Privacy Policy

1. Introduction

VITO Business Services Asia Inc. ("VITO", "we", "us", or "our") operates VITO FundR, a financial request management platform (the "Service"). This Privacy Policy explains how we collect, use, disclose, and protect information when you use our Service.

By accessing or using the Service, you agree to the collection and use of information in accordance with this policy. If you have questions, contact us at vitobusiness@thevitogroup.com.

2. Information We Collect

2.1 Account Information

When you register or are invited to the Service, we collect your name, email address, employee number, department, cost center, and assigned role.

2.2 Financial Request Data

We collect information you submit through fund requests, reimbursements, cash advances, vendor payments, and revolving fund liquidations. This includes amounts, purposes, vendor details, bank account information, and supporting documents.

2.3 Uploaded Documents

We store files you upload as attachments to requests, liquidations, or replenishments (e.g., receipts, invoices, proof of payment, e-signatures). These files are stored securely and linked to your records.

2.4 Transaction & Audit Data

We automatically record approval actions, disbursements, status changes, and other system events in audit logs to maintain an accurate financial trail.

2.5 Usage Data

We may collect non-personal data about how you interact with the Service (page visits, feature usage, browser type, IP address) for analytics and service improvement.

3. How We Use Your Information

• To process and manage financial requests, approvals, disbursements, and liquidations
• To maintain approval workflows and audit trails required for financial compliance
• To send email notifications about request status, approvals, and required actions
• To verify bank accounts and disbursement details
• To generate financial reports and analytics for authorized administrators
• To enforce role-based access controls and security policies
• To provide customer support
• To improve the Service and diagnose technical issues

4. Legal Basis for Processing

We process personal data on the following bases:

• Contract: Processing is necessary to perform our service agreement with your organization.
• Legitimate Interests: To maintain financial records, ensure compliance, and secure the platform.
• Legal Obligation: To comply with applicable financial regulations and auditing requirements.
• Consent: Where you have explicitly provided consent (e.g., uploading optional documents).

5. Data Sharing and Disclosure

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

• Your Organization: Authorized administrators, approvers, and finance personnel within your organization who require access to process requests.
• Service Providers: Trusted third-party providers who assist in operating the Service (e.g., cloud storage, email delivery), bound by confidentiality agreements.
• Legal Requirements: When required by law, court order, or government authority.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, subject to the same privacy commitments.

6. Data Retention

We retain financial request data, audit logs, and uploaded documents for as long as required by applicable law and your organization's retention policy, or until your account is closed — whichever is longer. Usage logs are retained for a shorter period consistent with operational needs.

7. Data Security

We implement industry-standard security measures including encrypted data transmission (TLS/HTTPS), role-based access controls, and secure file storage. However, no method of electronic transmission or storage is 100% secure, and we cannot guarantee absolute security.

8. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access, correct, or delete your personal data
• Object to or restrict certain processing activities
• Request data portability
• Withdraw consent at any time (where consent is the legal basis)

To exercise these rights, contact us at vitobusiness@thevitogroup.com. Note that some requests may be limited by our legal obligations to retain financial records.

9. Cookies

The Service may use essential cookies or local browser storage to maintain your session and preferences. We do not use third-party advertising cookies.

10. Children's Privacy

The Service is intended for use by employees and authorized business users only. We do not knowingly collect data from individuals under 18 years of age.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify users of material changes via email or an in-app notice. Continued use of the Service after changes constitutes acceptance of the updated policy.

12. Contact Us

For privacy-related inquiries: