VISITOR PRIVACY NOTICE AND OFFICE ACCESS RULES

Effective date: 01 July 2026

This Visitor Privacy Notice and Office Access Rules applies to all visitors, guests, clients, meeting participants, service providers, contractors, temporary office users and any other person entering or remaining at the office premises of Henrison Law.

This Notice is issued for the purposes of transparency, office security, client confidentiality, access control and compliance with applicable laws of Vietnam on personal data protection, including the Law on Personal Data Protection and its implementing regulations.

1. Data Controller

For the purposes of this Notice, Henrison Law acts as the personal data controller, or the personal data controller and processor, as applicable, in respect of personal data collected and processed in connection with visitor access, CCTV monitoring, office security and office administration.

Contact details:

Henrison Law
Address: 7th Floor, Enterprise Tower, 290 Ben Van Dong Street, Ho Chi Minh City
Email: info@henrisonlaw.com
Telephone: (+84) 772 897 428

2. Categories of Personal Data We May Process

When you enter, access or remain at our office, we may collect and process the following categories of personal data:

(a) CCTV images, video footage, date and time of entry, movement within monitored common areas, and other visual information captured by security cameras;

(b) Visitor registration information, including name, company, position, contact details, host, meeting purpose, arrival and departure time, and other information provided by you or your host;

(c) Identification information, where reasonably required for access control, security, legal compliance or incident management;

(d) Meeting-related information, including meeting room booking details, host details, attendance records and access records;

(e) Incident-related information, where an office security, confidentiality, safety, access or compliance incident occurs;

(f) Device or network access information, where you use guest Wi-Fi or other permitted office systems.

We do not intentionally collect sensitive personal data from visitors unless such collection is required by law, necessary for a specific incident, or expressly notified to you.

3. Purposes of Processing

We process visitor personal data for the following purposes:

(a) Managing visitor access to the office;

(b) Protecting the security of the office, personnel, visitors, clients, property, equipment, documents and confidential information;

(c) Maintaining professional confidentiality and client confidentiality;

(d) Preventing unauthorised access to working areas, client files, workstations, meeting rooms, restricted areas and internal documents;

(e) Monitoring compliance with office access rules, confidentiality rules and meeting room rules;

(f) Investigating, handling and documenting security, safety, confidentiality, misconduct, access-control or legal incidents;

(g) Complying with applicable laws, regulations, professional obligations, requests from competent authorities, and internal risk management requirements;

(h) Protecting the lawful rights and interests of Henrison Law, its clients, personnel, visitors and authorised office users.

4. Legal Basis and Consent

Personal data is processed in accordance with applicable Vietnamese laws on personal data protection.

By entering or remaining at our office after this Notice has been made available, you acknowledge that you have been informed of the processing activities described in this Notice. Where consent is required by applicable law, your entry into and continued presence at the office constitutes your consent to the processing of your personal data for the purposes stated in this Notice.

If you do not agree with this Notice, please do not enter the office and contact our staff for alternative arrangements.

5. CCTV Monitoring

CCTV cameras may be installed and operated in reception areas, entrance areas, corridors, common areas, meeting access areas and other areas where monitoring is necessary for security and access control.

CCTV is used for security, confidentiality protection, incident management and access control. CCTV is not intended to monitor private activities, and cameras will not be installed in areas where a high level of privacy is expected, such as restrooms.

Unless otherwise expressly notified, CCTV footage does not include audio recording.

6. Disclosure and Sharing of Personal Data

We may disclose or share visitor personal data with the following recipients where necessary and lawful:

(a) Authorised personnel of Henrison Law;

(b) Building management, security personnel, IT service providers, CCTV maintenance providers and other service providers assisting with office security or administration;

(c) Meeting hosts or authorised office users, where necessary for access control, meeting administration or incident handling;

(d) Professional advisers, insurers or legal representatives, where necessary to protect lawful rights and interests;

(e) Competent authorities, courts, regulators, law enforcement agencies or other government authorities where required or permitted by law.

We do not sell visitor personal data.

