Privacy Policy

Effective Date: September 29, 2026
Last Updated: September 29, 2026

Third Culture Vietnam LLC, doing business as Third Culture Vietnam (“Third Culture Vietnam,” “we,” “our,” or “us”), respects your privacy and is committed to handling personal information with care.

This Privacy Policy explains what information we collect, why we collect it, how we use and share it, how long we retain it, and the choices available to you.

This Privacy Policy applies to information collected through:

  • thirdculturevietnam.com;

  • our bookings, applications, and inquiry forms;

  • Heritage programs and cultural experiences;

  • community events and gatherings;

  • Third Culture Studio projects;

  • newsletter subscriptions;

  • story submissions;

  • employment applications; and

  • other interactions with Third Culture Vietnam.

1. Who We Are

Third Culture Vietnam LLC is a company registered in California, United States.

Trading Name: Third Culture Vietnam
Privacy Contact: info@thirdculturevietnam.com
General Contact: info@thirdculturevietnam.com

For the activities described in this Privacy Policy, Third Culture Vietnam LLC generally determines why and how personal information is processed.

2. Information We Collect

The information we collect depends on how you interact with us.

Contact and Identification Information

We may collect:

  • name;

  • email address;

  • telephone number;

  • country of residence;

  • nationality;

  • social media username; and

  • other contact information you choose to provide.

Booking and Payment Information

When you purchase or reserve a product, experience, event, or travel program, we may collect:

  • billing address;

  • booking details;

  • products or services purchased;

  • payment status;

  • deposit and payment plan information;

  • transaction history; and

  • bank transfer details, where applicable.

Payments may be processed through third-party payment providers. We do not manually collect or store complete payment card numbers or card security codes.

Travel Information

When reasonably necessary to arrange or operate travel, we may collect:

  • date of birth;

  • nationality;

  • passport or identity document information;

  • visa information;

  • travel dates;

  • accommodation details;

  • arrival and departure information;

  • travel insurance information;

  • family or group information; and

  • the names and ages of children traveling with a parent or guardian.

We collect this information only when it is reasonably necessary to provide the requested travel service.

Health, Dietary, and Accessibility Information

For participant safety and reasonable accommodation, we may collect:

  • dietary requirements;

  • allergies;

  • health information relevant to participation;

  • mobility or accessibility requirements;

  • emergency contact details; and

  • other support requirements voluntarily disclosed to us.

Please provide only the information relevant to your safe participation. We treat this information as sensitive and restrict its use and disclosure.

Applications and Inquiries

Through our website forms, we may collect information connected to:

  • Heritage applications;

  • private Heritage Travel inquiries;

  • private Experience inquiries;

  • academic program inquiries;

  • Studio inquiries;

  • Community Host applications;

  • community event registrations;

  • general contact requests; and

  • other proposed collaborations.

This information may include your interests, preferred dates, group details, estimated budget, relevant background, and anything you choose to include in an open-response field.

Stories and Creative Submissions

If you submit a story or creative proposal, we may collect:

  • written submissions;

  • personal reflections;

  • photographs, video, or audio;

  • information about your family, identity, culture, or experiences;

  • links to published or social media content;

  • preferred attribution;

  • creative project details; and

  • permissions or restrictions you communicate to us.

Submitting a story does not automatically give us permission to publish it. Publication, editing, filming, advertising use, and other public uses may require separate consent or an additional agreement.

Photographs and Recordings

When you participate in an experience, tour, event, gathering, or Studio project, photographs, video, or audio may be captured or recorded.

Where appropriate, we provide participant notices, obtain media releases, or use separate consent forms. Participants may notify us if they do not wish to be photographed or recorded.

Career Information

If you apply for a role, we may collect:

  • résumé or curriculum vitae;

  • employment and education history;

  • school or university information;

  • portfolio or work samples;

  • references;

  • availability;

  • contact details; and

  • other information included in your application.

Newsletter Information

When you subscribe to our newsletter, we may collect:

  • name;

  • email address;

  • subscription status;

  • selected interests;

  • email opens;

  • link interactions; and

  • related engagement information.

We add individuals to our marketing list only with their consent.

