Privacy Policy
Latest change: Clarified retention: when a plan or trial expires without renewal, the account becomes read-only and is then suspended; data is permanently deleted from the live system within 30 to 180 days after expiry depending on the case, after confirmation by hOne; backups are created and cleaned up automatically on a rotation schedule and removed within at most 12 months.
This English text is a courtesy translation. The Vietnamese version prevails in case of any discrepancy.
This Policy describes how Hao Quang Viet Software Co., Ltd ("Hao Quang Viet", "we") collects, uses, stores, transfers and protects personal data when you visit the hone.vn website, register for a trial or use the hOne platform (the web application at *.hone.vn domains and the hChat, hTask & Projects, hPass, hCheckin and hCall mobile apps). It has been prepared in accordance with the Law on Personal Data Protection 2025 (Law No. 91/2025/QH15, effective 1 January 2026), its implementing documents, Decree 13/2023/ND-CP to the extent it still applies, and other relevant Vietnamese laws.
1. Data controller
For data collected when you register for a trial, contact us or use the website, Hao Quang Viet Software Co., Ltd (tax code 0315065353, address: 4 Nguyen Dinh Chieu Street, Tan Dinh Ward, Ho Chi Minh City, Vietnam) is the personal data controller and determines the purposes and means of processing.
For business data that customer businesses enter into hOne (customers, orders, contracts, personnel, messages, etc.), the customer business is the controller and Hao Quang Viet acts as the data processor under the contract and that business's instructions. Each customer business is responsible for obtaining consent or another lawful basis when collecting data of its own customers and employees.
Contact point for personal data requests: support@hqv.software.
2. Data we process
- Trial registration information: company name, full name, email, mobile phone number, desired domain, selected plan; if you register with Google: the name and email address of your Google account (via an identifier issued by Google; we do not receive your Google password).
- Phone verification data: the phone number called, the time and the call result; the automated verification call reads out a verification code and may be recorded as evidence of verification and to prevent fraudulent registrations.
- Evidence of consent: the version of the Terms and Policy agreed to, the time of consent, IP address and browser/device information.
- User accounts: full name, email or username, role, avatar, sign-in history and devices.
- Business data entered or connected by the business: customers, quotations, orders, contracts, finance, attendance, documents, Zalo/Messenger/livechat messages, email, and call-center recordings (if the business enables them).
- Technical data: IP address, browser type, error logs and activity logs for security purposes.
- Mobile apps: device ID and push notification tokens; each app's own data and permissions (for example hCheckin location and attendance photos, hCall microphone and contacts) are described in the Annex.
We do not actively collect sensitive personal data through the registration form. We do not sell personal data, do not use customer businesses' data for advertising, and do not use it to train general-purpose AI models.
3. Purposes of processing
- Verifying registrations, authenticating phone numbers and emails, and preventing fraudulent registrations, spam and abuse.
- Setting up, providing, operating, supporting and securing the hOne service (including trial plans).
- Artificial intelligence (AI) processing at the user's request for features such as automatic replies, OCR, drafting and the AI voice call center.
- Sending service notices: sign-in information, trial expiry reminders, invoices, policy changes and security alerts.
- Keeping evidence of consent, meeting legal obligations, and resolving complaints and disputes.
- Anonymized statistics to improve service quality.
We send marketing messages only with your separate consent for that purpose, and you may decline at any time.
4. Basis for processing: your consent
The main basis for processing personal data during registration is your clear and voluntary consent, given by actively ticking the box "I have read and agree to the Terms of Use and the Privacy Policy, including the processing of personal data and the recording of the verification call" before submitting the form. Consent covers: (a) processing data for the purposes stated above; (b) recording the verification call; (c) transferring data to the processors listed in section 6, including abroad. You may withdraw your consent at any time (see section 9); withdrawal does not affect the lawfulness of processing carried out before it, but we may no longer be able to provide services that depend on that data. In addition to consent, we process data where necessary to perform a contract with you or your business, or to comply with legal obligations.
5. Storage and security
- Data is stored on servers located in Vietnam; each business has its own database, separate from other businesses.
- Connections are encrypted with HTTPS/TLS; sensitive information (connection passwords, integration tokens, hPass vault) is encrypted with AES-256.
- Role-based access control; two-factor authentication and Passkey support; audit logs for important operations; daily backups.
- Internal access is restricted on a need-to-know basis; authorized personnel are bound by confidentiality obligations.
