Privacy policy

1. Who is responsible for your data

When you use GurukulLive on your own (for example, a personal account), we decide how your data is used and act as the data fiduciary.

When a school, institute or company (an “Organization”) gives you access, that Organization decides how its members’ data is used and we process it on its behalf as a data processor. Questions about an Organization’s classes, recordings or attendance should first go to that Organization.

2. Data we collect

• Account data: name, email address, phone number (if you add one or sign in with a one-time SMS code), password (stored only as a hash), profile photo, and Organization memberships and roles. If you sign in with Google, we receive your name, email address and profile photo from Google.
• Meeting data: meeting titles and schedules, join and leave times, display names, chat messages, polls and whiteboard content. Camera, microphone and screen-share streams are sent live to the other participants and are not stored unless a host records the meeting.
• Recordings and transcripts: audio, video and text produced when a host chooses to record, and AI notes (transcripts, summaries, quizzes) when the Organization turns AI features on.
• Attendance: attendance computed for classes from join and leave times.
• Assistant and support messages: questions you send to the GurukulLive Assistant, and support tickets.
• Billing data: billing contact, GSTIN and invoices. Card and UPI details are handled by our payment processor (Razorpay); we don’t store them.
• Technical data: IP address, device and browser type, signed-in sessions, and diagnostic logs needed to run and secure the Service.

In addition, the Android app collects:

• Camera and microphone: used only while you are in a call and only after you grant the permission; the streams are handled as described under meeting data.
• Push token: a Firebase Cloud Messaging token, so we can send class reminders and call notifications.
• Device / installation identifier: a random identifier created by the app, used to tell your devices apart in calls and in your list of signed-in devices.
• Crash diagnostics: crash reports (stack trace, app version, device model, Android version and your account ID) sent to Firebase Crashlytics, so we can fix bugs.

We don’t use advertising identifiers, show ads or sell data to advertisers.

3. How we use data

• To provide the Service: connect calls, show schedules, store recordings, compute attendance and send notifications.
• To provide the AI features your Organization turns on (transcripts, summaries, quizzes) and to answer questions sent to the GurukulLive Assistant. We don’t use your recordings or messages to train AI models.
• To review AI content you report: a report sends the reported content (and, for a GurukulLive Assistant reply, the earlier messages of that chat) to GurukulLive staff and, for an Organization’s recordings, to that Organization’s admins.
• To review reports made in a meeting or class: when someone reports a message, question or participant, a copy of what was reported (even a private message), the reported person’s name and account ID, and the reporter’s name, email address and account ID go to GurukulLive staff and, for an Organization’s meetings and classes, to that Organization’s admins (only to staff when one of those admins is reported), so they can look into abuse. Reporting an anonymous question shares the asker’s name and account ID with them. The hosts of that meeting or class are told who was reported and why (never the asker of an anonymous question), but not what was said or who reported it.
• To secure the Service: authenticate users, prevent abuse and investigate incidents.
• To bill paid plans and meet tax and accounting obligations.
• To improve the Service using aggregated, de-identified usage information.
• To communicate with you about your account, changes to the Service and, if you agree, product news.

4. Consent and legitimate uses

We process personal data with your consent, which you give by creating an account or joining a meeting, or for legitimate uses permitted by law, such as complying with legal obligations or responding to emergencies. You may withdraw consent at any time; this doesn’t affect processing that already took place.

5. Sharing

We do not sell personal data. We share it only with:

• The Organization that manages your account, and other participants of meetings you join (for example your name and video).
• The service providers (processors) listed in the next section, which operate parts of the Service for us under contracts that require them to protect the data and use it only on our instructions.
• Authorities, when required by law or a valid legal order.

6. Service providers we use

• Cloud hosting: the servers that run the GurukulLive web app, API and databases.
• LiveKit media servers (run by us): audio, video and screen-share streams of calls go through media servers we operate ourselves; they are not sent to a third-party video provider.
• Cloudflare R2 (Cloudflare, Inc.): storage for recordings and uploaded files.
• Google Gemini API (Google LLC): AI features. When your Organization turns them on, recording audio and transcripts are sent to Gemini to produce transcripts, summaries and quizzes. Messages you send to the GurukulLive Assistant are also processed by Gemini.
• Firebase Cloud Messaging and Firebase Crashlytics (Google LLC): push notifications and crash reports for the Android app. Browser notifications are delivered through your browser’s push service (for example Google, Mozilla or Apple).
• Google Sign-In (Google LLC): only if you choose to sign in with Google.
• SMS providers (MSG91 and Twilio): your phone number and one-time codes, to send sign-in and verification SMS.
• Email delivery provider: your email address and the content of the emails we send you (invitations, reminders, receipts, password resets).
• Razorpay: payments for paid plans.

7. Retention

We keep account data while your account is active. Recordings, attendance and meeting data are kept as configured by you or your Organization and deleted when you or the Organization delete them. Billing records are kept as long as tax law requires. Backups are deleted on a rolling schedule.

8. Deleting your account

You can delete your account at any time on our account deletion page (https://gurukullive.trinetraailabs.in/delete-account) or from Settings in the Android app. If your account is managed by a school or company, its administrator may need to carry out or approve the deletion.

When your account is deleted, we delete or anonymise your personal data, except what we must keep by law (for example invoices and tax records) and content that belongs to an Organization (such as class recordings), which that Organization controls. Copies in backups are removed as the backups expire.

9. Security

We use encryption in transit (TLS), encrypted storage for recordings, hashed passwords, role-based access and audit logging. No system is perfectly secure; if a personal data breach affects you, we will notify you and the Data Protection Board as the law requires. More on our security page.

10. Your rights

Subject to applicable law, you can:

• access a summary of your personal data and how it is processed;
• correct, complete or update your data;
• ask us to erase your data, unless we must keep it by law;
• nominate another person to exercise your rights in case of death or incapacity;
• raise a grievance with us, and then with the Data Protection Board of India.

If your account is managed by an Organization, we may forward your request to it.

11. Children

Students under 18 use GurukulLive through their school or institute, which is responsible for obtaining verifiable consent from a parent or guardian where the law requires it. We do not use children’s data for tracking, behavioural monitoring or targeted advertising.

12. Where data is processed

Data may be processed in India and in other countries where our service providers operate, as permitted by Indian law. Hosting in an India region for organizations that require it is on our roadmap.

13. Changes to this policy

We will post changes here and, for material changes, notify account owners by email or in the app before they take effect.

14. Contact & grievance officer

Grievance Officer: [Name of the Grievance Officer — to be added by Trinetra AI Labs], Trinetra AI Labs, [Postal address — to be added by Trinetra AI Labs]. Email: privacy@trinetraailabs.com.

We acknowledge grievances within 48 hours and aim to resolve them within 30 days.