Private Policy

Privacy Policy for VGO CRM

Effective Date: May 8, 2025

1. Introduction Welcome to VGO CRM. This Privacy Policy describes how VietNam Global Outreach ("VGO", "we", "us", or "our") collects, uses, shares, and protects information in connection with the use of our internal Customer Relationship Management system, VGO CRM, by our authorized administrative staff ("admin users", "you"). VGO CRM is a tool designed to help VGO manage interactions, customer orders, project bookings, and communications related to VGO's international volunteer and cultural exchange programs (more information at https://vgo.org.vn/).

This Privacy Policy specifically addresses the data processed by VGO CRM, including data accessed through integration with Google services when authorized by our admin users.

2. Contact Us If you have any questions about this Privacy Policy or our data practices for VGO CRM, please contact us at: VietNam Global Outreach Email: info@vgo.org.vn Website: https://vgo.org.vn/

3. Information We Collect

VGO CRM collects information to provide and improve our internal operational services. This includes:

• Information Provided by VGO Admin Users:
  • Account credentials for accessing VGO CRM (e.g., username, password).
  • Data entered into VGO CRM by admin users, such as customer details (name, contact information), order information, communication logs, task details, and other information necessary for managing VGO's programs and customer service. (The handling of this customer data is also governed by VGO's main organizational Privacy Policy for its participants).
• Information from Google Account Integration (Gmail API):
  • When an authorized VGO admin user chooses to integrate their VGO-affiliated Google Workspace or Gmail account with VGO CRM to enable automated email functionalities, we request authorization to access specific Google API scopes.
  • The primary scope requested is https://www.googleapis.com/auth/gmail.send.
  • Granting this permission allows VGO CRM to send emails on your behalf from your connected VGO Google account. This is used for sending automated communications such as welcome emails and order status updates as configured within VGO CRM by you.
  • VGO CRM does not access, read, or store your other emails, email content (beyond what is needed for the specific composed message), or other personal data from your Gmail account for any purpose other than sending the specifically authorized emails. We do not attempt to access your Google contacts, calendar, or other Google services unless explicitly stated and authorized for a separate, specific feature.
• Usage Data:
  • We may collect information on how VGO CRM is accessed and used by our admin staff (e.g., login times, features used, actions taken within the CRM). This data is used for internal analytics, system administration, security monitoring, and improving the functionality of VGO CRM.

4. How We Use Your Information

We use the information collected for the following purposes:

• To provide, operate, and maintain the VGO CRM system for our internal administrative staff.
• To enable admin users to manage VGO customer information, project bookings, sales processes, support requests, and other CRM functionalities.
• To Utilize Google Integration for Sending Emails:
  • To send automated welcome emails to new VGO customers/participants.
  • To send notifications regarding the status of customer orders or project bookings to participants and relevant VGO staff.
  • All such emails are sent from the admin user's connected VGO Google account, based on templates and triggers configured within VGO CRM by authorized admin users.
• For internal VGO operational purposes, including reporting, process improvement, and administrative oversight.
• To provide support to our admin users for VGO CRM.
• To maintain the security and integrity of VGO CRM.

5. How We Share Your Information

Information managed within VGO CRM is primarily for internal use by VietNam Global Outreach.

• General: We do not sell or rent VGO CRM user information or the data processed within it. Information may be accessible to authorized VGO personnel who require access for their job responsibilities in managing VGO programs and operations.
• Information Processed via Google Gmail API:
  • When VGO CRM sends an email on an admin user's behalf using the Gmail API, the email is processed by Google's systems for delivery.
  • We do not share the content of these emails or the ability to send emails with any other third parties, except as necessary to facilitate the email sending (i.e., via Google) or if required by law.
• Compliance with Google API Services User Data Policy:
  • VGO CRM's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. This means data obtained via Google APIs is used only as described in this policy, to provide or improve user-facing features that are prominent in VGO CRM's user interface, and is not transferred to others unless necessary for security, legal compliance, as part of a merger/acquisition (with consent), or with explicit user consent for other purposes. We do not use this data for serving advertisements.  
• Legal Requirements: We may disclose information if required to do so by law or in the good faith belief that such action is necessary to comply with a legal obligation, protect and defend the rights or property of VGO, prevent fraud, act in urgent circumstances to protect the personal safety of users of VGO CRM or the public, or protect against legal liability.  

6. Data Security VGO is committed to protecting the security of the information within VGO CRM. We implement reasonable administrative, technical, and physical safeguards designed to protect information from unauthorized access, use, alteration, or destruction. This includes measures such as access controls for VGO admin users, secure data storage, and regular security reviews.

However, please note that no method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee its absolute security. Admin users are also responsible for maintaining the confidentiality of their VGO CRM login credentials.  

7. Data Retention We retain information collected through VGO CRM for as long as necessary to fulfill the purposes outlined in this Privacy Policy, to support VGO's operational needs, or as required by applicable Vietnamese law.

• VGO admin user account information for VGO CRM will be retained as long as the user is an active admin staff member or as needed for VGO's records.
• Data related to Google account integration (such as access tokens) is retained only as long as the integration is active and authorized by the admin user. If access is revoked, this information is deleted.
• Information sent via the Gmail API is not stored by VGO CRM beyond the transactional logs necessary for confirming the send operation. The emails themselves reside in the admin user's Google account.

8. Your Rights and Choices (for VGO Admin Users)

As an admin user of VGO CRM, you have certain rights and choices regarding your information:

• Access and Update: You can typically access and update your VGO CRM profile information through the system's settings or by contacting the VGO IT/CRM administrator.
• Google Account Integration:
  • You choose whether to authorize VGO CRM to access your VGO Google account for sending emails.
  • You can revoke VGO CRM's access to your Google account at any time through your Google account's security settings page (usually found at https://myaccount.google.com/permissions). Revoking access will prevent VGO CRM from sending emails on your behalf from that account.

9. Policy Concerning Children VGO CRM is an internal business tool intended for use by authorized adult administrative staff of VietNam Global Outreach. It is not designed for or intentionally targeted at children under the age of 18 (or the applicable age of majority). We do not knowingly collect personal information from children through VGO CRM.

10. Changes to This Privacy Policy We may update this Privacy Policy from time to time to reflect changes in our practices, VGO CRM's functionalities, or legal requirements. If we make material changes, we will notify our admin users through VGO CRM or via email (using the VGO email address on file) prior to the change becoming effective. We encourage you to periodically review this page for the latest information on our privacy practices. Your continued use of VGO CRM after any changes to this Privacy Policy will constitute your acknowledgment of the modifications and your consent to abide and be bound by the modified Privacy Policy.  

11. Governing Law This Privacy Policy and any disputes related thereto shall be governed by and construed in accordance with the laws of Vietnam.