Privacy policy

VocaMax is a smart language learning and exam preparation application using artificial intelligence (AI) technology, operated by VNP GROUP JOINT STOCK COMPANY.

VocaMax respects privacy and is committed to protecting users' personal data when accessing, registering an account and using the Website, applications, learning features and services provided on the VocaMax application.

This policy regulates how VocaMax collects, uses, stores, protects and processes users' personal data.

1. PURPOSE AND SCOPE OF PERSONAL DATA COLLECTION

VNP GROUP JOINT STOCK COMPANY (hereinafter referred to as “VNP Group”, “Company” or “We”) may collect and process personal data of users when users access, register an account or use VocaMax.

Personal data is collected and processed for the following purposes:

Create, authenticate and manage user accounts;
Provide, maintain and operate VocaMax features;
Provide learning content, practice exercises, tests and language learning support services;
Monitor and record the user's learning process and results to personalize the learning experience;
Provide artificial intelligence (AI) application features on the application;
Analyze, evaluate and provide learning suggestions suitable to the user's needs and usage process;
Processing fee-based transactions, service packages or features (if any);
Support customers and resolve requests, feedback, and complaints;
Send notifications related to accounts, services, feature updates and other necessary content;
Improve the quality, stability, safety and effectiveness of VocaMax;
Detect, prevent and address fraud, abuse or violations of the Terms of Use;
Perform obligations according to the provisions of law or according to legal requests of competent state agencies.

VocaMax only collects and processes personal data to the extent necessary, in accordance with the notified processing purpose or other lawful processing grounds as prescribed by law.

2. TYPES OF PERSONAL DATA COLLECTED

Depending on how and to what extent the user interacts with VocaMax, the types of data that may be collected include:

1. Account information

Full name;
Email address (Email);
Phone number;
Login information;
Profile information actively provided by users;
Avatar image or other information provided by the user's choice.

While using VocaMax, the system may record:

The course, content or lesson the user accesses;
Academic history;
Results of assignments, tests and practice activities;
Academic progress;
Scores and assessment results;
History of interactions with learning features;
Content entered by users into the system serves the learning process.

3. Data generated when using AI features

In the event that a user interacts with VocaMax's AI features, the system may process data that the user actively provides to that feature to create feedback, analyze, evaluate or support the learning process.

Depending on the feature, data may include question content, answers, text or other data entered or sent to the system by the user.

VocaMax will process data in accordance with the purpose of each feature and legal regulations on personal data protection.

4. Technical data

When users access or use VocaMax, the system can automatically record some technical data such as:

IP address;
Device type;
Operating system;
Browser type;
Session information;
Access time;
Data about activity and interaction with the Application;
Cookies and similar technologies.

Users are responsible for ensuring that the information they provide is accurate, complete and legal.

3. SCOPE AND PURPOSE OF DATA USE

User personal data may be used by VNP Group to the extent necessary to:

Account provisioning and maintenance;
Providing VocaMax services and features;
Personalize content and learning experiences;
Analyze learning process and results;
Provide feedback, assessments, and learning suggestions;
Operating AI application features;
User support and care;
Processing transactions and providing fee-based services, if any;
Improve products, features and service quality;
Ensure safety, security and prevent system abuse;
Perform statistics and data analysis at a level consistent with legal regulations and applicable data protection measures;
Perform the Company's legal obligations.

VocaMax does not use personal data for purposes other than those notified or without lawful grounds for processing in accordance with the law.

4. DATA PROCESSING IN THE PROCESS OF USING AI TECHNOLOGY

VocaMax uses artificial intelligence technology to help users learn more effectively.

Depending on each feature, data provided by users may be processed by the system to:

Analyze answers and practice results;
Give feedback and explanations;
Recommended learning content;
Personalize your learning path or method;
Language practice support;
Implement other AI functions announced by VocaMax.

VocaMax only processes data that is necessary for the provision and operation of the respective features.