6. Recipients and cross-border transfers
Data is shared with the following processors only to the extent necessary, after you or your business use the corresponding feature:
- AI providers (for example Google Gemini): when an AI feature is enabled, the content to be processed is sent to the provider's servers, which may be located outside Vietnam. If AI features are turned off, no data is sent to these services. Where the provider's terms allow that option, we require that the data not be used to train models.
- Google: sign-in/registration with Google and reCAPTCHA anti-spam (Google processes IP addresses and browser signals under Google's policies).
- Zalo, Meta (Messenger): when a business connects messaging channels.
- Firebase Cloud Messaging, Apple Push Notification: sending push notifications.
- Telecom carriers, call centers, e-invoice providers, banks: where necessary to place verification calls, issue invoices and reconcile transactions.
Personal data is transferred abroad on the basis of your consent and appropriate safeguards, and in compliance with Vietnamese law on cross-border transfers of personal data (including the obligation to prepare and keep impact assessment dossiers where the law requires). Apart from the cases above, we provide data only upon a lawful written request from a competent state authority.
7. Retention periods
- Trial registration data and evidence of consent: for as long as you use the service and up to 5 years thereafter to meet legal obligations and resolve disputes, unless the law requires otherwise.
- Verification call recordings: up to 90 days from the date of the call, after which they are deleted or anonymized, unless they must be kept to handle a complaint or at the request of a competent authority.
- Business data when a plan or trial expires: if it is not renewed or upgraded, the account becomes read-only and is then suspended; during this time you can still renew or request a data export. Data is permanently deleted from the live system within 30 to 180 days after expiry, depending on the case, after review and confirmation by hOne. You may request earlier deletion (section 9).
- Paying customers' data: kept while the service is in use; after termination it is deleted in accordance with the Terms of Use. Accounting records and invoices are kept for the statutory period.
- Backups: created automatically and rotated (daily, weekly and monthly copies), cleaned up automatically on the rotation schedule; every backup is removed within at most 12 months.
8. Cookies and similar technologies
The hone.vn website does not use advertising or behavior-tracking cookies. The site uses only browser storage (localStorage/sessionStorage) for necessary features such as remembering the light/dark theme and an unfinished registration session, and it loads Google services (reCAPTCHA, Sign in with Google) that may set Google's own cookies under Google's policies. The hOne application uses cookies/sessions necessary to keep you signed in. You can delete or block cookies in your browser, but some functions may not work.
9. Rights of data subjects
Under personal data protection law, you have the right to:
- Be informed about the processing of your personal data;
- Consent or not consent, and withdraw the consent you have given;
- Access and view your data and request a copy;
- Request correction of inaccurate data;
- Request deletion of data, restriction of processing, and object to processing;
- Lodge complaints and denunciations, bring lawsuits, and claim damages in accordance with the law;
- Protect yourself or request competent agencies and organizations to protect your rights.
To exercise your rights, send a request to support@hqv.software with information that allows us to verify your identity. We respond within the period prescribed by law (no more than 72 hours for requests to withdraw consent, delete data or restrict processing, unless the law requires the data to be retained). For data belonging to a customer business, we forward the request to that business because it is the data controller.
10. Children
hOne is a service for businesses and persons aged 18 or older. We do not knowingly collect personal data of children (persons under 16). If we discover that we have collected it, we will delete it; if you are a parent or guardian and believe a child's data has been submitted to us, please contact the contact point in section 13.
11. Notification of data breaches
When we discover a violation of personal data protection regulations affecting your data, we will notify the specialized personal data protection authority (Ministry of Public Security) and you or the customer business within the time limits and in the manner prescribed by law, describing the nature of the incident, the data affected, the possible consequences and the remedial measures.
12. Changes to this Policy
When there are material changes, we will post the new version on this page with its version number and effective date, and notify registered accounts by email. For changes that expand the purposes or scope of processing, we will ask for your consent again.
13. Contact
- Hao Quang Viet Software Co., Ltd — tax code 0315065353
- Address: 4 Nguyen Dinh Chieu Street, Tan Dinh Ward, Ho Chi Minh City, Vietnam
- Email (contact point for personal data protection and support): support@hqv.software
- Phone: 028 7779 6009
Annex: data and permissions per app
This annex describes each mobile app of the hOne ecosystem and states only what the app does in its current version. It supplements sections 1–13 above, applies to each app that has been released and to each new app from its release. All apps are for employees of customer businesses: accounts are issued by the company's hOne administrator, the company is the controller of business data and Hao Quang Viet is the processor (section 1); for trial accounts self-registered on hone.vn, Hao Quang Viet is the controller. The apps contain no advertising and we do not sell data.
hChat
Permissions on the device
- Notifications (Android and iOS): new-message alerts.
