Vanilla Technology Co., Ltd. — Privacy Policy
Document Information
| Item | Content |
|---|---|
| Document title | Privacy Policy of Vanilla Technology Co., Ltd. (Vanilla SI Platform Privacy Policy) |
| Applicable platform | Vanilla SI multi-tenant SaaS platform (framework-plus-module architecture for AI customer service, cross-border e-commerce auto-reply, and multilingual operations) |
| Version | v1.0 |
| Effective date | 2026-10-24 |
| Applicable domains | https://vaillai.com (public website), https://cp.vaillai.com (platform console, including merchant back office and API) |
| Order of precedence of language versions | The Traditional Chinese version (zh-TW) prevails; the English version (en), Japanese version (ja) and Thai version (th) are auxiliary translations. In the event of any discrepancy or inconsistency between the versions, the Traditional Chinese version shall prevail. |
| Platform status as at the date of drafting | As at the date of drafting (2026-10-24), the platform remains in the testing phase and has not been opened for indexing by search engines; the pricing plans have been announced on the official website (see Section 5.1 of the "Terms of Service"), and Merchant registration is not yet open. |
1. Scope and Effective Date
This Chapter specifies the persons to whom this Policy applies, its scope, the period during which it remains in force, and its relationship with the platform's Terms of Service.
1.1 This Policy governs the processing activities carried out by the platform in respect of personal data, including collection, use, retention, entrusted processing, cross-border transmission, the exercise of data subject rights, and amendment of this Policy.
1.2 Scope
- 1.2.1 This Policy applies to the following domains and services:
- 1.2.1.1 Public website: https://vaillai.com
- 1.2.1.2 Platform console: https://cp.vaillai.com (merchant back office and API)
- 1.2.2 "the platform" means the multi-tenant SaaS platform operated by Vanilla Technology Co., Ltd. on a framework-plus-module architecture, providing AI customer service, cross-border e-commerce auto-reply and multilingual operations; the platform supports Traditional Chinese (zh-TW, default), English (en), Japanese (ja) and Thai (th).
- 1.2.3 This Policy applies to the users and merchants of the platform, as well as to the platform administrator.
1.3 Persons to whom this Policy applies
- 1.3.1 Account users: persons who register with the platform and hold an account, including the platform administrator and merchant users.
- 1.3.2 Merchants (tenants): business operators who establish an organisation on the platform and use its modules.
- 1.3.3 Data subjects: natural persons whose personal data is collected or processed through the platform.
1.4 Effective Date
- 1.4.1 This Policy takes effect on 2026-10-24.
- 1.4.2 This Policy is the initial version and supersedes all prior oral statements, written statements and web notices concerning the same subject matter.
1.5 Relationship with the Terms of Service
- 1.5.1 This Policy forms part of the platform's Terms of Service. Where the two conflict, the provisions relating to the protection of personal data shall be governed by this Policy, and all other provisions by the Terms of Service.
- 1.5.2 Users shall read this Policy and the platform's Terms of Service together before using the platform.
1.6 Matters not covered
- 1.6.1 Third-party services (including Google services, payment services, the LINE Official Account, the Ministry of Finance e-invoice platform, and browser extensions) process the data they receive in accordance with their own privacy policies and terms; the platform assumes no responsibility as data controller in respect of such processing.
- 1.6.2 Processing of AI input content by the AI model provider provided by the Platform (see Chapter 14) is subject to that provider's applicable terms.
2. The Operator and Contact Details
This Chapter specifies the operator of the platform, the person in charge of personal data protection, and the competent authority.
2.1 Operator
- 2.1.1 Name: Vanilla Technology Co., Ltd. (Chinese name: 香草科技有限公司; platform brand: Vanilla SI).
- 2.1.2 Place of registration: Taiwan.
- 2.1.3 Unified Business Number: 【待補：台灣統一編號 / Taiwan Unified Business Number】
- 2.1.4 Mode of operation: This platform operates online only and has no physical place of business; no business address is therefore stated. Any change will be announced.