Users should note that content or results generated by AI systems may contain errors and are not always absolutely accurate. It is the user's responsibility to evaluate the appropriateness of AI results before using them for purposes other than learning on VocaMax.

5. PERSONAL DATA RETENTION PERIOD

Personal data is stored by VNP Group for the period necessary to carry out the notified processing purposes, provide services to users, resolve disputes, exercise the rights and obligations of the parties or meet storage requirements according to legal regulations.

When data is no longer necessary for processing purposes and is not subject to continued storage according to legal regulations, VNP Group will delete, destroy or apply appropriate handling measures according to legal regulations and the system's technical capabilities.

In some cases, data may continue to be stored to the extent necessary to satisfy legal obligations, resolve disputes, protect the Company's legitimate rights and interests or fulfill other legitimate purposes.

VNP Group applies the principle of limiting access to personal data and only allowing individuals, departments or related parties to access data to the extent necessary to perform functions, tasks or provide services.

To the extent necessary, personal data may be accessed or processed by:

Human resources, competent department of VNP Group;
Units providing information technology services, data storage, system operations or technical support;
The unit providing payment services or transaction support services, if any;
Service providers directly related to the operation of VocaMax;
Partners providing AI or technology services, in case the use of such services is necessary for the functionality of VocaMax and data processing is carried out in accordance with legal regulations;
Competent state agency when providing data is carried out in accordance with the law.

VNP Group does not buy or sell users' personal data.

Providing or sharing data to third parties, if it arises, is done to the extent necessary, on the basis of suitability for the purpose of processing and legal bases according to regulations on personal data protection.

7. USER RIGHTS AND OBLIGATIONS REGARDING PERSONAL DATA

Users have rights to their personal data according to the law, including the right to know about the processing of personal data, the right to consent or withdraw consent in cases prescribed by law, the right to access, rectify, delete and other rights according to the law.

Users can exercise their rights by sending a request to VocaMax through the contact information published in this Policy.

VNP Group has the right to request users to provide necessary information to verify identity before processing requests related to personal data to ensure safety and prevent data disclosure to unauthorized persons.

Users are obliged to:

Provide accurate, complete and legal information;
Do not provide personal data of others to VocaMax without legal grounds;
Proactively protect account information and login information;
Notify VocaMax when you discover your account or personal data is at risk of unauthorized access or use.

8. PERSONAL DATA PROTECTION MEASURES

VNP Group applies appropriate management, technical and other measures to protect personal data from the risk of unauthorized access, collection, use, change, disclosure, loss or processing.

Protection measures may include controlling access rights, managing accounts and decentralizing permissions, ensuring system security, monitoring and handling information security risks appropriate to actual conditions.

In case of an incident related to personal data, VNP Group will take measures to handle, correct and notify in accordance with current law.

Despite applying appropriate protective measures, VNP Group cannot absolutely guarantee that any risks related to the Internet environment, users' devices or factors beyond the Company's control will not occur.

9. COOKIES AND SIMILAR TECHNOLOGIES

VocaMax may use Cookies and similar technologies to:

Stay logged in;
Remembers user settings and choices;
Improved user experience;
Analyze Application usage;
Detect and prevent abnormal behavior;
Improved application performance, stability, and quality.

Users can adjust their browser or device settings to control Cookies. However, disabling some Cookies may cause some VocaMax features to not function fully.

10. THIRD-PARTY LINKS AND SERVICES

VocaMax may integrate or contain links to applications, services or third parties.

In the event that the user accesses or uses third party services through such links or integrations, the collection and processing of personal data may be carried out in accordance with the third party's own policies.

Users should read the third party's privacy policy and conditions of use before providing personal data or using the respective services.

VNP Group is not responsible for the privacy policies, content or data processing activities of third parties beyond the scope directly controlled by VNP Group.

11. CHANGE OF PERSONAL DATA PROTECTION POLICY

VNP Group reserves the right to amend and supplement this Policy to reflect changes in law, technology, products, services or VocaMax's methods of operation.