- Camera and photo library (iOS): only when you take or save a photo in a conversation; on Android photos and files are picked through the system picker.
- Biometrics (fingerprint, face): only for quick unlock if you enable it; the operating system handles it and the app only receives pass/fail.
- On iOS a share extension lets you send content from other apps into hChat.
Data kept on the device
- The login session is bound to the device; if biometric unlock is on, login details are kept on the device in the operating system's secure storage.
- Downloaded files sit in the app's private area or the downloads folder you choose. Android does not back up app data to Google's cloud.
Data sent to the company's hOne server
- Messages with customers (Zalo, Zalo OA, Messenger, LiveChat, internal chat), internal notes, attachments, customer profiles, orders, quotations and contracts linked to a conversation — stored on the company's hOne system.
- Device ID and push token, device model, OS and app version; sign-in and error logs.
Third parties and SDKs
- Google Firebase Cloud Messaging (Android) and Apple Push Notification service (iOS) deliver notifications; the notification carries the sender name and the start of the message.
- Zalo and Meta (Messenger) when the company connects those channels; Google's AI service (Gemini) only when the company enables AI features (auto-reply, drafting, summaries, translation).
- The app bundles no advertising or behavioural-analytics SDK.
Deleting the account and data
The app has no self-service "delete account" button. Accounts are issued by your company's hOne administrator, so: (a) ask your company's administrator to disable or delete the account; or (b) email the contact in section 13 from the address linked to the account, stating the username and company name — we verify and process within 30 days at most; (c) a company representative may request deletion of all company data under sections 7 and 9. Uninstalling the app only removes data on that device.
hTask & Projects
Permissions on the device
- Notifications: new tasks, comments, due tasks.
- A foreground service with a visible notification while you run the work timer (Android); a timer Live Activity (iOS).
- Camera and photo library (iOS): only when you take or pick a photo to attach to a task, and save an attachment to the library when you ask.
- Biometrics: only for quick sign-in if you enable it.
Data kept on the device
- Login details are kept on the device in the OS secure storage (Android Keystore / iOS Keychain). Android does not back up app data to Google's cloud.
Data sent to the company's hOne server
- Tasks, projects, statuses, assignees/approvers, checklists, comments, attachments, timer entries, calendar — stored on the company's hOne system (the same data as the web task module).
- The device's push token.
Third parties and SDKs
- Google Firebase Cloud Messaging (Android) and Apple Push Notification service (iOS) deliver notifications.
- The app bundles no advertising or behavioural-analytics SDK.
App-specific notes
- When hTask opens as a pop-up inside hChat it uses hChat's session and server; no new data is sent anywhere other than the company's hOne server.
Deleting the account and data
The app has no self-service "delete account" button. Accounts are issued by your company's hOne administrator, so: (a) ask your company's administrator to disable or delete the account; or (b) email the contact in section 13 from the address linked to the account, stating the username and company name — we verify and process within 30 days at most; (c) a company representative may request deletion of all company data under sections 7 and 9. Uninstalling the app only removes data on that device.
hPass
Permissions on the device
- Biometrics: unlock the vault by fingerprint/face, with a PIN fallback.
- Android Autofill service and the iOS password AutoFill extension: they work only after you enable them in system settings; the OS passes hPass the login-field information (and the app/site name) to suggest a matching entry. The current release does not use the Accessibility service.
- Notifications and background work: periodic sync and reminders; boot receiver to reschedule sync.
Data kept on the device
- The vault is stored locally in the app database after AES-256 encryption on the device; the master key is protected by Android Keystore (Android); the PIN is stored only as a salted hash.
- The app can clear the clipboard after a time you set when you copy a password.
- Android does not back up app data to Google's cloud.
Data sent to the company's hOne server
- Two-way sync with hOne: encrypted entries, folders, categories, team-sharing information and the hOne account used to sign in. Design intent: data is encrypted before it leaves the device so the server cannot read password contents.
Third parties and SDKs
- Android: Firebase Analytics (Google) is bundled to collect anonymous usage metrics under the SDK's own mechanism. No advertising SDK.
App-specific notes
- When your hOne account is suspended or revoked (for example on leaving the company), hPass does not wipe at once: the first time the server reports the account disabled the vault is locked and re-checked after a delay; if the server confirms again, the app destroys the encryption keys, PIN, session and all vault data on the device (including shared entries). Entries not yet synced are lost. Network errors never trigger a wipe.
