Privacy policy

Who decides and who processes the data

• School data (teachers, classes, subjects, rooms, and timetables): the school is the controller and decides what is processed and why. GradeMestre is the processor and processes this data only to provide the service, on the school's instructions.
• Public schools: the controller is the responsible public body, such as the education department or the city government.
• Account, subscription, and website data (sign-in, billing, and access records): GradeMestre is the controller.

What data we process

We process only what is needed to build and publish the timetable:

• Teachers: name or code, subjects, teaching load, availability, fixed commitments, and absences recorded only by category, never by medical reason.
• System users: name, email, language, role at the school, and sign-in method (a password stored only as a cryptographic hash, a passkey, a second factor, or a Google or Microsoft account, of which we keep only the identifier).
• Classes: the system works with classes (e.g., 8A, with 32 students), with no identified student data: there are no student names, enrollment numbers, or class rosters.
• Billing: data about the school's billing contact and the subscription.
• Technical records: date, time, and IP address of each sign-in (access record) and server errors, with codes only and no personal data.

What we use it for

• Building, adjusting, and publishing the school timetable.
• Recording absences and suggesting cover teachers.
• Giving each person secure access, with the permissions of the role the school defined.
• Billing the subscription and issuing invoices.
• Meeting legal obligations, such as keeping access records.
• Providing support, only when the school grants temporary, recorded access.

We do not sell personal data and do not use it for advertising.

Legal bases

The bases below are a first reading and will still be validated by legal counsel.

• School data: the basis is defined by the school, as controller. Usually, performance of the employment contract and compliance with a legal obligation (LGPD, art. 7, II and V) or, in public schools, carrying out public policies and legal duties (art. 7, III, and art. 23).
• Account and billing: performance of the subscription contract (art. 7, V).
• Access records: compliance with a legal obligation (art. 7, II, and the Brazilian Internet Civil Framework, art. 15).

Who we share it with

Only with providers the service needs to work, under contract and to the minimum necessary:

• Hosting and storage: servers, database, files, and backups, which are encrypted.
• Billing: the payment provider receives the billing contact and subscription data, never teachers' data.
• Email: the email provider sends system notices, such as account confirmation and the notice to the cover teacher.
• Artificial intelligence, only if the school turns it on: before anything is sent, names and contact details are replaced with codes (pseudonymization). The school chooses between the AI offered by GradeMestre and a provider of its own, with its own key. With AI turned off, no data goes to any AI provider.

Published timetable: when the school publishes a timetable by link, anyone with the link sees what the school chose to show (teachers may appear only by code). The school can revoke the link at any time.

We also provide data to authorities when the law or a court order requires it.

Where the data is stored

The region of the servers that will store real school data is still to be defined, with legal counsel, before use with real data begins. If the data is stored outside Brazil, this will only happen with one of the safeguards that the LGPD requires for international transfers (art. 33). This policy will state the region before any real data is stored.

How long we keep it

• Access records (date, time, and IP address of the sign-in): at least 6 months, as required by the Brazilian Internet Civil Framework (art. 15). After the period set on the platform, they are deleted automatically.
• Server errors (codes only, no personal data): deleted automatically after the period set on the platform.
• Expired sign-in sessions and verification codes: deleted automatically a few days after they expire.
• Official timetables: during the contract and afterward, for the period set in the contract with the school, as evidence of teachers' working hours.
• Other school data: during the contract. At the end, the school can export it, and then it is deleted.
• Billing and invoices: for the period required by tax law.
• Backups: short cycle; what was deleted from the system leaves the backups when they expire.

The periods not yet set above will be defined with legal counsel and published on this page.

Your rights

The LGPD (art. 18) gives you, as the data subject:

• confirmation that we process your data and access to it;
• correction of incomplete, inaccurate, or outdated data;
• anonymization, blocking, or deletion of unnecessary or excessive data, or data processed in breach of the law;
• data portability;
• information about who we share the data with;
• withdrawal of consent, when consent is the basis for processing;
• a petition to the Brazilian National Data Protection Authority (ANPD).

Teacher or school employee: the school is responsible for your data. Send your request to the school. If the request reaches GradeMestre, we forward it to the school and let you know.

System user: you can view and change your name, language, sign-in methods, and connected devices in your account.

Security

• Each school is isolated in the database: one school never sees another school's data.
• Sign-in with a second factor or passkey, and identity confirmation for sensitive actions.
• Encrypted traffic and encrypted backups.
• Technical records with no personal data.
• The GradeMestre team only accesses a school's data with temporary access granted by the school, recorded and visible to it.

If a security incident affects a school's data, we notify the school without delay.

Cookies

We use only cookies essential to the system, with no advertising and no third-party tracking:

In the teacher app, the teacher's own timetable may be stored on the device for offline viewing. It is deleted when the person signs out.

Data protection officer and contact

• Data protection officer: to be defined.
• Privacy contact: to be defined.

Both will be published here before use with real school data.

Changes to this policy

When this policy changes, the new version will be published on this page, with the date. Relevant changes will be announced to schools before they take effect. See also the Terms of use.