- 2.1.5 Responsible person: as recorded in the company's registration particulars (the name is not stated in this Policy).
2.2 Person in charge of personal data protection
- 2.2.1 Person in charge of personal data protection: 吳家豪.
- 2.2.2 Full contact details for the person in charge of personal data protection and for this Policy are set out in Chapter 16.
2.3 Platform information
- 2.3.1 Public website: https://vaillai.com
- 2.3.2 Platform console: https://cp.vaillai.com
2.4 Competent authority
- 2.4.1 The platform's personal data protection affairs are subject to the supervision of the following competent authority: the Ministry of Digital Development (3 Songjiang Rd., Taipei City) as the central competent authority, and the Taipei City Government as the local competent authority (based on the place of business of the platform)..
3. Personal Data Collected
This Chapter specifies the categories of personal data collected by the platform and the respective purposes of collection.
3.1 The platform collects the personal data set out below by the means described in Chapter 4; the purpose of collection for each item is as stated in the corresponding table.
3.2 Account data
| Data item | Purpose of collection |
|---|---|
| Email address (unique identifier) | Account identification and login; delivery of email verification and password reset messages; system notifications |
| Password (stored as a bcrypt one-way hash; the platform does not store plaintext) | Account authentication |
| Display name | Interface display and account identification |
| Telephone number | Account contact and necessary communication |
| Language preference | Interface language default and multilingual display |
| Email verification status and last login time | Account security maintenance and abnormality control |
| Account status (pending verification / disabled / deleted) | Account lifecycle management |
3.3 Merchant / organisation (tenant) data
| Data item | Purpose of collection |
|---|---|
| Organisation name and organisation identifier (slug) | Merchant identification and multi-tenant data isolation |
| Country / region of location | Determination of operating region and configuration of features |
| Business address (street, city/county or state, postal code) | Maintenance of merchant master data and tax operations |
| Telephone number | Merchant contact |
| Tax identification number (Unified Business Number) | Invoicing and tax operations |
| Whether prices are tax-inclusive | Price display and transaction tax treatment |
| Group membership | Organisational permission control and data isolation |
3.4 Transaction, payment and invoice data
| Data item | Purpose of collection |
|---|---|
| Amount and currency | Confirmation of transaction amounts and accounting records |
| Payment status | Payment process control |
| Payment provider transaction reference and order reference | Reconciliation with the payment institution |
| Payment time, due date and transaction metadata | Transaction audit, due-date processing and dispute handling |
| Tax type, tax rate, tax amount, taxable amount | Tax calculation and filing |
| Number of invoices and filing period | Invoice issuance and statistics |
| Status and filing timestamp | Filing operations management and status tracking |
3.5 Technical and audit data
| Data item | Purpose of collection |
|---|---|
| Token hash (login session) | Maintenance of login status and session validation |
| IP address (session and audit records) | Security audit, identification of abnormal connections and incident investigation |
| User-Agent (session and audit records) | Device and browser identification, audit |
| Expiry time, last activity time and revocation time | Session lifecycle management and log-out processing |
| Operation performed, resource type and resource identifier | Operation tracking and attribution of responsibility |
| Event metadata and timestamp | Reconstruction of event sequence and audit |
| Recipient, notification type, delivery channel and notification level | Notification delivery and delivery records |
| Notification content and read status | Notification status tracking |
3.6 Module settings
- 3.6.1 Settings values of each module: to allow merchants to configure module parameters so that the platform may perform the corresponding functions in accordance with those settings.
- 3.6.2 Google OAuth authorisation tokens (stored encrypted with AES-256-GCM): to retain the credentials necessary where a merchant voluntarily authorises the platform to access the specified scope of its Google Workspace.
3.7 Other data
- 3.7.1 i18n translation strings: for display of interface terms in multiple languages and maintenance of translations.