The updated version will be announced on the Application or through an appropriate method.

In case the revised content significantly changes the way personal data is processed, VNP Group will notify or obtain the consent of the data subject if required by law.

Users should regularly check this Policy for updated information related to the protection of personal data.

12. RECEIVE AND RESOLVE REQUESTS AND COMPLAINTS

Users have the right to contact VocaMax to request answers, feedback or complaints regarding the collection, use and processing of personal data.

After receiving the request, VNP Group will check, verify and handle within the scope of its responsibility according to legal regulations and internal handling procedures.

In case the request cannot be fulfilled or the execution is limited by law, VNP Group will notify the requester within the appropriate scope.

13. CONTACT INFORMATION

For any requests, questions, feedback or complaints related to the Personal Data Protection Policy and the processing of personal data at VocaMax, please contact:

VocaMax

Operating unit: VNP GROUP JOINT STOCK COMPANY

Address: 4th Floor, Ha Thanh Office, No. 102 Thai Thinh, Dong Da Ward, Hanoi City, Vietnam.

Hotline: 024 3974 7886

Email: [email protected]

14. VOCAMAX CHROME EXTENSION

This section applies to the VocaMax extension for the Chrome browser (the "Extension").

Sent to VocaMax servers — only when you use the related feature:

Words or phrases you look up, together with the sentence they appear in, to find the right dictionary meaning.
Text you choose to translate and subtitle lines to be translated, when your browser cannot translate them on your device. Our servers may use translation services such as Google Translate to process this text.
Text you ask the Extension to read aloud, to generate speech (our servers use Microsoft's speech service).
The ID of the YouTube video you are watching, to find a matching VocaMax lesson and reviewed lyrics. We also count how often each video is opened, anonymously (not linked to you or your account), to choose which videos to add to the VocaMax library.
The words you choose to practice (the word, its meaning, and the original sentence with its translation), when you click Practice saved words, to create a practice session. If you are not signed in, the session is not linked to your account, expires after 6 hours, and is deleted from our servers within a day after that; because practice without signing in is limited per day, the Extension also sends a random ID created on your device, which we use only to count sessions and keep for at most a day. If you are signed in, the session and its results (review schedule, EXP) are saved to your account, like practice on the web.
When you look up or save a word, the ID of the YouTube video or the domain of the website you are on. We use it only to count, anonymously, which words are looked up and saved in each video or site, to suggest words to other learners; these counts are not linked to you or your account.

YouTube subtitles are loaded by the Extension directly from YouTube in your browser.

Stored on your device: your word list (words, meanings, the original sentence, and the video or page where you saved each word), your settings, and cached subtitles and translations, kept in the Extension's storage in your browser. Uninstalling the Extension removes them.

Microphone (Shadowing): the Extension records your voice only when you press Speak in Shadowing, and asks for microphone access for the Extension itself, not for YouTube. The recording stays on your device and is not sent to VocaMax. Speech recognition is done by Chrome: on your device if you have downloaded Chrome's language pack, otherwise Chrome sends your voice to Google's speech recognition service.

When you sign in: after you click "Allow" on vocamax.app, the Extension receives a session token and stores it on your device; it never sees your password. The words you save (with the original sentence and its translation, the YouTube video ID and time, or the page address without its query part, and the title) are synced to your VocaMax account so you can review them on the web and in the app. Each word is also sent with a few details kept by the Extension (its version, where you saved the word, its level, and how many times you looked it up or practised it), and is added to a "Chrome" folder in your notebook. You can sign out in the Extension, or revoke access at any time under Profile → Connected devices.

We do not:

track or collect your browsing history;
read or send page content other than the text you choose to look up or translate;
sell your data or share it for advertising;
use it for purposes unrelated to your learning.

Looking up words on any website only works after you grant that permission, and the Extension only reacts to text you select. The use of information received through the Extension complies with the Chrome Web Store User Data Policy, including the Limited Use requirements.