Deleting the account and data
The app has no self-service "delete account" button. Accounts are issued by your company's hOne administrator, so: (a) ask your company's administrator to disable or delete the account; or (b) email the contact in section 13 from the address linked to the account, stating the username and company name — we verify and process within 30 days at most; (c) a company representative may request deletion of all company data under sections 7 and 9. Uninstalling the app only removes data on that device.
hCheckin
Permissions on the device
- Camera: photos of the surroundings and a selfie when you check in or log a business trip.
- Precise/approximate location while using the app; background location (Android) / "Always" (iOS) to record your route during a shift, with a foreground service showing a notification while tracking.
- Wi-Fi information (network name SSID, BSSID) to recognise the office Wi-Fi; nearby-Wi-Fi-devices permission (Android).
- Notifications (attendance reminders), boot receiver and battery-optimisation exemption (Android) so tracking is not killed by the OS; Face ID (iOS) for quick sign-in.
Data kept on the device
- Photos, coordinates and route points are stored temporarily on the device and then synced to hOne (route points are recorded at a configured interval, 5 minutes by default). Tracking stops automatically when the work hours end or on check-out. Android does not back up app data to Google's cloud.
Data sent to the company's hOne server
- Attendance photos, GPS location, route, office Wi-Fi information, check-in/out times and business trips — stored on the company's hOne system for HR. The company (the employer) decides whether and to what extent attendance/route tracking is used and is responsible for informing employees.
Third parties and SDKs
- Android: Google Firebase Analytics, Crashlytics (crash reports) and Cloud Messaging (notifications). iOS: Apple Push Notification service.
- Route maps load map tiles from OpenFreeMap (openfreemap.org): when you view a map, your IP address and the map area viewed are sent to that service. No advertising SDK.
Deleting the account and data
The app has no self-service "delete account" button. Accounts are issued by your company's hOne administrator, so: (a) ask your company's administrator to disable or delete the account; or (b) email the contact in section 13 from the address linked to the account, stating the username and company name — we verify and process within 30 days at most; (c) a company representative may request deletion of all company data under sections 7 and 9. Uninstalling the app only removes data on that device.
hCall
Permissions on the device
- Microphone: used only during calls. The app does not record calls. (iOS also declares the camera permission because the WebRTC calling library references that API; the app is voice-only and does not turn the camera on.)
- Contacts (optional): read on the device to show caller names and pick numbers quickly; contacts stay on the device and are not uploaded to a server.
- Notifications, full-screen incoming-call display on a locked phone, a call foreground service, system call management (Android Telecom / iOS CallKit), PushKit/VoIP and background audio (iOS), Bluetooth for wireless headsets.
Data kept on the device
- Device ID and push tokens (FCM/APNs VoIP) so the right device rings; login details are kept in the OS secure storage. Signing out clears the session and stops incoming calls on that device. Android does not back up app data to Google's cloud.
Data sent to the company's hOne server
- Username, display name, extension; call history (numbers, time, duration) stored on the company's hOne system. The company may enable recording on its own PBX under its own policy; that recording is the company's decision and the company is responsible for informing callers.
Third parties and SDKs
- Google Firebase Cloud Messaging (Android) and Apple Push Notification/PushKit (iOS) to ring the phone. The WebRTC library runs inside the app; signalling uses WSS/TLS and voice is SRTP-encrypted. No advertising or behavioural-analytics SDK.
Deleting the account and data
The app has no self-service "delete account" button. Accounts are issued by your company's hOne administrator, so: (a) ask your company's administrator to disable or delete the account; or (b) email the contact in section 13 from the address linked to the account, stating the username and company name — we verify and process within 30 days at most; (c) a company representative may request deletion of all company data under sections 7 and 9. Uninstalling the app only removes data on that device.
Change history
- 2026-10-19 — Clarified retention: when a plan or trial expires without renewal, the account becomes read-only and is then suspended; data is permanently deleted from the live system within 30 to 180 days after expiry depending on the case, after confirmation by hOne; backups are created and cleaned up automatically on a rotation schedule and removed within at most 12 months.
- 2026-10-12 — Merged into one Privacy Policy and one Terms of Use covering hOne Web and the hChat, hTask & Projects, hPass, hCheckin and hCall apps; added an annex describing each app's data and permissions and how to request deletion of an account and data. Replaces the separate per-app policies published earlier.
- 2026-10-09 — First version for the hone.vn website and the hOne platform.