- 3.7.2 Module health check results: for monitoring of module availability.
3.8 Limits on the scope of collection
- 3.8.1 The personal data collected by the platform is limited to the items set out in this Chapter.
- 3.8.2 Passwords are stored as one-way hashes; the platform does not store plaintext passwords.
- 3.8.3 Sensitive credentials, such as Google OAuth tokens, are stored encrypted with AES-256-GCM; the platform does not store the account credentials of users on third-party services.
- 3.8.4 The platform does not use third-party advertising cookies, does not use behavioural-tracking cookies, and does not operate Google Analytics (see Chapter 8).
4. Means of Collection
This Chapter specifies the means by which the platform collects personal data, together with the circumstances to which each means applies and the point at which the user is informed.
4.1 The collection of data by the platform is carried out by three means: completion of forms by the user, third-party authorisation, and automatic recording by the system.
4.2 Completion of forms by the user
- 4.2.1 Account registration and settings: the user enters email address, password, display name, telephone number and language preference.
- 4.2.2 Establishment and configuration of the merchant / organisation: the merchant enters organisation name, organisation identifier, country / region of location, business address, telephone number, tax identification number, whether prices are tax-inclusive, and group membership.
- 4.2.3 Transaction and tax operations: the merchant enters, or the system generates, data such as amount, currency, tax type, tax rate, tax amount, taxable amount, number of invoices and filing period in the course of transaction, payment and invoicing workflows.
- 4.2.4 Module settings: the merchant enters settings values in the configuration interface of each module.
4.3 Third-party authorisation
- 4.3.1 A merchant may voluntarily grant one-click authorisation in the Google module, authorising the platform to access the following specified scope of its Google Workspace:
- 4.3.1.1 Google Drive (authorised files only, drive.file)
- 4.3.1.2 Google Sheets (spreadsheets)
- 4.3.1.3 Google Calendar (calendar)
- 4.3.1.4 Gmail read-only (gmail.readonly)
- 4.3.1.5 Basic user email profile (userinfo.email)
- 4.3.2 Absent the merchant's voluntary authorisation, the platform will not access that merchant's Google data.
- 4.3.3 The merchant may revoke the authorisation at any time; upon revocation the platform ceases to access data within that scope, and tokens already obtained are no longer used for access.
4.4 Automatic recording by the system
- 4.4.1 Login session: IP address, User-Agent, token hash, expiry time, last activity time and revocation time are generated automatically during login and operation.
- 4.4.2 Audit records: operation performed, resource type and identifier, IP address, User-Agent, event metadata and timestamp are generated automatically when a user performs an operation.
- 4.4.3 Notification records: recipient, notification type, delivery channel, notification level, notification content and read status are generated automatically when the platform issues a notification.
- 4.4.4 Browser-side storage: the login token, the user type and the language preference are stored in cookies and in the browser's localStorage (see Chapter 8).
4.5 Notice and consent
- 4.5.1 The platform informs users of the relevant data items and purposes at the time of registration and of third-party authorisation by the merchant, and obtains consent before carrying out specified collection activities.
- 4.5.2 The notice and consent mechanism for cross-border provision of personal data is set out in Chapter 7.
- 4.5.3 The manner and effect of withdrawing consent are set out in Chapter 11.
5. Purposes of Use of Personal Data
This Chapter specifies the purposes for which personal data collected by the platform is used, and restricts use beyond those purposes.
5.1 Except where the data subject has consented, where required by law, or where necessary for the provision of the platform's services, the platform shall not use personal data for any purpose other than those set out in this Chapter.
5.2 Purposes of use
- 5.2.1 Account data: creation of accounts and identity verification; maintenance of login status; delivery of verification and password reset messages; system notifications and service support; management of account status (pending verification / disabled / deleted).
- 5.2.2 Merchant / organisation data: identification of the merchant and isolation of multi-tenant data; configuration of module features; maintenance of merchant master data; support for invoicing and tax operations.
