Privacy contact
For privacy questions, contact the Vietnam Tour Fun team at enquiry@vietnamtourfun.com. The responsible legal entity and its formal contact details must be confirmed before this draft is published.
Further contact options are available on our contact page.
Scope of this policy
This draft covers the website, the personalised trip-planning enquiry form and related communication with Vietnam Tour Fun. It describes the functions intended for this website; features that remain disabled do not operate simply because they are described here.
Linked websites, payment providers and platforms such as WhatsApp, Google and Apple also process information under their own policies. Visiting our website is not blanket consent to marketing or unrestricted sharing of your information.
Information we receive
Travel enquiries: Depending on what you enter, this may include your name, email address, optional telephone number, preferred contact channel, language and nationality. Travel details may include destinations, places of interest, dates or travel month, duration, planning stage, traveller numbers and age groups, budget, interests, accommodation and room preferences, pace, beach preferences, flight arrangements and optional messages.
Contact forms and email verification: When enabled, the form processes your name, email address, subject and message. Telephone numbers and booking references are generally optional, although a number is needed if you request a telephone or WhatsApp reply. The configured verification process uses a six-digit email code; a Google or Apple sign-in is not required. Confirmed enquiries are stored in a private website inbox and notified to the team's designated recipient, with an acknowledgement sent to you. Receipt, privacy acknowledgement and delivery status are recorded. Any optional selection for travel tips and offers is stored separately with its time and form version.
Bookings: Agreed services may require additional travellers' names, necessary passport or travel-document details, billing information and payment information. These are requested separately. The enquiry form is not a payment form and does not request card numbers or passport copies.
Technical use: Page requests may produce an IP address, time, requested page or file, browser and device information, and security records. An IP address may be personal data. When form submission is enabled, information needed to identify and document the enquiry and any consent is also stored.
Information may come directly from you, an authorised travel intermediary or someone acting for your group. Inform other travellers before providing their information. For initial planning, children's ages are normally sufficient; full dates of birth are not required in the enquiry form.
How information is used
Information is used to understand your preferences, prepare proposals, answer questions and organise agreed travel services. For bookings, this includes coordinating with hotels, transport providers and other partners, and helping with problems before or during the trip.
Other purposes include handling feedback and complaints, legally required records and protecting systems from misuse. Non-personal statistical analysis is distinct from personalised advertising analysis. Sending a travel enquiry does not subscribe you to a newsletter.
Legal bases and optional information
Where the General Data Protection Regulation (GDPR) applies, processing necessary for a requested proposal or contract is based on Article 6(1)(b). Separate consent may support optional marketing or other expressly described additional processing under Article 6(1)(a).
Security and misuse prevention may rely on Article 6(1)(f), reflecting the interest in reliable, secure operation. Where an applicable EU or member-state legal obligation requires processing, Article 6(1)(c) applies. The relevant basis depends on the purpose.
Required fields are marked on the form. Without the information needed to reply and plan your trip, we may be unable to handle your enquiry. Optional fields may be left blank. Marketing consent is not a condition of receiving travel advice.
Special requirements and sensitive information
Some travel requirements may reveal health, religion or other particularly protected information. Please do not enter detailed medical information or sensitive documents in free-text form fields. Where such information is genuinely needed for a service, we will discuss the purpose, an appropriate secure channel and necessary recipients with you.
Any required explicit consent under Article 9(2)(a) GDPR will be requested separately. The general acknowledgement on an enquiry form is not blanket permission to process all sensitive information.
Who may receive information
Access within the team is limited to people who need the information for their work. Depending on your booking, necessary details may be shared with hotels, guides, transport companies, airlines, travel intermediaries and other partners actually providing services. IT, hosting, communications and payment providers may also be involved.
Authorities or other entitled organisations receive information where there is a legal basis. Acknowledging this policy does not replace a required legal basis or any separate consent.
