We are committed to protecting your personal information and ensuring transparency in how we handle your data across our South African, Vietnamese, Thai, and Cambodian logistics corridors.
1. Statutory Compliance Framework
This policy governs our data processing activities across multiple jurisdictions and adheres to the following national privacy legislations:
2. Information We Collect & Why We Need It
To facilitate international air freight operations, customs clearance, and secure transaction workflows, we collect several categories of personal data.
A. Customer & Account Data
What we collect: Full name, corporate entity details, email addresses, and localized telephone numbers (e.g., +27, +84, +66, +855 country codes).
Purpose: Account creation, route quoting, security authentication, and automated tracking notifications.
B. Logistics, Routing & Shipping Data
What we collect: Sender and recipient physical addresses—including dynamic regional designations such as Wards, Districts, Communes, Suburbs, Provinces, and Postal Codes. We also collect specific line-item descriptions, weights, package dimensions, values, and fabric/material compositions.
Purpose: Fulfilling the transport contract, sorting packages accurately into corresponding airline weight allocations, and preventing the ingestion of hazardous or prohibited air cargo.
C. Customs & Regulatory Compliance Data
What we collect: Government-issued identification numbers, passport copies, tax numbers, and formal customs declaration forms.
Purpose: Satisfying international border control mandates under SARS (South Africa), Vietnam Customs, Thai Customs, and the Cambodian General Department of Customs and Excise.
D. Financial & Payment Verification Data
What we collect: Billing addresses, transaction records, and uploaded Proof of Payment (POP) document images or PDFs.
Purpose: Reconciling cargo invoicing, identifying payments, and preventing fraudulent commercial trade transactions.
3. Lawful Bases for Processing Data
We rely on distinct legal grounds to process your information, matching regional regulatory expectations:
| Lawful Basis | Application to Our Portal |
|---|---|
| Performance of a Contract | Processing addresses, weight calculations, and tracking details to transport cargo from origin to destination. |
| Legal Obligation | Collecting passports, tax IDs, and commercial invoices to satisfy anti-smuggling, aviation safety, and customs clearance laws. |
| Explicit Consent | Utilizing cookies for portal state retention or sending operational marketing updates. |
4. International Cross-Border Data Transfers
By the very nature of international air freight forwarding, your data must travel across borders. For example, a shipment moving from Ho Chi Minh City to Johannesburg requires your address and customs data to be processed in both Vietnam and South Africa.
- Data Pathways: Your data may be transferred, stored, and processed in South Africa, Vietnam, Thailand, and Cambodia.
- Protection Standards: We ensure that all cross-border transfers comply with appropriate safety mechanisms. This includes utilizing secure server infrastructure, restricted internal user access control models, and entering into explicit data processing agreements with third-party logistics agents that match POPIA, PDPA, and Decree 13 standards.
5. Data Sharing & Third-Party Disclosures
We do not sell your data. We only share data with essential third parties strictly required to complete your shipment:
- Air Cargo Airlines & Freight Consolidation Networks: For booking physical cargo space.
- Customs Brokers & Border Authorities: For legal import and export clearance evaluation.
- Local Domestic Couriers: For final-mile delivery operations within destination territories.
- Payment Gateways & Financial Institutions: For processing secure banking validation.
6. Data Security & Storage Boundaries
We employ robust technical and organizational measures to defend against unauthorized access, loss, or alteration of data:
- All data transmitted through our online quoting and invoice portals is encrypted using Secure Socket Layer (SSL/TLS) protocols.
- Document uploads (e.g., identity verification files, Proof of Payment images) are restricted behind access-controlled, secure cloud storage architectures.
7. Your Regional Data Privacy Rights
Depending on your location, you hold specific legal rights over your personal data:
- Right to Access Your Data: You can request a copy of the personal information we hold about you.
- Right to Rectification: You can request that we update or correct inaccurate or incomplete data.
- Right to Erasure / Deletion: You can request the deletion of your account data, subject to local legal record-keeping requirements.
- Right to Withdraw Consent: Where processing is based on consent, you may withdraw it at any time.
- South African Data Subjects: You have the right to lodge a complaint with the South African Information Regulator if you believe your processing deviates from POPIA guidelines.
- Thai Data Subjects: You may exercise your rights via our Data Protection compliance interface, governed by the PDPA.
- Vietnamese Data Subjects: In accordance with Decree 13/2023/ND-CP, you have the right to view, correct, stop processing, or delete your data, provided it does not conflict with active customs record retention laws.
8. Retention Periods
We keep shipping records, customs declarations, and commercial invoice data only as long as necessary to fulfill the logistics cycle and satisfy national financial auditing and customs laws (typically 5 to 7 years post-shipment, depending on the country).
9. Contact Our Data Compliance Team
For questions regarding this policy, cross-border handling, or to exercise your privacy rights, please reach out to our legal compliance point of contact at:
🏢 Postal Address: 203 Lý Đạo Thành, An Hải, Đà Nẵng 550000, Vietnam
Data protection aligned with POPIA · PDPA · Decree 13 — Your privacy, our priority.