- 5.2.3 Transaction, payment and invoice data: processing of payment workflows; confirmation of transaction status; reconciliation with payment institutions; issuance and filing of invoices; retention of accounting and tax records; handling of transaction disputes. The refund rules and the method of calculating liquidated damages are set out in Chapter 5 of the Platform's Terms of Service.
- 5.2.4 Technical and audit data: maintenance of session validity; prevention of unauthorised access; security audit and incident investigation; internal governance and compliance requirements.
- 5.2.5 Notification records: delivery of verification messages, password reset messages and system notifications; recording of delivery and read status.
- 5.2.6 Module settings and AI-related data: performance of the module features that the merchant has enabled; where the merchant enables AI features, the handling thereof is set out in Chapter 14.
5.3 Specific restrictions
- 5.3.1 The platform does not use merchant or user content to train publicly available models.
- 5.3.2 The platform does not sell personal data and does not use personal data for advertising.
6. Disclosure to Third Parties and Entrusted Processing
This Chapter specifies the circumstances and scope under which the platform provides personal data to third parties or entrusts the processing of personal data to third parties.
6.1 Other than the third parties listed in this Chapter, the platform does not provide personal data to any third party; when providing personal data, it provides only the minimum extent necessary for the relevant service.
6.2 Entrusted processors (processing on the platform's instructions)
- 6.2.1 Akamai Cloud (Linode): cloud hosting provider providing hosting services; the platform's primary servers and database are located in Tokyo, Japan.
- 6.2.2 Chunghwa Telecom (Hinet): hosting provider; certain website services and mail delivery hosts are located in Taiwan.
- 6.2.3 Zoho (smtppro.zoho.com): email delivery service, processing verification messages, password reset messages and system notifications.
- 6.2.4 MiniMax (api.minimax.cn): AI model service provided by the Platform, processing the merchant's AI input content on the Platform's instructions.
- 6.2.5 Moonshot AI (api.moonshot.cn): AI model service provided by the Platform (standby), as above.
6.3 Third parties acting on their own account (processing under their own terms)
- 6.3.1 Google LLC: where the merchant has voluntarily authorised access, Google processes the relevant Workspace data in accordance with Google's own policies. The scope of authorisation is limited to the five items listed in 4.3.1, and the merchant may revoke the authorisation at any time.
- 6.3.2 台新銀行 (Taishin Bank): payment service under the payment-taishin module; payment transactions are processed by 台新銀行 in accordance with its terms.
- 6.3.3 NewebPay (NewebPay): payment service under the payment-lshin module; payment transactions are processed by NewebPay in accordance with its terms.
- 6.3.4 LINE: the line-oa Official Account module, which is currently in a disabled / externally connected state and applies where the merchant enables it; processing of related communications data is governed by LINE's terms.
- 6.3.5 Ministry of Finance e-invoice platform: the invoice-tw module, which is currently in a disabled / externally connected state and applies where the merchant enables it; processing of related data is governed by the applicable rules of the Ministry of Finance e-invoice platform.
6.4 Management of entrusted relationships
- 6.4.1 The principal terms of the written arrangements between the platform and each entrusted processor concerning the protection of personal data are: the platform enters into a data protection addendum with each entrusted processor covering: confidentiality obligations, information security measures, restrictions on sub-processing, return or deletion of data, the platform's audit rights, and the duty and deadlines for notifying personal data incidents..
- 6.4.2 An entrusted processor shall not use or disclose personal data for its own purposes without instructions from the platform.
7. Cross-Border Transmission
This Chapter specifies the jurisdictions to which personal data is transmitted, the legal basis, the consent mechanism, and the means by which data subjects may obtain information.
7.1 The processing of personal data by the platform involves the following overseas jurisdictions.
7.2 Circumstances of cross-border transmission
- 7.2.1 The platform's primary servers and database are located in Tokyo, Japan; account data, merchant data, transaction and invoice data, and audit records are processed in Tokyo, Japan.