The source policy provides for full payment-card details to be handled by the payment provider rather than stored in the trip-enquiry form. Check the provider and privacy information shown in the actual payment process before paying.
Travel arrangements and international transfers
Our travel-planning team is based in Vietnam. Partners in other destination countries may be involved depending on your route. Personal information may therefore be processed outside the European Economic Area, where privacy standards may differ.
Where GDPR applies to a transfer, the requirements of Articles 44 onward must be met as well as the legal basis for processing. Ask enquiry@vietnamtourfun.com about the recipients, countries, transfer grounds and safeguards relevant to your case. This draft does not assert that adequacy or standard contractual clauses have already been established for every recipient.
Hosting, form protection and external content
Hosting: This website is hosted through Kinsta. Technical connection and server information is processed to deliver and secure it. See Kinsta's privacy policy; our team remains your contact for customer information collected on this website.
Form protection and verification: When enabled, trip-planning and contact forms use a six-digit email verification code and Cloudflare Turnstile to prevent misuse. Cloudflare may receive technical device, browser and connection information for this security check, which is requested in connection with form submission. See Cloudflare's privacy policy. The code and verification status check the supplied address; they are not marketing consent.
Maps, videos and external files: Some pages may load external resources, such as OpenStreetMap tiles, libraries delivered through jsDelivr, embedded videos or externally hosted images. The relevant provider receives technical connection information when these resources load. A link to a social network is different from embedded content: opening a link takes you to the destination platform's own policies.
Analytics and marketing choices control the measurement services described in the cookie settings. They do not replace information about separately requested maps or external media. Please read the notices for those features and the providers' privacy information.
Optional AI travel chat and follow-up contact
If the AI travel chat is enabled and you choose to start it, your messages, conversation context and summarised travel preferences are processed to provide automated travel advice through the OpenAI API. Cloudflare Turnstile is used at the start to prevent misuse and may receive technical device, browser and connection information. This optional feature is separate from analytics and advertising choices. You can make a personal enquiry through the form without using AI chat.
Optional AI processing requires your active confirmation and relies on consent under Article 6(1)(a) GDPR where applicable. Storage needed for the expressly requested session relies on section 25(2) of Germany's TDDDG where applicable. Ending the chat stops further AI processing. Withdrawing consent does not affect the lawfulness of earlier processing.
Before starting, you may choose a contact channel and provide an email address or telephone number. Your name is optional. A separate, unticked confirmation covers contact from the travel team about this enquiry, including if you leave the chat early. It is not a newsletter subscription or general marketing consent. You may chat without contact details. Unsubmitted input is not stored by the chat function. A requested follow-up supports pre-contractual advice under Article 6(1)(b) GDPR where applicable; any additional consent required for the selected channel is obtained separately. You may decline future contact.
The configured chat process stores submitted messages, AI replies and an AI-labelled summary in encrypted form on the website server. Optional contact details, preferred channel, confirmation time and version are stored separately from the conversation context sent to OpenAI. Authorised administrators may view the information to handle your enquiry. At session end, a copy including submitted contact details is sent to the internal travel-team inbox, including when you close the chat window. A conversation without a contact request does not authorise later contact.
Only the conversation excerpt needed for a reply, summarised travel preferences and selected public tour information are sent to OpenAI. Contact details entered in the dedicated fields are not sent to OpenAI. Automated filtering of simple email addresses and telephone numbers in messages cannot detect all personal information. Please do not enter passport, payment-card or detailed health information. AI replies may contain errors and are not bookings or binding offers.
The configured essential session cookie contains a random identifier and expires no later than one hour after chat start. A session ends when you close the chat window, after 15 minutes without a new message or when you explicitly end it. If the browser cannot send an end signal, a background routine completes the process and may be delayed. Closing the window does not delete the stored conversation.
