Privacy notice

Who is responsible

GuroSuite is operated by Martin Rupert Bulquerin, a sole proprietor in the Philippines. For anything about your own account — your name, your email, your payments — we are the personal information controller under the Data Privacy Act of 2012 (RA 10173).

For the learner records you enter, you and your school are the controller and we are the processor. They are your records. We hold and process them so you can produce your class records and DepEd forms, and for nothing else.

What is stored

About you:

• Your name, email address, and a hashed version of your password.
• A profile photo, only if you upload one.
• Your school’s name, DepEd school ID, region, division, district and municipality, and its crest if you add one.

About your learners, as you enter them:

• Name, Learner Reference Number, sex and date of birth.
• Scores, term grades, final grades and attendance.
• Written remarks — the Annex F narrative boxes, conduct and values observations, and Kindergarten competency ratings.

About payments:

• The GCash reference number you paste, the amount, what it was for, and when it was confirmed.
• Never a card number, a bank account number, or your GCash PIN or MPIN. Nobody from GuroSuite will ever ask for those.

Who can see it

Your school’s records are readable only inside your school. That is enforced by the database itself, not only by the app: every table carries a policy that filters rows to the signed-in school, so a query that forgot to filter returns nothing rather than somebody else’s class.

If you invite a colleague, they see the same learners and records you do. That is the point of inviting them, and it is worth being deliberate about.

The operator — one person — can reach payment records, school names and user accounts in order to confirm payments and answer support requests. That account is deliberately not able to read learner records.

What leaves our server

Four services, and nothing else:

• OVH — the virtual server the app and database run on.
• Cloudflare R2 — where the nightly backup is stored. The backup is encrypted before it leaves the server, with a public key whose private half is deliberately not kept on the server. Somebody who took the backup could not read it.
• Resend — sends password reset and invitation emails. It sees the recipient address and the message.
• OpenAI — read the next section. This is the one worth your attention.

There are no advertising trackers, no analytics scripts and no third-party fonts. Nothing about your learners is sold, shared or used to train anything of ours.

The AI features, specifically

Two features send data to OpenAI, and only when you press the button that starts them:

• Drafting a progress note. This sends the child’s first name and the competency ratings and descriptors you recorded for them. It does not send their family name, LRN, birth date or address.
• Drafting a lesson plan. This sends the competencies and details you type into the form. No learner data is involved.

OpenAI is outside the Philippines, so this is a cross-border transfer of personal information under RA 10173. If you would rather no learner information left the country, do not use the drafting button— every narrative box can be written by hand, and nothing else in the app sends learner data anywhere.

A note that was drafted is recorded as drafted, so you can always tell which text a model produced and which you wrote.

How long it is kept

Until you ask us to remove it. Basic never expires, so an account nobody has opened for a year is not an abandoned one — it is a teacher between school years, and deleting their records on a timer would be the worst possible surprise.

Ask, and we erase the school and everything in it: learners, grades, attendance, remarks and your account. Backups already taken roll off on their own schedule; tell us if you need them purged sooner and we will.

Your rights

Under RA 10173 you may ask to see what we hold about you, correct it, have it erased, object to how it is used, or take a complaint to the National Privacy Commission. Most of it you can do yourself inside the app — your account details, your school, your classes and your learners are all editable, and a class can be deleted outright.

For anything else, email hello@gurosuite.com. We will answer within a week, and sooner if it is urgent.

If something goes wrong

If learner data is ever exposed, we will tell the affected schools and the National Privacy Commission within 72 hours of establishing it, as the Act requires — and we will say what happened rather than that “an incident occurred”.

Changes

If this notice changes in a way that affects what we do with learner records, we will email you before it takes effect rather than quietly changing the date at the top.

See also the terms of service.