1. Introduction and scope
This Privacy Policy explains how Vinh Hoa Technology Solutions Co., Ltd. ("we", "us") collects, uses, shares and protects personal data when you use the Chủ Trọ Tốt app on iOS and Android and the website trotot.com.vn (together, the "Service").
We are responsible for the account data of app users (landlords and building managers). For tenant data that a landlord enters into the app, the landlord decides the purposes and means of processing; we process that data on the landlord's instructions (see section 7).
By creating an account and using the Service, you confirm that you have read and agree to this policy.
2. Data we collect
2.1. Landlord account data
- Sign-in details: email and password, or a one-time code (OTP) sent by email or to your phone number.
- Profile: full name, phone number, date of birth, gender, national ID (CCCD) number and issue date, permanent address, profile photo, signature (printed on contracts and documents).
- Administration: co-owners you add, the service plan in use.
2.2. Bank account details
If you add a bank account so that a payment QR code appears on invoices, we store the bank name, account number, account holder name, QR image and payment note. The app does not process payments and has no in-app purchases; transfers happen directly between the tenant and your bank.
2.3. Tenant and rental data entered by landlords
- Tenants: full name, date of birth, gender, national ID number and issue date, permanent address, phone number, email, profile photo, front and back photos of the national ID, residence start date.
- Tenant relatives: name, phone number, national ID number, relationship.
- Vehicles: type, licence plate.
- Rental activity: buildings, rooms, contracts, deposits, invoices, electricity and water meter readings, income and expense records, notes, room photos and videos.
2.4. Device data
To deliver push notifications, the app stores on our servers a push token (Firebase Cloud Messaging) together with a device identifier, device name or model, and platform (iOS or Android).
2.5. Data kept only on your device
Biometric unlock (Face ID, fingerprint) is performed by the operating system; biometric data is never sent to us. Your sign-in session is kept in the operating system's secure storage on the device.
2.6. Images sent to a text-recognition service (optional feature)
When you choose to scan a national ID from a photo, or scan a receipt or bank-transfer image, that image is sent through our servers to an AI text-recognition service provider to extract the text and pre-fill the form. This feature is optional; you can always type the information manually instead.
2.7. Data we do not collect
The app contains no advertising SDKs, no behavioural analytics or tracking tools, does not collect your location and does not read your contacts. We do not sell personal data.
3. Device permissions
The app asks for a permission only when you use the related feature, and you can change it at any time in your device settings:
- Camera: scanning QR codes, taking room photos and videos, photographing national IDs.
- Photo library: choosing existing photos; saving images and PDF files (contracts, invoices, notices) to your device.
- Microphone: recording sound while filming video.
- Notifications: push notifications about invoices, contracts and outstanding payments.
- Biometrics: quick unlock of the app.
The app does not request location or contacts permissions.
4. How we use data
- Creating and managing your account; authenticating sign-in by password or OTP.
- Providing rental-management features: buildings, rooms, tenants, contracts, meter readings, invoices, debts, income and expenses, reports.
- Generating documents from the data you enter: contracts, notices, invoices, the CT01 residence declaration.
- Sending push notifications to your device, for example invoices not yet created, contracts about to expire, payments due.
- Sending invoices, notices and payment reminders to tenants' Zalo numbers when you enable that feature.
- Showing your payment QR code on invoices.
- Customer support and handling requests and complaints.
- Operating, monitoring and securing our systems.
- Meeting legal obligations when required by a competent authority.
5. Third-party processors
We rely on the following service providers to run the Service. They process data only to the extent needed for the service they provide:
- Supabase: database, authentication, file storage (images, documents) and server-side functions.
- Firebase Cloud Messaging (Google): push notification delivery.
- Zalo (Zalo Official Account, Zalo OpenAPI): sending OTP codes to your phone number; sending invoices, notices and payment reminders to tenants' Zalo numbers when you enable the feature.
- AI text-recognition service provider: extracting text from national ID, receipt or bank-transfer images when you use the scan feature (section 2.6).
- System operations tooling: receives our internal technical error alerts; no content is sent to end users.
Beyond these cases we share data only with your consent or where the law requires it.
5.1. International transfers
Some of the providers above may host or process data outside Vietnam. In that case data is transferred and processed under our agreements with those providers and in accordance with Vietnamese personal data protection law.
6. Retention and security
We keep data for as long as your account is active and as long as needed for the purposes in section 4, or longer where the law requires. When you ask us to delete your account, we follow the process on the account deletion page (Vietnamese).
We apply appropriate technical and organisational measures to protect data, including account authentication, per-account access control and restricted access to our server infrastructure. No method of transmission or storage is completely secure; please keep your password confidential and enable biometric unlock on your device.
7. Landlords' responsibilities for tenant data
When you enter tenant, relative, vehicle or image data into the app, you control that data and are responsible for:
- Collecting it lawfully, informing tenants that their data is stored in the app and obtaining consent where the law requires.
- Entering only the data needed for rental management and residence declarations.
- Updating, correcting or deleting tenant data on request, using the app's features.
- Keeping your account secure so that tenant data is not accessed without authorisation.
We process tenant data on your instructions through the app's features. If you are a tenant and wish to exercise your rights, please contact the landlord who manages your data; you may also contact us under section 11 for assistance.
8. Your rights and how to exercise them
Under Vietnam's Decree 13/2023/ND-CP on personal data protection you have the right to:
- Be informed about, and consent to, the processing of your data.
- Access, view and obtain a copy of your data.
- Correct inaccurate data.
- Delete your data and request deletion of your account.
- Withdraw consent; withdrawal does not affect processing carried out before it.
- Restrict or object to processing.
- Complain, report and claim compensation as provided by law.
You can view and edit your profile in the Account section of the app. For other requests, email hotro@trotot.com.vn from your registered email address, or include your registered phone number, so we can verify you. Detailed instructions for account deletion are on the account deletion page.
9. Children
The Service is intended for adult landlords and building managers and is not directed at children under 16. We do not knowingly collect children's data; if we learn that an account was created by a child, we delete the account and related data.
10. Changes to this policy
We may update this policy when features or legal requirements change. The current version is published on this page with its effective date; for significant changes we also notify you in the app.
11. Contact
Vinh Hoa Technology Solutions Co., Ltd. (Công ty TNHH Giải pháp Công nghệ Vinh Hoa)
Address: 51/7 Street 24, Hiep Binh Ward, Ho Chi Minh City, Vietnam
Phone: +84 386 813 054
Email: hotro@trotot.com.vn
Website: trotot.com.vn