To reopen previous conversations in the same browser, the configured chat also uses an essential history cookie containing a random identifier for 30 days. Only a cryptographic verification value is stored server-side for matching. A conversation can be reopened for 30 days after its last message, and a new message renews the cookie. This does not identify you across devices. Deleting the cookie or using another browser prevents automatic restoration of that history.
The configured retention periods are 90 days after the last message for chats with a contact request and 30 days for chats without contact details. After that, records become inaccessible and are removed by the regular deletion routine. These are operational periods, not universal legal minimums. Booking documents may have separate legal retention duties. While the browser remains linked to your history, the Delete all chat history control removes associated website records and cancels any pending email delivery. Later requests can be made to our privacy contact using your chat reference. Emails already delivered, exports, technical logs and backups require separate handling under their applicable deletion rules.
Only if you expressly choose to transfer it is a summary temporarily placed in your browser's session storage. It is removed after transfer into the enquiry form and is no longer used after 15 minutes. Please check it before submitting.
The source implementation calls the OpenAI API with response-history storage disabled using store: false. This does not mean the provider retains no data: its security logs may generally be kept for up to 30 days and longer in certain legal or security cases, and technical caches may also apply. See OpenAI's privacy policy and OpenAI API data controls. Processing outside the EEA is possible. Ask our privacy contact about recipients, contractual safeguards and your rights.
Only with analytics consent are opening the chat, starting it and moving to the enquiry form measured as separate interactions. Chat text, contact details and travel preferences are not included in those measurement events. Starting a chat is not a confirmed travel enquiry.
Newsletters, contact channels and photographs
Email travel tips and offers require a separate voluntary selection in the form or another appropriate subscription. You may withdraw consent for future messages at any time, including by emailing enquiry@vietnamtourfun.com. Travel advice and messages needed for your contract are separate.
If you request telephone or WhatsApp contact, the supplied number is used to discuss your enquiry. That choice is not general marketing consent. An enquiry or booking does not automatically authorise advertising use of travel photographs, reviews or other personal material; any required permission is addressed separately.
How long information is retained
Information is kept for as long as needed for its purpose and permitted records. Enquiries, completed bookings, invoices, security logs and consent records are treated separately. When the purpose ends, information is deleted or genuinely anonymised unless retention or evidential obligations require otherwise.
The source privacy policy specifies five years after service delivery for certain basic customer and transaction information. That is not a blanket deletion period for all website or travel data. Tax, contractual and other periods must be determined by record type and applicable law; a final retention schedule must be confirmed before this draft is approved.
Your rights and how to exercise them
Where the legal requirements are met, you may request access, correction, deletion, restriction and portability. You may object to processing based on legitimate interests for reasons relating to your particular situation, and may object to direct marketing at any time.
You may withdraw consent for future processing without affecting the lawfulness of earlier processing. Legal retention duties or other overriding grounds may prevent immediate deletion of some records.
Email enquiry@vietnamtourfun.com with your request. Proportionate identity checks may be needed to prevent disclosure to an unauthorised person. Where GDPR applies, you may also complain to a competent supervisory authority, particularly where you live or work or where you believe a breach occurred. Requests are handled within applicable legal deadlines.
The travel-advice process described here does not make solely automated decisions with legal or similarly significant effects. Your specific itinerary is agreed with a person.
US privacy rights: Depending on your state's law and its applicability, you may have rights to access, correct or delete information, obtain a copy, and opt out of sale, sharing for cross-context advertising or targeted advertising. Use Your Privacy Choices or contact our privacy team. Global Privacy Control is recognised for website marketing services. Questions or an appeal available under applicable law can be sent to the same contact.
Security and updates
Technical and organisational measures are used to protect personal information, with access limited by role and responsibility. No internet service can guarantee absolute security. Send sensitive documents only through a channel previously agreed with our team.
This policy will be updated when processes, services or legal requirements change. The date above identifies this editorial draft. New processing purposes require appropriate information and, where necessary, new consent.
Contact our team
Contact us about privacy
For access, correction or a question about your enquiry, contact our team.