Privacy Policy
1. Who we are
MARCOMS ("we", "us", "our") is a marketing and brand communication agency based in Ho Chi Minh City, Vietnam. We act as the Data Controller for the personal data collected through this website.
Contact for privacy matters:
Email: marcom.vnn@gmail.com
Address: 38 Đặng Tất, Phường Tân Định, Quận 1, TP. Hồ Chí Minh
2. What data we collect
2.1 Personal data (linked to an identifiable individual)
- Name & surname
- Email address (private)
- Phone number
- Postal / home address (if voluntarily submitted)
- Personal ID / passport number (only when required by law for invoicing)
- Location data (city level, derived from IP)
2.2 Non-personal data (anonymous, not linkable to one individual)
- Business email addresses (e.g. info@company.com)
- Anonymised page views, device type, browser type
- Aggregate traffic statistics
3. Why we collect it — lawful basis
| Purpose | Lawful basis |
|---|---|
| Responding to contact-form enquiries | Consent / pre-contract |
| Sending newsletters | Consent (opt-in checkbox) |
| Issuing invoices & contracts | Contract / legal obligation |
| Site analytics (anonymised) | Legitimate interest |
| Storing cookies | Consent (cookie banner) |
4. How we store and protect it
Personal data is stored on encrypted-at-rest servers located in Vietnam. Passwords are hashed with bcrypt; sensitive credentials are never logged. Transport is encrypted via HTTPS (TLS 1.2+). Access is limited to authorised staff with role-based permissions.
5. Who we share it with — Processors
We use the following Data Processors:
- Email delivery (SMTP provider, only the recipient address)
- Hosting provider (encrypted backups, EU-equivalent safeguards)
- Analytics: Google Analytics (anonymised IP, only if you accept cookies)
We never sell personal data. We do not transfer data outside Vietnam except where the processor (e.g. Google) operates with EU-Standard Contractual Clauses.
6. How long we keep it — retention
- Contact-form messages: 2 years from last interaction
- Newsletter subscribers: until unsubscribe
- Invoices & contracts: 10 years (tax law)
- Anonymised analytics: 26 months
- Cookies: see Cookie Policy
7. Your rights as a Data Subject
You have the following rights regarding your personal data. To exercise any right, email marcom.vnn@gmail.com — we respond within 30 days.
- Right to be informed — this policy fulfils this right.
- Right of access — receive a copy of the data we hold on you.
- Right to rectification — correct inaccurate data.
- Right to erasure ("right to be forgotten") — delete your data where no legal obligation requires us to keep it.
- Right to restriction of processing — ask us to pause processing while a dispute is resolved.
- Right to data portability — receive your data in a structured, machine-readable format (JSON / CSV).
- Right to object — opt out of legitimate-interest-based processing (e.g. analytics).
- Right not to be subject to automated decision-making or profiling — we do not run any such systems.
If you believe we have violated your rights you may file a complaint with your national data-protection authority.
8. Roles & responsibilities (GDPR Art. 4)
- Data Controller: MARCOMS — decides why and how data is processed.
- Data Processors: third parties acting on our instructions (hosting, email, analytics).
- Data Subject: you — the individual whose data we process.
- Data Protection Officer (DPO): not currently required (small organisation, no large-scale monitoring). Contact for privacy: marcom.vnn@gmail.com
9. Changes to this policy
We may update this policy. Material changes will be announced on this page and (for newsletter subscribers) by email. Last updated: 2026-05-28.
Last updated: 28.05.2026
Payment Policy
Accepted payment methods
- Bank transfer (Vietnamese banks, USD or VND)
- Zalo Pay / VietQR
- International wire transfer (for non-Vietnamese clients)
- Cash (in-person, in HCMC)
Payment terms
- Deposit: 50% upfront upon contract signing.
- Balance: 50% on project completion / handover.
- Recurring services: billed monthly in advance (Net 7).
- Late payments: 1.5% interest per month after 14 days overdue.
Invoicing
Official VAT invoices (hoá đơn đỏ) are issued upon receipt of full payment. For invoices we collect company name, tax code, address — this is a legal obligation under Vietnamese tax law.
Refund policy
Deposits are non-refundable once project work has commenced. For undelivered work, prorated refunds may be issued at our discretion.
Currency & tax
Prices are quoted in VND. VAT (10%) is added unless the client provides a valid exemption certificate. International clients pay in USD or EUR — exchange rate fixed at contract signing.
Last updated: 28.05.2026
Payment Methods
Shipping & International Export
When ordering physical gifts from MARCOMS for international delivery, shipping costs and customs handling are transparently reflected on your invoice. Here is the full process from order to delivery.
Order Confirmation & Invoice
Once your order is confirmed, MARCOMS prepares the goods and issues an invoice. The invoice clearly lists the product price, shipping cost (Versandkosten), and VAT where applicable — all as separate line items with no hidden fees.
Shipping Costs (Versandkosten)
International shipping is calculated by weight and destination, typically via DHL, FedEx, or UPS. The exact shipping cost appears as its own line item on the invoice — separate from the product price — so you always know what you are paying for.
Customs Declaration (Zolldeklaration)
MARCOMS prepares a complete customs declaration in compliance with Vietnamese export regulations. All physical goods are declared at their true commercial value — no undervaluation. The customs form accompanies the package, and a reference copy is included in your invoice.
Import Duties at Destination
Import duties, VAT, and customs fees applicable in the destination country (e.g. German Zoll, EU customs duty) are the responsibility of the recipient under local law. MARCOMS cannot pay or guarantee exemption from duties at the delivery point. For gifts, many countries have a duty-free threshold — check with your local customs authority.
Tracking & Proof of Shipment
A tracking number (DHL or your chosen carrier) is provided as soon as the package is handed over. This tracking reference is also noted on your invoice so you have a single document covering payment, shipment, and customs for your records.
Have questions about shipping costs or want a quote before ordering? Contact MARCOMS — we are happy to calculate the exact Versandkosten for your destination.