- 7.2.2 Certain website services and mail delivery hosts are located in Taiwan.
- 7.2.3 Google data is stored in the United States.
- 7.2.4 Data processing by the email service provider Zoho may involve India and the United States.
- 7.2.5 AI input content is transmitted to the AI model provider provided by the Platform for processing; the API domains of those providers are
.cn, and processing therefore involves mainland China.
7.3 Consent mechanism
- 7.3.1 At the time of user registration and of third-party authorisation by the merchant, the platform informs users of the fact of cross-border provision and of the recipient, and obtains the user's consent, in order to satisfy the requirements of Article 21 of the Taiwan Personal Data Protection Act concerning cross-border provision.
- 7.3.2 The manner and period of retention of consent records are: Retained for the same period as account and operational data (for the duration of the account, and cleared within 30 days of account deletion), stored electronically in an access-controlled database recording the time, channel and version of the consent obtained..
7.4 Related provisions
- 7.4.1 Security measures for cross-border transmission are implemented in accordance with Chapter 9.
- 7.4.2 The means and timing for providing the identifying details of the overseas recipient (name, address and contact details) are: Provided through the list of processors and their contact details set out in Chapter 6, and the name of the overseas recipient and the timing of the provision are displayed in-platform before each such cross-border provision takes place..
- 7.4.3 Data subjects may exercise the right to inquire, to request correction and other rights under Chapter 11, and may request an explanation in respect of cross-border provision.
8. Cookies and Similar Technologies
This Chapter specifies the cookies and browser storage technologies used by the platform, including their items, purposes, periods of validity and management.
8.1 The platform uses only the following cookies and similar technologies.
8.2 Cookies
| Name | Purpose | Period of validity |
|---|---|---|
vaillai_token |
Maintenance of login status | 24 hours |
vaillai_user_type |
Caching of user type | 24 hours |
vaillai_locale |
Retention of language selection | Determined by the browser |
8.3 Browser localStorage
- 8.3.1 The platform stores the login token
vaillai_tokenin the browser's localStorage; that token is used to maintain login status. - 8.3.2 Clearing the browser's localStorage will invalidate the login status, and the user must log in again.
- 8.3.3 The manner of clearing localStorage shall follow the operating interface of the relevant browser.
8.4 Technologies not used
- 8.4.1 The platform does not use third-party advertising cookies.
- 8.4.2 The platform does not use behavioural-tracking cookies.
- 8.4.3 The platform does not operate Google Analytics or any similar tracking tool.
8.5 Management
- 8.5.1 Users may disable or delete cookies and localStorage through their browser settings; certain features will be unavailable once these are disabled.
- 8.5.2 The implementation of the consent management mechanism (cookie consent banner) and the retention of consent records are: The platform uses only the cookies listed in Chapter 8, which are necessary for the service to operate, and does not use tracking cookies requiring prior consent; no cookie consent banner is therefore implemented. Users may clear or disable cookies at any time through their browser settings. The platform retains no cookie consent records..
9. Data Security Measures
This Chapter specifies the technical and organisational security measures adopted by the platform in respect of personal data.
9.1 The platform adopts the following measures to reduce the risk of unauthorised access to, alteration of, or leakage of personal data.
9.2 Transmission security
- 9.2.1 Data is transmitted over TLS 1.2 / 1.3 encrypted connections.
- 9.2.2 HSTS is enabled (including sub-domains, max-age 63072000).
9.3 Storage security
- 9.3.1 Passwords are stored as bcrypt one-way hashes; the platform does not store plaintext passwords.
- 9.3.2 Sensitive credentials (such as Google OAuth tokens) are stored encrypted with AES-256-GCM.
9.4 Access control
- 9.4.1 Access tokens are signed using JWT.
- 9.4.2 Refresh tokens operate on a rotation mechanism.
- 9.4.3 Multi-tenant data isolation is enforced; all business data tables carry
tenant_id.
