Privacy Policy

Hausive (a product of ERMA Group Co., Ltd.) respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use our website, products, and related services (collectively, the "Services").

When Vietnam law applies, this Privacy Policy is also intended to support our transparency obligations under the Law on Personal Data Protection (Law No. 91/2025/QH15), effective January 1, 2026, and Decree No. 356/2025/ND-CP. It should be read together with our Terms of Service, Cookie Policy, and any just-in-time notices we provide inside the Services.

This Privacy Policy describes our general privacy practices for users globally. Where local law gives you additional rights or requires extra disclosures, including in Vietnam, those local-law terms supplement the general sections below.

For Vietnam billing and support requests, we route communications through our Vietnam support channel and support email, and we may process payment and invoicing records through hosted payment links and electronic invoice workflows as part of the Services.

By using the Services, you agree to the practices described in this Privacy Policy. If you do not agree, please do not use the Services.

1. Scope

This policy applies to information we process through:

• The Hausive marketing website and customer support channels.
• Hausive applications, dashboards, and related account services.
• Communications you send to us by email, forms, chat, or phone.

Depending on the context, Hausive may process personal data as a controller, a controller-cum-processor, or a processor for our customers. Section 6 explains that distinction in more detail.

2. Information We Collect

We collect personal data you provide directly, personal data collected automatically, and personal data we receive from third parties or from our customers who use the Services.

• Information you provide. This may include your name, email address, phone number, billing details, company information, account credentials, property and tenancy data you submit, and communications with our team.
• Information collected automatically. This may include IP address, device and browser type, operating system, referring URLs, pages viewed, timestamps, and feature interactions.
• Cookies and similar technologies. We use cookies and related tools for security, authentication, performance, preferences, and analytics.
• Information from third parties. We may receive information from payment processors, analytics providers, communication tools, identity providers, and partners that help us operate the Services.
• Sensitive personal data. We do not intentionally request sensitive personal data unless it is reasonably necessary, lawful, and proportionate for the Services. Depending on your use of Hausive, this may include invoicing or payment records, government-issued identification details, precise location data, or other categories you or your organization choose to submit for compliance, fraud prevention, or account verification. Please do not upload sensitive personal data unless you are authorized to do so and it is necessary for your use of the Services.

3. How We Use Information

We use information to operate and improve the Services, including to:

• Provide, maintain, secure, and troubleshoot the Services.
• Process transactions, billing, renewals, and account administration.
• Communicate with you about support, product updates, legal notices, and service messages.
• Analyze usage trends to improve features, usability, and reliability.
• Personalize content, evaluate marketing performance, and prevent abuse or fraud.
• Enforce our legal terms and comply with legal obligations.

We process personal data only for specific and disclosed purposes. We do not use personal data for materially different or incompatible purposes unless we are permitted to do so by law and, where required, after giving additional notice or obtaining consent.

4. Lawful Grounds for Processing

The lawful grounds we rely on depend on the Services, the data involved, your location, and the law that applies. Depending on the situation, we may process personal data based on one or more of the following:

• Your consent, where required and obtained.
• Performance of a contract with you or with the organization you represent.
• Compliance with legal obligations, invoicing, accounting, or regulatory requests.
• Protection of life, health, safety, rights, or other lawful interests in urgent circumstances or other cases permitted by applicable law.
• Security, fraud prevention, customer support, service reliability, product improvement, and other lawful business purposes where permitted by applicable law.

Where we rely on consent, we seek it through clear mechanisms, keep records where required by law, and let you withdraw consent as described below. Withdrawal of consent does not affect processing that was lawful before the withdrawal took effect.

When Vietnam law applies, we also follow the consent, notice, sensitive-data, and exception rules required by Vietnamese law. Additional Vietnam-specific information is provided in Section 12.

5. How We Share Information

We do not sell personal data. We may share information with:

• Service providers that help us host, secure, analyze, communicate, and bill.
• Affiliates or business entities under common control with ERMA Group Co., Ltd.
• Professional advisors, auditors, and legal counsel where needed.
• Government authorities or third parties when required by law or to protect rights, safety, and security.
• Successors in connection with a merger, acquisition, reorganization, financing, or sale of assets.

We require recipients to protect personal data, use it only for authorized purposes, and return, delete, or anonymize it when no longer needed, subject to applicable law.

6. Controller and Processor Roles

Hausive generally acts as a controller for data about website visitors, account owners, billing contacts, support requests, marketing preferences, security logs, and business communications.

When our customers upload or manage tenant, property, vendor, staff, or other business data in the Services, the customer may act as the primary controller for that data, and Hausive may act as a processor or controller-cum-processor depending on the relevant workflow and applicable law.

Customers are responsible for ensuring they have the necessary notices, permissions, and lawful grounds for personal data they submit to Hausive.

7. Customer Data Processing and Consent

For most self-serve customers, customer data processing terms are handled through this Privacy Policy, our Terms, and the product flows you use when you create an account, configure the Services, upload records, invite users, or request support. A separate signed data processing agreement is not typically required for ordinary online use, though enterprise customers may request one where appropriate.