Website and Technical Information

When you visit our website, we or our service providers may automatically collect:

  • IP address;

  • browser and device information;

  • operating system;

  • approximate location derived from your IP address;

  • pages visited;

  • referring website;

  • dates and times of visits;

  • interactions with the website;

  • cookies or similar identifiers; and

  • website performance and diagnostic information.

Our website may use analytics, security, and spam-prevention services. These providers may receive technical information when you use our website.

3. How We Collect Information

We may collect information:

  • directly from you;

  • from a parent, guardian, group organizer, or travel companion acting with appropriate authority;

  • through website forms and bookings;

  • through email and direct communication;

  • during experiences, events, and programs;

  • through photography or recording with appropriate notice or permission;

  • from service providers assisting with transactions or website operations;

  • from partners involved in delivering a service you requested; and

  • from publicly available sources when relevant to a proposed collaboration or story.

If you provide information about another person, you confirm that you are authorized to provide it and that the person has received any appropriate privacy notice.

4. How We Use Information

We may use personal information to:

  • respond to inquiries;

  • assess applications;

  • process reservations, bookings, deposits, and payments;

  • develop and deliver tours, experiences, events, and programs;

  • personalize private travel and cultural experiences;

  • arrange accommodations, transportation, activities, meals, and guides;

  • support participant health, safety, accessibility, and dietary needs;

  • communicate scheduling, preparation, or operational information;

  • respond to emergencies;

  • administer our newsletter;

  • send marketing communications with consent;

  • evaluate email and website engagement;

  • review story and creative submissions;

  • create and publish approved editorial or media content;

  • administer Studio projects and partnerships;

  • recruit staff, hosts, contractors, and contributors;

  • maintain financial, tax, contractual, and operational records;

  • prevent fraud, misuse, or security incidents;

  • protect our rights and the safety of participants and partners;

  • comply with legal obligations; and

  • improve our website, services, and participant experience.

We will not use sensitive travel, health, or identity document information for unrelated marketing purposes.

5. Our Reasons for Processing Information

Depending on the circumstances and applicable law, we may process information because:

  • it is necessary to provide a service or take steps requested by you;

  • you have given consent;

  • we have a legitimate interest in operating, improving, and protecting our business;

  • processing is necessary to comply with a legal obligation;

  • processing is necessary to protect someone’s vital interests in an emergency; or

  • another lawful basis is available under applicable law.

Where processing depends on consent, you may withdraw that consent. Withdrawal does not affect processing that lawfully occurred before consent was withdrawn.

6. How We Share Information

We do not sell personal information or share mailing list information with commercial partners for their independent marketing.

We may share limited information with service providers and partners when reasonably necessary to operate our website, process a transaction, respond to a request, or provide a service you have booked.

Recipients may include:

  • website hosting and analytics providers;

  • payment processors;

  • email, productivity, and cloud storage providers;

  • travel planning and operations partners;

  • hotels and accommodation providers;

  • transportation providers and drivers;

  • licensed guides;

  • restaurants and activity providers;

  • event venues;

  • creative, photography, film, and production partners;

  • insurance or emergency support providers;

  • schools, universities, or educational partners;

  • professional advisers;

  • government, immigration, regulatory, or law enforcement authorities where legally required; and

  • other vendors needed to provide the service you requested.

Travel and Operations Partners

For travel planning and operations, we may share information with relevant service providers, including:

  • participant names;

  • contact details;

  • travel dates;

  • passport or visa information;

  • accommodation and transportation requirements;

  • dietary requirements;

  • mobility or accessibility information; and

  • other information reasonably necessary to provide the requested service.

These partners are expected to use the information only for the relevant operational purpose, subject to their own legal obligations and privacy practices.

Creative and Production Partners

When a disclosed collaboration involves photography, film processing, storytelling, or content production, limited information or media may be shared with the relevant creative or production partner.

We will request separate permission before participant-created photographs, recordings, or personal stories are used for marketing or advertising beyond the scope originally communicated.

We do not provide customer or subscriber information to partners for their independent marketing.

7. International Data Transfers

Third Culture Vietnam operates internationally. Personal information may be processed in the United States, Vietnam, and other countries where our service providers or travel partners operate.

These countries may have privacy laws that differ from those in the country where you live.

Where required, we will use reasonable contractual, organizational, or legal safeguards for international transfers. We will limit transferred information to what is reasonably necessary for the relevant service.