9.5 Audit
- 9.5.1 The platform maintains complete audit logs recording the operation performed, the resource type and identifier, the IP address, the User-Agent, event metadata and the timestamp.
9.6 External visibility
- 9.6.1 The platform has not been opened for indexing by search engines.
9.7 Incident handling
- 9.7.1 The notification procedure, notification deadlines and the operating standard for reporting to the competent authority in respect of personal data incidents are: Where a personal data incident occurs, the platform completes an internal assessment within 24 hours of becoming aware and preserves the relevant records. Where a breach of the Personal Data Protection Act is confirmed, the platform reports to the competent authority as required by Article 12 of the Act and notifies the affected data subjects within an appropriate period..
10. Retention Periods
This Chapter specifies the retention periods applicable to each category of personal data and the treatment of data upon expiry.
10.1 The platform deletes or anonymises relevant data when the purpose of processing is completed or when retention is no longer necessary; data that must be retained under statutory requirements is retained for the statutory period.
10.2 Retention periods
| Category of data | Retention period | Treatment upon expiry |
|---|---|---|
| Account and operation data | For the duration of the account; cleared within 30 days after the account is deleted | Deleted or anonymised |
| Payment / invoice / tax records | Retained as required by tax law (accounting and tax records for 5 years) | Handled in accordance with tax law |
| Audit records | Three years from the date the record is created. | Removed by batch deletion upon expiry; no anonymised copy is retained. |
| Sessions | A session expires if no activity is recorded for 24 hours from the last activity time, and is revoked and purged immediately upon sign-out. | Expired or deleted automatically |
10.3 Related provisions
- 10.3.1 Following deletion of an account, account and operation data shall be cleared within 30 days; where clearance must be deferred for reasons of law, tax, dispute handling or technical limitation, the data shall be segregated and access-restricted, and used solely for the purpose of retention.
- 10.3.2 Unless otherwise required by law, retention periods run from the date of the last update of the data or the termination of the account.
- 10.3.3 Users may request deletion of their personal data under Chapter 11; provided that payment, invoice and tax records that must be retained under tax law are not removed immediately on a request for deletion or cessation of use during the statutory retention period.
11. Rights of Data Subjects
This Chapter specifies the rights that a data subject may exercise under the Taiwan Personal Data Protection Act, the means of exercising them, and the principles governing the platform's handling of such requests.
11.1 A data subject may exercise the following rights in respect of his or her personal data:
- 11.1.1 Right to inquire: to inquire whether his or her personal data has been collected, processed or used.
- 11.1.2 Right to view: to view his or her personal data.
- 11.1.3 Right to obtain a copy: to require the delivery of a copy of his or her personal data.
- 11.1.4 Right to correct: to require correction of personal data that is incorrect or incomplete.
- 11.1.5 Right to delete: to require the deletion of his or her personal data.
- 11.1.6 Right to cease use: to require the cessation of use of his or her personal data.
- 11.1.7 Right to withdraw consent: to withdraw consent given in respect of specified processing.
- 11.1.8 Right to obtain this Policy: to require the provision of this Policy in writing.
11.2 Manner of exercise
- 11.2.1 A request shall be submitted to the person in charge of personal data protection by the email address or telephone number listed in Chapter 16, and shall state: the name of the requester, the items requested, the data items to be inquired into or corrected, and contact details.
- 11.2.2 Upon receipt of a request, the platform shall first verify the identity of the requester; the method of verification is: Verification is limited to the requester's account login status and email ownership; where the requester is an administrator of a merchant organisation, the platform also confirms that person's authority within the organisation. Where verification cannot be completed, the platform may request additional data for cross-checking..
- 11.2.3 The period within which the platform processes a request after receipt, and the response deadline, are: The platform will complete the necessary processing and respond within 30 days from receipt of the request. Where matters are complex, this period may be extended by a further 30 days before expiry, with the reason for extension communicated to the requester..
