Privacy policy

Who we are

the gracespace was founded and is run by Giang (Grace) Phan, in Hanoi, Vietnam. On this page, “we” means the gracespace. If you have anything to ask about your data, write to Grace at grace@the-gracespace.com.

We hold to four principles

• Ask only for what we truly need to work with you.
• Say clearly what it is used for.
• Never sell or rent out your data.
• You can view, correct or delete your data at any time.

When you visit the website

The website sets no advertising cookies and uses no third-party tracking tools (such as Google Analytics or Meta Pixel). Our hosting provider (Netlify) may record ordinary technical logs such as IP address, browser type and the page opened, so the website can run and be protected.

Your browser briefly remembers a few things in the tab you have open (session memory, gone when you close the tab): which link you came from, and your open conversation with Ami, so the chat window doesn’t disappear when you move to another page.

The website also remembers the language you choose (Vietnamese or English) in your browser’s storage, so the next visit opens the right version. This stays on your device, is not sent to us, and you can clear it at any time in your browser settings.

Podcast episodes embed YouTube videos in privacy mode (youtube-nocookie.com). The video loads only when you open an episode page, and YouTube may then record the view under its own policy.

When you leave your details

Messages on the Contact page, the toolkit and sign-up forms

We receive what you fill in (usually your name, email and what you want to share) and the link you followed to reach the page. The information goes to the inbox of the person in charge (Grace or Annie) through Netlify Forms, and is used to reply to you.

Booking a free conversation

We receive your name, email, the journey you are interested in, what you want Grace to know beforehand, and the time you choose. That time is held in Grace’s Google Calendar. When Grace confirms, Google sends an invitation with a Google Meet link to your email. The information also sits in the website’s data store (Netlify Blobs) so the calendar can be managed.

Paid brand healthcheck and guidebook

We receive your name, email and order code. For the Brand healthcheck, you may also add your brand name or website and what you would like to look at, so Grace can prepare in advance. The time you choose is held in Grace’s Google Calendar, and Google sends an invitation with a Google Meet link to your email. You pay by bank transfer, scanning a QR code. We do not receive or store card details; we only receive transaction notifications (amount, transfer note, time) from the SePay service to know that you have paid. Your bank and SePay process transaction data under their own policies.

Get letters from the gracespace

You can receive letters from the gracespace in two ways: by filling in the sign-up form on the home page (this form has an extra confirmation step by email), or by ticking the box “I’d like to receive occasional letters from the gracespace” on the contact, conversation-booking, brand healthcheck, guidebook, toolkit and Rise & Raise forms, and when you leave your details with Ami.

That box is always left empty — you tick it yourself if you want to — and you can still use the form as normal if you don’t. Only if you tick it are your name and email sent to Kit, the email service we use. Every letter has a link to unsubscribe, and you can ask us at any time to remove you from the list. If you don’t tick it, your name and email are used only for what you asked for (replying to you, booking, buying the guidebook or healthcheck) and are not added to the mailing list.

When you talk with Ami

Ami is an AI assistant on the website, using Anthropic’s Claude model. Ami is not a real person and can answer inaccurately, and on anything important Grace always has the final say.

• What we record: what you write to Ami and Ami’s replies. If you book a time or leave a message, also your name, email or Zalo number and what you wrote.
• What for: so Ami can answer you. If you book a time or leave a question, the system writes a short summary from your own words so Grace can read it before the conversation or reply to you, so you don’t have to start from the beginning.
• Who processes it: Grace reads what is needed. Anthropic processes the content to generate replies. Under Anthropic’s current terms for commercial customers, content sent through its programming interface is not used to train models, and is usually deleted from its systems within 30 days at most (possibly longer if the law requires, or its safety systems flag the content). See more on Anthropic’s page. Anthropic is based overseas, so the content is processed outside Vietnam.
• How long we keep it: a conversation with no booking or message deletes itself after 24 hours. A conversation with a booking or message is kept for 12 months so Grace can reread it and accompany you properly.
• When you are having a very hard time: if you mention something that makes us worried about your safety or wellbeing, the conversation is reported to Grace straight away by email and through an automated assistant of Grace’s, so someone from the gracespace can reach back out if you have left a way to contact you. That conversation is also kept for 12 months. Ami does not replace medical, psychological or emergency support. If you are in danger, call 115 (emergency medical services) or 113 (police), or tell a trusted person near you right away.
• What to avoid: Ami does not need your card number, passwords or identity documents, so please don’t send them.

By continuing to talk, you agree to the above. You can stop at any time, press “start a new chat” to leave the current conversation, or ask us to delete it.

What you can do with your data

You can ask what we hold about you, ask us to correct it, ask us to delete it, or withdraw your consent. Just write to grace@the-gracespace.com and we will reply as soon as we can. We delete the data held in our own systems and ask the services we use to delete theirs where possible. Some things the law requires us to keep (for example payment records), and we will tell you clearly when that is the case.

How we keep data safe

The website uses an encrypted connection (HTTPS). Access keys are kept separate from the source code, and only the people who need to can see your information. No system is perfectly safe, so if an incident affects you, we will tell you. Some of the services we use (such as Google, Netlify or Kit) have servers overseas, so your data may be processed outside Vietnam.

When the policy changes

When we change how we work, this page is updated and the date at the top changes with it. For major changes, we will say so clearly in the places where you have left your details.