Privacy Policy — LandSys

1. Who is responsible for your data

Two roles have to be told apart, because the address you send a request to depends on which one applies.

For lead data — the name, phone number and conversation content of a person who left their details — the business using LandSys is the data controller. It decides what is collected and what it is used for. LandSys is only the processor, acting on its instructions. Requests about this kind of data are best sent to that business directly; if you do not know who that is, LandSys will forward the request.
For account data — the details of staff who sign in, and the usage logs — LandSys is the controller, and you send your request straight to privacy@landsys.site.

2. Data collected

The list below is exactly what the system stores, and nothing beyond it.

Group	Specific data	Source
User accounts	Name, email, one-way hashed password, role, organisation	Entered by the organisation when creating the account
Usage log	Action taken, values before and after an edit, IP address, browser type, timestamp	Recorded automatically as users work
Leads	Name, phone number, email, source, campaign, budget, deal value, tags, custom fields, notes, activity history	From lead ad forms, web forms, or entered by staff
Conversations	Message content, the platform-scoped user identifier, attachments, phone numbers and emails extracted from the content, sent and read timestamps	From Facebook Messenger, Zalo Official Account, Telegram
Calls	Phone number, direction, duration, status, recording if the telephony provider supplies one, call notes	From the telephony service the organisation connects
Email	Sender, recipients, subject, body, attachments	From the mailbox the organisation connects
Channel credentials	Platform access tokens and signing keys — encrypted at rest	From the authorisation flow or entered by the organisation
Webhook traces	Source name, event id, a hash of the payload — the payload itself is not stored	Recorded automatically to reject duplicate deliveries

3. Data received from Facebook, and the permissions behind it

LandSys requests exactly the five permissions below when you connect a Facebook Page. Each one serves a single purpose:

Permission	Data received	What it is used for
pages_show_list	The list of Pages you administer	To show the list so you can choose which Page to connect. Pages you do not choose are not stored.
pages_read_engagement	The name and id of the chosen Page	To display the Page name in the channel list and to check whether the connection is still alive.
pages_manage_metadata	The ability to subscribe to Page events	To subscribe so Facebook delivers leads and messages to the system. Not used to change Page content.
pages_messaging	Message content between the Page and customers, with the Page-scoped sender id	To show the conversation in the inbox and let staff reply to the customer.
leads_retrieval	Customer answers from Instant Forms, usually name, phone number and email	To create the lead and assign it to a salesperson.

Data obtained from Facebook is used only to provide lead management to the organisation that connected that Page. It is not used for ad targeting, not sold, not merged with the data of another organisation, and not passed to data brokers.

4. Data received from other sources

Zalo Official Account — the Official Account id, message content and the Zalo user id, to show conversations and create leads.
Telegram — the bot id, message content and chat id, for the same purpose.
TikTok Lead Ads — the advertiser id and the answers a customer submitted, to create leads.
Google Forms — form responses, sent over by a script that lives inside the Google account of the organisation. LandSys does not sign in to that Google account and does not read any other file in it.

5. Purposes and lawful basis

Purpose	Basis
Providing lead management to the organisation	Performance of the contract with the organisation
Following up and contacting leads	Consent obtained by the organisation from the data subject, or legitimate interest in a pre-contractual relationship
Recording an audit trail for traceability and incident investigation	Legitimate interest in system security
Rejecting duplicate and forged inbound data	Legitimate interest in system security
Technical support at the request of the organisation	Performance of the contract

LandSys does not use your data to train shared models, does not sell it, does not trade it with third parties for commercial purposes, and does not use it for ad targeting.

6. Who the data is shared with

Inside your own organisation — according to the permissions the organisation itself configures.
Infrastructure providers — servers, storage, email delivery. They process data under contract and only as far as running the service requires.
LandSys support staff — only when the organisation asks for support, only in read-only mode, one organisation at a time, with every entry and exit written to the audit log.
Competent state authorities — on a lawful written request.

Each organisation data is isolated at the query layer: every query is bound to an organisation, and when the system cannot determine which organisation applies it refuses to return data rather than returning everything.

7. How long data is kept

Type of data	Retention
Leads, conversations, notes	For as long as the organisation uses the service, until it deletes them or asks for deletion
Data after an organisation terminates	Kept a further 30 days so the organisation can export, then deleted
Disabled user accounts	Kept until the organisation deletes them, because the audit log needs to reference who acted
Audit log	Kept for traceability and for the duty to demonstrate compliance; deleted only when all data of the organisation is deleted
Webhook traces	Deleted automatically after 7 days — only long enough to reject a duplicate delivery
Channel credentials	Deleted as soon as the channel is removed or the organisation revokes the permission at the platform

8. Requesting deletion

You have the right to ask for your personal data to be deleted. Step-by-step instructions are on a page of their own: Data Deletion Instructions.

In short: email privacy@landsys.site with enough detail to verify that you are the data subject. LandSys responds within 72 hours and completes within 30 days. Where deletion is not possible — for instance where the law requires retention — you receive the specific reason in writing, not a blanket refusal.

9. Safeguards

Passwords are hashed one way; not even a system administrator can read the original.
Platform access tokens and signing keys are encrypted at rest in the database.
Every inbound webhook must carry a valid signature; unsigned or wrongly signed data is rejected.
Each organisation has its own inbound endpoint, so one organisation data cannot arrive in another organisation account.
Access is role-based, and the audit log records data changes with the person, the IP address and the timestamp.
Support access by LandSys is restricted to read-only and is logged.

No system is perfectly secure. In the event of a breach involving personal data, LandSys notifies the affected organisation and the competent authority within the deadlines set by law.

10. Your rights

Under Decree 13/2023/ND-CP, a data subject has the following rights:

The right to know that their data is being processed.
The right to give or withhold consent to processing.
The right to access and correct their data.
The right to withdraw consent already given.
The right to request deletion.
The right to request restriction of processing.
The right to be provided with their data.
The right to object to processing.
The right to complain, to denounce and to sue.
The right to claim compensation for damages.

Send requests to privacy@landsys.site. Withdrawing consent does not invalidate processing that was lawful before the withdrawal.

11. Cookies and sessions

LandSys uses only the technical cookies needed to keep you signed in and to protect forms against forgery. There are no advertising cookies and no third-party tracking scripts on the working screens.

12. Children

The service is sold to businesses and is not directed at anyone under 16. LandSys does not knowingly collect data about children. Where such data is found, it is deleted as soon as it is reported.

13. Changes to this policy

Where a change affects your rights, LandSys gives at least 30 days notice and updates the effective date at the top of this page.

14. Contact

Any question or request about personal data goes to privacy@landsys.site.