- 11.2.4 The standard of any charge levied for a request is: Under the Personal Data Protection Act, the platform may not charge a fee for the exercise of the foregoing rights..
11.3 Grounds for refusal or restriction
- 11.3.1 Under the Taiwan Personal Data Protection Act, a request may be refused or restricted in any of the following circumstances: where there is a risk to the life, body, liberty or property of others; where the public interest is impaired; where the rights and interests of others are impaired; where it is necessary to maintain national security, territorial security or the public interest; and in any other circumstances expressly provided by law.
- 11.3.2 Payment, invoice and tax records that must be retained under tax law are not removed immediately on a request for deletion or cessation of use during the statutory retention period.
- 11.3.3 Where a request is refused or restricted, the platform shall state the reasons.
11.4 Withdrawal of consent
- 11.4.1 Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal on the basis of that consent.
- 11.4.2 Following withdrawal of consent, the platform ceases processing on the basis of that consent; this does not apply where processing must still be carried out on another lawful ground necessary for the provision of the platform's services.
- 11.4.3 Where the use of a particular feature is premised on specific consent, that feature may no longer be available following withdrawal.
12. Minors
This Chapter specifies the restrictions on the use of the platform by minors and the responsibilities of legal representatives.
12.1 The platform principally provides business services for small and medium-sized enterprises (AI customer service, cross-border e-commerce auto-reply, and multilingual operations) and is not directed principally at minors.
- 12.1.1 The minimum age of use established by the platform is: 18 years of age. The platform is a business service and accounts may only be opened by persons aged 18 or above who have legal capacity (see the Terms of Service)..
- 12.1.2 Minors should not use the platform before obtaining the consent of their legal representative.
12.2 Consent of legal representatives
- 12.2.1 Where a minor uses the platform, the consent of his or her legal representative is required, and the legal representative shall exercise the rights set out in this Policy on the minor's behalf.
- 12.2.2 Where a merchant provides services to minors within the scope of its own operations, the merchant shall itself obtain the consent of the legal representative and handle the relevant personal data in accordance with law.
12.3 Notification and handling
- 12.3.1 Upon receiving a notification that a minor is using the platform without the consent of a legal representative, or a statement from a legal representative that they are entitled to act, the platform will verify the matter in accordance with the applicable procedures and cease the necessary processing.
- 12.3.2 The operating deadline for such verification and handling is: Initial verification is completed within 30 days from receipt of notification. Where it is confirmed that consent from a legal representative was not obtained, necessary processing is suspended immediately and the legal representative is notified..
13. Third-Party Websites and Plugins
This Chapter specifies the relationship between the platform and third-party websites, plug-ins and browser extensions.
13.1 Plugins
- 13.1.1 The platform does not provide plug-ins or desktop applications that must be installed on the user's device; the platform console is provided in the form of a web application.
- 13.1.2 Third-party extensions installed by the user in the browser, and the read/write permissions they have in respect of the platform's domain, are the responsibility of the provider of the extension, and the platform does not control their conduct. The extent of the browser-stored data (including the login token in localStorage) that an extension is able to read depends on the user's installation and authorisation settings.
- 13.1.3 Before installing third-party extensions, users should assess the scope of access and the security risk for themselves.
13.2 Third-party integration modules
- 13.2.1 The platform's third-party integration modules (Google services, payment-lshin, payment-taishin, line-oa, invoice-tw) connect to external services; the processing by an external service of the data it receives is governed by that party's own policies and terms.
- 13.2.2 The line-oa and invoice-tw modules are currently in a disabled / externally connected state and apply only where the merchant enables them.
13.3 Third-party content and external links
- 13.3.1 Certain pages of the platform may load content from third-party websites or contain external links; the provision and updating of such content is the responsibility of the third party.
- 13.3.2 Where content on a third-party website infringes the rights and interests of the platform or of others, the platform will cooperate in handling the matter in accordance with law.