7. Retention Period

CCTV footage is generally retained for up to 30 days, unless a longer retention period is necessary for security, investigation, legal claim, dispute resolution, regulatory request or other lawful purpose.

Visitor logs and access records may be retained for up to 12 months, unless a longer period is required or permitted by law, or necessary for legal, security, tax, accounting, compliance or dispute-related purposes.

Incident-related records may be retained for as long as reasonably necessary to handle the incident, protect lawful rights and interests, comply with legal obligations, or resolve any related dispute.

8. Cross-Border Transfer

Visitor personal data is not ordinarily transferred outside Vietnam. However, where data is stored, backed up, accessed or processed through systems or service providers located outside Vietnam, we will take steps required by applicable Vietnamese laws on personal data protection, including any required internal assessment, documentation and security measures.

9. Security Measures

We apply reasonable administrative, technical and organisational measures to protect visitor personal data against unauthorised access, disclosure, alteration, loss, misuse or unlawful processing.

Such measures may include access controls, password protection, restricted access to CCTV systems, internal confidentiality obligations, secure storage, retention control and incident handling procedures.

10. Your Rights

Subject to applicable law and statutory limitations, you may have the right to be informed of the processing of your personal data, to give or withdraw consent, to access your personal data, to request correction or deletion, to object to or restrict certain processing activities, to request provision of your personal data, and to lodge complaints or exercise other rights provided by Vietnamese law.

To exercise your rights, please contact us using the contact details stated in Section 1. We may request reasonable information to verify your identity before processing your request.

11. Office Access Rules

All visitors must comply with the following office access and confidentiality rules:

(a) Visitors must follow the instructions of Henrison Law personnel, reception staff, building security and authorised office representatives.

(b) Visitors may be required to register upon arrival and provide reasonable identification or contact information for access control purposes.

(c) Visitors are permitted to access reception areas, meeting rooms and other authorised areas only. Entry into working areas, staff areas, document storage areas, accounting areas, file cabinets, workstations or restricted areas is not permitted unless expressly authorised and accompanied by Henrison Law personnel.

(d) Unauthorised photography, filming, livestreaming, screen capture, audio recording or video recording is strictly prohibited.

(e) Visitors must not photograph, copy, scan, remove, view or handle any document, file, computer screen, client record, staff material, legal document, accounting document, personal data or confidential information unless expressly authorised.

(f) Visitors must not connect personal devices to internal office systems, networks, printers, workstations or storage devices unless expressly permitted. Guest Wi-Fi may be provided separately where available.

(g) Visitors must maintain confidentiality in respect of all information, documents, conversations, client names, meeting content, business information, personal data and professional materials observed or accessed at the office.

(h) Visitors must not enter, interrupt or approach other clients, meetings or personnel without permission.

(i) Visitors must not cause disturbance, harassment, disorder, damage, security risk or conduct inconsistent with a professional office environment.

(j) Henrison Law reserves the right to refuse entry, restrict access, request any visitor to leave the office, or take other appropriate measures where a visitor fails to comply with these rules or where necessary for security, confidentiality, legal compliance or professional risk management.

12. Temporary Third-Party Signage

Any third-party logo, name, signage or display appearing temporarily within the office is for meeting identification or temporary office-use purposes only.

Unless expressly agreed in writing by Henrison Law, such temporary signage does not create, represent or imply any partnership, joint venture, agency, representative office, branch, endorsement, sponsorship, affiliation, legal association or professional responsibility between Henrison Law and the relevant third party.

No visitor, temporary office user, tenant, client or third party may use the office address, images of the office, Henrison Law’s name, logo or brand assets in any manner that may mislead others as to the legal status, business presence, affiliation, representation or authority of such person or entity.

13. Updates

We may update this Notice from time to time to reflect changes in law, office operations, security requirements or internal policies. The updated version will be made available by QR code, physical notice, website notice or other appropriate means.

14. Contact

For questions about this Notice, office access rules, CCTV processing or personal data protection matters, please contact:

 info@henrisonlaw.com or use the contact details provided on this page.