• Customers remain responsible for ensuring they have the right to collect, use, and disclose the personal data they submit to Hausive, including providing privacy notices and obtaining explicit, voluntary, and informed consent where Vietnam law or other applicable law requires consent.
• By submitting customer data through the Services, the customer instructs Hausive to process that data to host, secure, maintain, support, and provide the Services, related communications, billing, and compliance operations.
• Hausive processes customer data only for the customer's documented instructions as reflected in the product workflow, support requests, and service relationship, except where applicable law requires otherwise.
• We may use service providers and subprocessors to support hosting, authentication, communications, security, analytics, and billing. We require them to protect personal data and use it only for authorized purposes.
• We apply technical and organizational safeguards designed to protect customer data and, where appropriate, provide reasonable assistance with access, correction, export, deletion, incident response, and transfer-governance requests that relate to our role in the processing.
• When customer data is no longer needed, we delete, return, or irreversibly anonymize it in line with our retention practices, backup cycles, and legal obligations.

If your organization needs separate procurement or data processing terms, contact legal@hausive.com .

8. International Data Transfers

We may process and store personal data in Vietnam and in other countries through our personnel, affiliates, cloud providers, and service providers.

Where required by applicable law, including Vietnam's personal data protection law, we apply appropriate safeguards to international transfers. These may include contractual commitments, vendor due diligence, access controls, security measures, and maintaining cross-border transfer records or assessment dossiers where required.

9. Data Retention

We retain personal information only as long as necessary for the purposes described in this policy, including to provide Services, resolve disputes, enforce agreements, and comply with legal obligations.

Retention periods may vary depending on the nature of the data, whether the data relates to an active customer account, backup cycles, tax and accounting obligations, security investigations, or other legal requirements. When data is no longer needed, we delete, destroy, or irreversibly anonymize it, unless the law requires longer retention.

10. Security

We use administrative, technical, and organizational safeguards designed to protect personal information. No system is completely secure, and we cannot guarantee absolute security.

Our safeguards may include role-based access controls, authentication controls, system monitoring, backup and recovery measures, and contractual controls with service providers. You are responsible for protecting your account credentials and notifying us promptly if you suspect unauthorized access.

11. Your Privacy Rights

Depending on your location and our role in the processing, you may have rights under applicable law to:

• Access, review, correct, or request correction of your personal data.
• Request deletion, destruction, or anonymization of personal data where applicable.
• Request restriction of processing or object to certain processing.
• Withdraw consent where processing relies on consent.
• Request a copy, export, or transfer of personal data where required by law.
• Opt out of direct marketing communications.
• Complain to a regulator or otherwise pursue remedies available under law.

To exercise rights requests, contact us at legal@hausive.com .

We may ask for information reasonably necessary to verify your identity, authority, and the scope of your request. If Hausive acts only as a processor for the requested data, we may direct you to the relevant customer or help route the request to them.

12. Additional Information for Vietnam Data Subjects

If you are in Vietnam, or if Vietnam's personal data protection law applies to the relevant processing, the following additional points apply together with the general sections above:

• This policy is intended to support our transparency obligations under the Law on Personal Data Protection (Law No. 91/2025/QH15) and Decree No. 356/2025/ND-CP.
• Depending on the context, Hausive may act as a controller, a processor, or a controller-cum-processor for personal data.
• Where required by Vietnamese law, we obtain and record consent through clear mechanisms and allow consent to be refused or withdrawn, subject to lawful exceptions.
• Vietnam data subjects may have rights to be informed, give or refuse consent, withdraw consent, access, view, correct, request restriction or deletion, request provision of personal data, object in cases permitted by law, complain, report violations, and seek damages.
• Where required, we apply additional safeguards and documentation for sensitive personal data and cross-border transfers.
• If a notice or registration with online.gov.vn is required for our website or services, we will publish the applicable filing details and status once they are issued by the competent authority. We do not publish unissued registration numbers or badges.

13. User Data Deletion

You may request deletion of your account and associated personal data at any time by contacting legal@hausive.com from the email address linked to your account.

Once we verify the request and confirm the scope, we will delete, destroy, or irreversibly anonymize personal data that is no longer needed to provide the Services or to satisfy legal obligations. We will handle deletion requests within the timelines required by applicable law.

We may retain limited information when required for security, fraud prevention, dispute resolution, backup restoration, tax and accounting obligations, or legal compliance.

If you created or used your account through Google Login, Facebook Login, or Apple Login, or another third-party identity provider, you may also remove Hausive access from that provider’s account settings. Removing the connection does not automatically delete your Hausive account, so you should still send a deletion request if you want your Hausive data removed.

14. Cookies and Tracking Choices

Most browsers let you control cookies through their settings. Disabling certain cookies may affect some features or functionality of the Services.

Where required by law, we ask for consent before using non-essential cookies or similar technologies. You can withdraw or change cookie choices through your browser settings and any cookie tools we make available.

For more detail, see our Cookie Policy .

15. Children's Privacy

The Services are not directed to children under 16, and we do not knowingly collect personal information from children under 16.

If we learn that we have collected personal data from a child or from a person whose legal representative must act on their behalf, we will take steps required by applicable law, which may include obtaining representative authorization or deleting the data.

16. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated version on this page and revise the "Last updated" date above. Material changes may be communicated through the Services or by email.

17. Contact Us

If you have questions about this Privacy Policy, contact:

Hausive, c/o ERMA Group Co., Ltd.

85 Le Van Huan, Tan Binh Ward, Ho Chi Minh City 72100, Vietnam

Email: legal@hausive.com

Tax identification number: 0318944433