8. Cookies and Analytics

Our website uses cookies and similar technologies to support website functionality, prevent spam, understand website use, and improve performance.

These technologies may be used by:

  • website hosting providers;

  • analytics providers;

  • security and spam-prevention services;

  • payment providers; and

  • other services needed to operate features you choose to use.

Cookies may include:

  • essential cookies required for website operation and security;

  • analytics cookies used to understand website activity; and

  • functional cookies used to support website features.

We do not currently use advertising pixels or similar tools for targeted advertising or retargeting.

You may restrict or delete cookies through your browser settings. Blocking certain cookies may affect how the website functions.

Browser “Do Not Track” signals are not interpreted consistently across websites and services. Our website may not respond to all Do Not Track signals. Where legally required and technically supported, we will honor applicable consent choices or recognized opt-out signals.

9. Newsletter and Marketing

We send marketing emails only when you have subscribed or otherwise given us permission.

Our emails may include:

  • stories and reflections;

  • Heritage departures;

  • private travel and experiences;

  • community gatherings;

  • Studio projects; and

  • related Third Culture Vietnam updates.

Our email service provider may track email delivery, opens, and link clicks. We use this information to understand engagement and improve our communications.

You may unsubscribe at any time by using the link included in our emails or by contacting info@thirdculturevietnam.com.

Unsubscribing from marketing will not prevent us from sending essential communications about an active booking, application, transaction, or event registration.

10. Photography, Video, and Personal Stories

We recognize that photographs, recordings, and personal stories can carry cultural, emotional, and personal significance.

Where applicable:

  • participants receive notice of photography or recording;

  • participants may decline to be photographed or recorded;

  • publishing a personal story requires separate permission;

  • advertising use may require additional consent;

  • contributors are informed about how their content may be used;

  • permissions and restrictions are documented; and

  • requests to remove published material are considered in good faith.

Removal may not always be possible when material has already been printed, lawfully licensed, incorporated into completed work, archived for legal purposes, or shared by third parties outside our control.

Media and story permissions are governed by the applicable release or contributor agreement in addition to this Privacy Policy.

11. How Long We Retain Information

We retain information only for as long as reasonably necessary to fulfill the purpose for which it was collected, including applicable legal, accounting, safety, contractual, and dispute resolution requirements.

Our general retention periods are described below.

General Inquiries

General inquiries are retained for up to 24 months after the last meaningful interaction, unless the inquiry develops into a continuing relationship.

Newsletter Information

Newsletter information is retained until you unsubscribe or the mailing list is discontinued. We may retain limited suppression information to ensure that we continue to honor your unsubscribe request.

Heritage and Program Applications

Successful applications become part of the relevant booking record. Unsuccessful or incomplete applications are generally deleted or anonymized within 24 months.

Booking, Contract, and Financial Records

Booking, contract, and financial records are generally retained for seven years after the transaction or completion of the service, or longer where required by tax, accounting, insurance, or other legal obligations.

Passport, Visa, and Identity Document Information

Passport, visa, and identity document information is deleted or securely de-identified within 90 days after the relevant travel service ends, unless a longer period is required by law, an active claim, an insurance matter, or a documented operational need.

Health, Dietary, Allergy, and Accessibility Information

Health, dietary, allergy, and accessibility information is deleted or securely de-identified within 90 days after the relevant program ends, unless retention is necessary because of an incident, legal claim, insurance matter, or continuing service requested by the participant.

Emergency Contact Information

Emergency contact information is deleted within 90 days after the relevant experience or program ends, unless it is needed in connection with an incident or continuing booking.

Travel Insurance Information

Travel insurance information is deleted within 90 days after the relevant program ends, unless it is needed for an active claim or legal requirement.

Career Information

Information related to unsuccessful job applications is generally retained for up to 12 months, unless the applicant consents to a longer period or applicable law requires otherwise.

Story and Creative Submissions

Submissions that are not developed are generally retained for up to two years. Published or commissioned work, contributor agreements, and associated permissions may be retained for as long as the work remains in use or as reasonably necessary for archival, contractual, or legal purposes.

Photography and Media Permissions

Media releases and records of consent may be retained for as long as the related material remains published or in use, and afterward when reasonably necessary to document our rights and obligations.

Website Analytics

Analytics information is retained according to the settings and retention controls offered by the relevant analytics providers.

