1. Introduction

VGU Library operates the VGU Library App (the “App”) version 1.0.0, which enables students and staff to view, book, and manage room reservations within the VGU Library system. This Privacy Policy describes how we collect, use, and protect your information when you use the App.

By using the App, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

a) User Information

  • Name
  • Email address 
  • phone (optional)
  • User ID / VGUID (to identify you in the booking system)
  • Authentication data (e.g. Google / institutional login)

b) Booking Data

  • Room ID / room name
  • Booking date and time slot
  • Booking status (booked, checked in, canceled)
  • Participants (if the feature is enabled)
  • Ban or booking restriction status (if applicable)

c) Device & Usage Information

We may automatically collect certain technical data through Firebase services (such as Firebase Analytics or Crashlytics), including:

  • Device model and operating system version
  • App version
  • Crash reports and performance metrics

We do not collect sensitive financial data, GPS location, or media content.

3. How We Use Your Information

We use the collected information to:

  • Authenticate users and allow them to log in to the App
  • Display and manage your current and past room bookings
  • Prevent misuse of the booking system (for example, temporary bans for repeated no-shows)
  • Improve the stability, performance, and usability of the App
  • Generate anonymous usage statistics to understand how the App is used

We do not sell or rent your personal information to third parties for marketing or advertising purposes.

4. Data Storage and Security

The App uses Google Firebase (including Firestore and Firebase Authentication) to store data. Your data is transmitted over secure HTTPS connections and stored on Google’s cloud infrastructure.

Access to your data is restricted through Firebase Security Rules and is limited to authorized VGU personnel who need access to manage the booking system.

5. Data Retention

We retain booking-related data only for as long as it is necessary to:

  • Provide the booking service to you
  • Maintain audit logs for library usage
  • Enforce booking policies (e.g. temporary bans)

User account data (name, email, VGUID) is kept while your university/institution account remains active. You may contact us to request deletion, subject to institutional policies.

6. Third-Party Services

The App uses the following third-party services:

  • Google Firebase Authentication – for secure user sign-in
  • Firebase Cloud Firestore – for structured data storage
  • Firebase Analytics / Crashlytics – for performance and crash reporting

These services may collect information as described in their own privacy policies: Firebase Privacy & Security .

7. Children’s Privacy

This App is intended for university students and staff. It is not directed to children under the age of 13, and we do not knowingly collect personal information from children.

8. Your Rights

Depending on your institution’s policies, you may:

  • Request access to the personal data we hold about you
  • Request correction of inaccurate data
  • Request deletion of your personal data (may limit your ability to use the App)

To exercise these rights, please contact us using the details below.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in the App or in legal requirements. When we do, we will update the “Effective Date” at the top of this page. Your continued use of the App after changes means you accept the updated policy.

10. Contact Us

If you have any questions about this Privacy Policy or about your data, you can contact us at:

VGU Library Administration
Vietnamese-German University (VGU)
Email: library@vgu.edu.vn