Privacy Policy

1. Introduction

Vesta Council ("we", "us", "our") is committed to handling the personal information of our participants, enquirers, and website visitors with care and respect. This Privacy Policy describes what data we collect, why we collect it, how we use it, and the rights you hold in relation to it.

This policy applies to all personal data collected through our website, our enquiry process, and our service delivery. Our services are administrative and educational in nature; we do not provide financial, legal, or medical advice. The personal data we handle is limited to what is necessary to arrange and deliver those services.

If you have any questions about this policy, please write to us at [email protected].

2. Who We Are (Data Controller)

The data controller for personal data collected through our website and services is:

• Vesta Council
• 84 Nimmanhaemin Road, Suthep, Mueang Chiang Mai, Chiang Mai 50200, Thailand
• Email: [email protected]
• Phone: +66 95 372 6184

3. What Data We Collect

3.1 Data You Provide Directly

When you use the contact form on our website or write to us by email, we collect the information you choose to share: your name, email address, and any message content. Providing a telephone number is optional.

When booking and receiving services, we may note additional details relevant to service delivery — for example, the type of documents being indexed, or scheduling preferences for reading companion visits.

3.2 Data Collected Automatically

Our website may collect standard technical data through cookies and analytics tools, including IP address, browser type, pages visited, and session duration. Please see our Cookie Policy for full details.

3.3 Sensitive Information

We do not request or require sensitive personal data (such as financial account numbers, health information, or government identification numbers). Where participants voluntarily bring documents containing such information to indexing sessions, those documents are handled only as described in the service scope — sorted, labelled, and returned to the participant. Their content is not recorded, transcribed, or retained by us.

4. Legal Basis for Processing

We process personal data on the following legal grounds:

• Contractual necessity: Processing required to deliver a service you have booked or enquired about.
• Legitimate interests: Communicating with enquirers, maintaining service records, and improving our services.
• Consent: For optional communications such as newsletters or follow-up emails, where you have explicitly opted in.

Thailand's Personal Data Protection Act B.E. 2562 (PDPA) applies to our handling of personal data. We process data in compliance with those requirements.

5. How We Use Your Data

• To respond to enquiries and provide information about services
• To arrange, schedule, and deliver the service you have requested
• To send administrative correspondence related to your service booking
• To maintain internal service records for operational purposes
• To improve our website and services through aggregated analytics

We do not use personal data for marketing communications without explicit consent. We do not sell, rent, or share your personal data with third parties for their own commercial purposes.

6. Data Sharing

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

• Service delivery: Where a named team member requires scheduling information to conduct a session or visit.
• Technical service providers: Website hosting and email services who process data on our behalf under appropriate data processing agreements.
• Legal obligations: Where required by applicable Thai law or a competent authority.

7. Data Retention

Enquiry correspondence is retained for 12 months from the date of contact. Service records (name, contact details, service date, service type) are retained for 3 years from the date of service for operational and accounting purposes. After these periods, data is securely deleted.

Cookie and analytics data is retained according to the terms set out in our Cookie Policy, typically not exceeding 13 months.

8. Data Protection Measures

We take reasonable steps to protect personal data against unauthorised access, disclosure, or loss. These include: access controls on systems holding personal data, encryption of data in transit via our website (HTTPS), and limiting access to personal data to team members who require it for service delivery.

In the event of a data breach that is likely to pose a risk to your rights and freedoms, we will notify you and the relevant supervisory authority as required under the PDPA.

9. Cookies

Our website uses cookies to improve your experience and understand how visitors use our pages. You can manage your cookie preferences at any time. For full details, please read our Cookie Policy.

10. Your Rights

Under the Thailand Personal Data Protection Act, you have the following rights regarding your personal data:

• Right of access: You may request a copy of the personal data we hold about you.
• Right to rectification: You may ask us to correct inaccurate data.
• Right to erasure: You may ask us to delete your data, subject to legal obligations.
• Right to data portability: You may request your data in a structured, machine-readable format.
• Right to object: You may object to processing based on legitimate interests.
• Right to withdraw consent: Where processing is based on consent, you may withdraw it at any time.
• Right to lodge a complaint: You may raise a concern with Thailand's Personal Data Protection Committee.

To exercise any of these rights, please write to [email protected]. We will respond within 30 days.

11. Third-Party Links

Our website may contain links to external websites. We are not responsible for the privacy practices of those sites and recommend you read their privacy policies independently before providing any personal information.

12. Children's Privacy

Our services are intended for adults aged 18 and over. We do not knowingly collect personal data from persons under 18. If you believe we have inadvertently received data from a minor, please contact us and we will delete it promptly.

13. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last Updated" date at the top of this page. Where changes are material, we will notify active participants by email where we hold a valid email address. Continued use of our website or services after changes constitutes acceptance of the updated policy.

14. Contact for Privacy Matters

For any question relating to this Privacy Policy or how we handle your personal data, please write to us:

Vesta Council — Privacy Enquiries
84 Nimmanhaemin Road, Suthep, Mueang Chiang Mai, Chiang Mai 50200, Thailand
[email protected]