We may retain information for a longer period when necessary to establish, exercise, or defend legal claims; respond to a dispute; investigate an incident; or comply with applicable law.

12. Security

We use reasonable administrative, organizational, and technical measures designed to protect personal information.

These measures may include:

  • limiting access based on role and operational need;

  • using established payment processors;

  • avoiding the manual collection of complete payment card information;

  • using password-protected accounts;

  • restricting access to sensitive travel information;

  • sharing only the information our partners reasonably need; and

  • deleting sensitive information according to our retention schedule.

No website, email system, cloud platform, or method of transmission can be guaranteed to be completely secure. You should avoid sending passport copies, medical details, payment information, or other sensitive information through ordinary email unless we specifically request it and provide an appropriate submission method.

If we become aware of a data security incident, we will assess it and provide notification where required by law.

13. Your Privacy Rights

Subject to applicable law, you may have the right to:

  • ask whether we process your personal information;

  • request access to your information;

  • request correction of inaccurate or incomplete information;

  • request deletion of your information;

  • withdraw consent;

  • object to or restrict certain processing;

  • request a portable copy of information you provided;

  • opt out of marketing;

  • receive information about how your data is used and shared; and

  • submit a complaint to an applicable privacy or data protection authority.

We extend these basic request rights to our users generally, regardless of location, subject to legal exceptions and reasonable operational limitations.

To submit a request, email info@thirdculturevietnam.com with the subject line Privacy Request.

Please describe your request and identify the service, booking, form, or interaction involved.

We may ask for limited additional information to reasonably verify your identity and protect your information from unauthorized access. We will not request more information than is reasonably necessary for verification.

We may retain information when deletion is not legally required or when the information remains necessary to:

  • complete a transaction;

  • provide a requested service;

  • comply with financial, tax, insurance, or legal obligations;

  • maintain records of consent or withdrawal;

  • protect safety and security;

  • establish, exercise, or defend legal claims; or

  • exercise rights protected by law.

We will respond within the period required by applicable law.

14. California Privacy Information

Third Culture Vietnam LLC is registered in California.

California residents may have privacy rights under applicable California law. Depending on the law and whether relevant statutory thresholds apply, these rights may include the right to know about, access, correct, or delete personal information and to receive information about certain disclosures.

Third Culture Vietnam does not sell personal information or share mailing list information with commercial partners for their independent marketing.

We do not currently use personal information for cross-context behavioral advertising.

California residents may submit a privacy request by contacting info@thirdculturevietnam.com.

We will not discriminate against anyone for exercising an applicable privacy right.

15. Information Relating to Vietnam and International Visitors

We process personal information relating to participants, partners, and activities in Vietnam and may be subject to Vietnamese personal data requirements.

Where required, we will:

  • provide notice of the processing;

  • identify the relevant purposes;

  • obtain consent or rely on another lawful basis;

  • limit information to what is reasonably necessary;

  • apply additional care to sensitive information;

  • support applicable data subject rights; and

  • use appropriate measures for international transfers.

Visitors from the European Economic Area, the United Kingdom, and other jurisdictions may have additional rights under their local laws.

16. Children’s Privacy

Our website, bookings, forms, and programs are not intended for independent use by anyone under 18.

A parent or legal guardian may provide limited information about a child when arranging authorized family travel. We use that information only as reasonably necessary to plan and safely provide the requested service.

We do not knowingly ask minors to subscribe, submit stories, apply for programs, or make purchases independently.

If you believe that a minor has submitted information without appropriate permission, contact info@thirdculturevietnam.com.

17. Third-Party Websites and Services

Our website may contain links to websites or services operated by other organizations.

This Privacy Policy does not govern those organizations. Their handling of personal information is subject to their own privacy notices and terms.

We encourage you to review those policies before providing personal information or completing a transaction.

18. Changes to This Privacy Policy

We may update this Privacy Policy when our services, technology, partners, or legal obligations change.

The revised Privacy Policy will be posted on this page with an updated effective date. If a change materially affects how we use previously collected information, we will provide additional notice or request consent where required.

19. Contact Us

For questions, concerns, or privacy requests, contact:

Third Culture Vietnam LLC
Doing business as Third Culture Vietnam
California, United States
Email: info@thirdculturevietnam.com

Please use the subject line Privacy Request for requests concerning your personal information.