14. AI Features (Applicable where Enabled)
This Chapter specifies the flow of input content and the platform's limitations where a merchant enables AI features; this Chapter applies only where the merchant enables AI features.
14.1 Flow of data
- 14.1.1 Where a merchant enables AI features, input content is transmitted to the AI model provider provided by the Platform for processing; the merchant does not need to designate a provider or supply an API key.
- 14.1.2 The selection and maintenance of AI model providers is the Platform's responsibility. The providers currently in use are MiniMax (api.minimax.cn, model MiniMax-M3) and Moonshot AI (api.moonshot.cn, model kimi-k2.6); their service cost is borne by the Platform and included in the merchant's subscription plan.
- 14.1.3 The registration, disclosure and notification of changes in respect of the name and location of processing of the AI model provider are: Registered by the Platform in the Platform admin console, where the information is viewable. The Platform shall update this Policy promptly upon any change of provider, and provides change records when a personal data incident occurs or upon request from the competent authority.
- 14.1.4 The processing of AI input content involves mainland China (the API domains of MiniMax and Moonshot AI are
.cn); see Chapter 7 on cross-border transmission.
14.2 Restrictions
- 14.2.1 The platform does not use merchant or user content to train publicly available models.
- 14.2.2 AI output may be inaccurate and must be reviewed by the merchant before it is published externally.
15. Amendments to this Policy and Notification
This Chapter specifies the authority to amend this Policy, the means of notification, and the procedure for a new version taking effect.
15.1 Amendment
- 15.1.1 The platform may amend this Policy in response to changes in law, adjustments to the services, or business needs.
- 15.1.2 An amended version will state the new version number, effective date and summary of changes.
- 15.1.3 Material changes to the purposes of collection, data items or means of use shall be notified to users separately before taking effect.
15.2 Notification
- 15.2.1 Amendments will be published on the platform's website (https://vaillai.com).
- 15.2.2 Material changes will additionally be notified to users by in-platform notification or other reasonable means; the channel, period and manner of such notification are: Notification is made through both in-platform notifications and the email address registered to the user's account, and published on the platform website. Material changes are notified 14 days before taking effect; non-material changes 7 days before taking effect..
15.3 Effect
- 15.3.1 A new version applies from its stated effective date.
- 15.3.2 The circumstances and period within which consent already obtained must be reconfirmed following a policy change are: Where a material change affects the purpose of collection, the categories of data, the manner of use, or cross-border provision, renewed consent must be obtained before the new version takes effect. If it is not obtained by the deadline, the relevant processing ceases..
16. Contact Details
This Chapter specifies the point of contact and the operating procedure for the exercise of rights, enquiries and complaints by data subjects.
- 16.1 Person in charge of personal data protection: 吳家豪.
- 16.2 Contact email: service@vaillai.com.
- 16.3 Contact method: This platform operates online only and does not provide a telephone number. Please contact us by e-mail at service@vaillai.com.
- 16.4 How to submit a personal data rights request: please send it by e-mail to service@vaillai.com. This platform operates online only and does not state a postal address.
- 16.5 Personal data rights request form: the form annexed to this Policy may be used No dedicated form is required; a request by email containing the items listed in 11.2.1 is sufficient. The platform may provide a form in its response for future use..
- 16.6 Complaints: a person dissatisfied with the outcome of a request shall first lodge a complaint with the person in charge of personal data protection; the period for handling such complaint is The platform will complete verification and respond within 30 days from receipt of a complaint. Where this cannot be completed within that period, the reason for delay and the expected response date shall be communicated first..
- 16.7 A data subject may also request assistance from the competent authority under the Taiwan Personal Data Protection Act, which is the Ministry of Digital Development (3 Songjiang Rd., Taipei City) as the central competent authority, and the Taipei City Government as the local competent authority (based on the place of business of the platform)..
Appendix: Version History
| Version | Effective date | Summary of changes |
|---|---|---|
| v1.0 | 2026-10-24 | Initial version |