About VGO CRM

VGO CRM is the internal Customer Relationship Management system developed for and used by the administrative staff of VietNam Global Outreach (VGO). Its primary purpose is to ensure efficient management of interactions, applications, and ongoing support for individuals and groups participating in VGO's diverse range of international volunteer and cultural exchange programs.

Our platform allows authorized VGO admin staff to:

• Add, update, and manage information related to customer orders and bookings for VGO projects.
• Track customer interactions and communication history.
• Automate key email notifications to customers and internal staff.

Core Functionalities Include:

• Customer & Order Management: Centralized system for handling participant applications and project bookings from initial inquiry to post-program follow-up.
• Automated Email Notifications: Send welcome emails, order status updates, payment confirmations, and pre-departure information.
• Sales & Lead Management: Tools for tracking potential participants and institutional partners.
• Project & Task Coordination: Manage internal tasks related to program administration.
• Support & Request Handling: Log and manage inquiries from participants and stakeholders.
• Knowledge Base: Internal repository for VGO program information and administrative procedures.
• Utilities & Reporting: Tools for data analysis and operational oversight.

How VGO CRM Uses Google Integration for Email Automation

To enhance communication efficiency and provide timely, personalized updates, VGO CRM integrates with the Google Workspace/Gmail accounts used by authorized VGO administrative staff.

Purpose of Requesting Google User Data (Gmail API Access)

VGO CRM requests authorization to use the Google Gmail API for the sole purpose of enabling our admin staff to send emails on their behalf directly from within the VGO CRM system. This functionality is crucial for:

• Sending Welcome Emails: Automatically greeting new customers shortly after they book a VGO project or express confirmed interest.
• Notifying Order Status: Keeping customers and relevant internal VGO staff informed about the progress of an application or booking (e.g., application received, payment confirmed, visa support documents issued, pre-departure checklist).

The specific Google OAuth scope requested is typically https://www.googleapis.com/auth/gmail.send. This permission allows VGO CRM, upon action by an authorized VGO admin user, to compose and send emails from that user's VGO-affiliated Google account info@vgo.org.vn.

Transparency in Data Usage:

• Emails are sent based on predefined templates and triggers configured within VGO CRM by admin staff, directly related to VGO's operational processes.
• This integration ensures that all official communications originate from a recognized VGO email address, maintaining professionalism and brand consistency.
• VGO CRM does not access, read, store (other than for the immediate sending process), or manage your emails beyond the specific task of sending these authorized, automated notifications.
• The content of the emails is related to VGO program participation and customer service.
• User control is maintained by the VGO admin staff who initiate these actions through the CRM interface.

Our Commitment to Data Privacy

VietNam Global Outreach and the VGO CRM system are deeply committed to protecting the privacy and security of all user data, including any data accessed via Google APIs.

Our use of the Google Gmail API is strictly limited to the email sending functionalities described above, initiated by authorized VGO administrative staff for legitimate operational purposes of VietNam Global Outreach.

We handle all data in accordance with our comprehensive Privacy Policy, which fully details our data collection, usage, storage, and protection practices. 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.

We encourage you to review our Privacy Policy to understand our commitment to your data.