Privacy Policy

1. Introduction

Vaultline ("we", "us", "our") is a records organisation and education service based at 132 Ratsada Road, Talat Yai, Phuket 83000, Thailand. We take the privacy of the people who contact and work with us seriously. This policy explains what personal data we collect, why we collect it, how we use it, and what rights you have in relation to it.

This policy applies to all visitors to our website and to clients who engage our services. It is governed by the Personal Data Protection Act B.E. 2562 (PDPA) of Thailand and, where applicable, other relevant international standards.

Questions about this policy can be sent to [email protected].

2. Data We Collect

We collect personal data only where it is necessary and relevant to our services:

• Contact form submissions: name, email address, phone number (if provided), and any message content you choose to include.
• Session-related information: general notes shared during sessions to support our organisation and facilitation work. We do not retain, copy, or photograph client documents.
• Website usage data: anonymised visit data collected via analytics cookies, where consent has been given.
• Communications: email and phone records of correspondence with us.

We do not collect sensitive personal data (such as financial records, health data, or identification documents). We do not ask for or store copies of client documents at any stage.

3. Legal Basis for Processing

We rely on the following lawful bases to process your personal data:

• Consent: for marketing communications and analytics cookies, where you have opted in.
• Contract performance: to deliver booked services and respond to enquiries.
• Legitimate interests: to maintain records of our communications and improve our services, where this does not override your rights.
• Legal obligation: where applicable Thai law requires us to retain certain business records.

4. How We Use Your Data

• To respond to enquiries and book and deliver our services.
• To communicate with you about your booking or enquiry.
• To send service-related follow-up communications where relevant.
• To maintain business records as required by Thai law.
• To analyse website usage in aggregate (analytics cookies only, with consent).

We do not use your data for automated decision-making or profiling. We do not sell your data to third parties.

5. Data Sharing

We do not share your personal data with third parties except in the following circumstances:

• Service providers: where necessary for operating our website or communications systems (e.g., email hosting, website hosting). These providers process data on our behalf and are bound by appropriate agreements.
• Legal requirements: if required to disclose data by Thai law, court order, or regulatory authority.

Where data is processed outside Thailand, we take steps to ensure adequate protections are in place consistent with the PDPA.

6. Data Retention

• Enquiry and contact data: retained for up to 2 years from the date of last contact, or until you request deletion.
• Session notes and correspondence: retained for up to 3 years for record-keeping purposes, in line with standard Thai business retention periods.
• Analytics data: retained in anonymised form; raw session data held for up to 14 months.

7. Data Protection Measures

• Contact form data is transmitted over encrypted (HTTPS) connections.
• Business data is stored on access-controlled systems with limited internal access.
• We review our data handling practices periodically and address identified risks promptly.
• In the event of a data breach affecting your rights, we will notify you and the relevant Thai supervisory authority in accordance with PDPA requirements.

8. Cookies

Our website uses cookies to support basic functionality and, where you have given consent, to understand how visitors use the site. For full details of the cookies we use and how to manage your preferences, please see our Cookie Policy.

9. Your Rights Under Thai PDPA

Under the Personal Data Protection Act, you have the following rights in relation to your personal data:

• Right of access: to request a copy of the personal data we hold about you.
• Right to rectification: to request correction of inaccurate data.
• Right to erasure: to request deletion of your data in certain circumstances.
• Right to data portability: to receive your data in a structured, commonly used format.
• Right to object: to object to processing based on legitimate interests.
• Right to withdraw consent: at any time where processing is based on consent.
• Right to lodge a complaint: with the Office of the Personal Data Protection Committee (PDPC) of Thailand.

To exercise any of these rights, please contact us at [email protected]. We will respond within 30 days.

10. Third-Party Links

Our website may include links to external websites, including official Thai government resources. We are not responsible for the privacy practices of those sites and encourage you to read their privacy policies independently.

11. Children's Privacy

Our services are intended for adults aged 18 and over. We do not knowingly collect personal data from minors. If you believe a minor has provided us with personal data, please contact us at [email protected] and we will delete it promptly.

12. Changes to This Policy

We may update this policy from time to time. Material changes will be noted on this page with a revised effective date. Continued use of our website or services after such changes constitutes acceptance of the updated policy.

13. Contact

Data Controller: Vaultline

132 Ratsada Road, Talat Yai, Phuket 83000, Thailand

Email: [email protected]

Phone: +66 93 471 8256