SchoolAutomate – A Simple Yet Powerful Unified Platform

Platform Features

A Simplified Yet Powerful Unified Platform

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Online Environment

A fully accessible, cloud-based portal for students, teachers, and administrators — available anytime, anywhere for seamless school management.

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Financial ERP

Integrated financial management and ERP tools that streamline billing, payments, and financial reporting across your entire institution.

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HR Management

Comprehensive human resource management covering faculty records, payroll, attendance, and HR workflows — all in one place.

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Library Management

Digital library system for cataloging, tracking, and managing books and resources, making knowledge accessible to the whole school community.

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Efficient Reporting

Generate instant, accurate reports on academics, finances, attendance, and more — empowering data-driven decisions for school leadership.

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Secured Environment

Enterprise-grade security with data encryption, role-based access control, and regular audits to protect sensitive school information.

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Integrated Online Bank Payment

Seamlessly integrates student ledgers with Bank ATM, Credit/Debit Cards, GCash, and Smart Money for real-time, secure online payment processing.

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Payroll with Integrated Biometric

Automates faculty and staff payroll computation fully integrated with biometric attendance systems — eliminating manual errors and saving HR time.

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Purchasing & Asset Management

Streamlines institutional purchasing workflows and tracks all assets — from procurement requests and approvals to asset tagging, depreciation, and disposal.

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SMS System

Sends automated SMS notifications to parents and students for enrollment confirmations, billing reminders, grade alerts, and school announcements in real time.

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RFID System

Integrates RFID technology for automated student attendance tracking, gate access monitoring, and library check-in/check-out — boosting campus safety and efficiency.

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Powerful Secured Environment

Multi-layered enterprise-grade security with end-to-end encryption, role-based access controls, SSL, and regular security audits — compliant with RA 10173 Data Privacy Act.

Testimonials

What School Administrators Say

Hear directly from the leaders who trust SchoolAutomate every day

"As MIS Director of SBC for the past five years, I am highly satisfied with the SchoolAutomate System developed by GTI Software Developer, Inc., as it provides a complete and fully integrated solution for our school operations—from online registration and enrollment, faculty grade encoding, student information management, payroll, and accounting, to comprehensive reporting. Its client/server platform for Windows and Linux with internet and intranet capability has enabled efficient and secure processes, while features such as data locking for sensitive records, conflict checking in scheduling and faculty loading, biometric integration, student kiosk access, and BIR-compliant financial reports have greatly improved accuracy, transparency, and service delivery. I confidently recommend SchoolAutomate to other institutions seeking a reliable, secure, and innovative management information system that truly supports effective and modern school administration."

Former MIS Directorr
St. Bridget College

"I am Ryan Gamboa, ITMSO Officer of St. Bridget College, and I work closely together with our team with GTI in the ongoing use and management of SchoolAutomate as our core school management system.Our experience with GTI has been defined by a process-oriented partnership, where SchoolAutomate is customized to meet the specific operational requirements of our school. Rather than applying a generic solution, GTI collaborates with our IT office and our school offices to align the system with our workflows for admissions, grades encoding, payments, and SMS notifications for student entry.This collaborative and adaptive approach allows SchoolAutomate to integrate effectively into our institutional processes and support our day-to-day academic and administrative operations."

ITMSO Officer
St. Bridget College

"SchoolAutomate has been a reliable and professional partner of our registrar's office. The team demonstrates strong knowledge and technical competence, responsiveness and a clear understanding of institutional requirements. They are able to customize solutions based on our specific needs, addressing issues and implementing improvements efficiently, which has significantly supported the continuity and effectiveness of our operations. We value GTI's commitment to service and collaboration."

Office of the Registrar
Xavier School Inc

"GTI Software Developer Inc, has been provider of the SchoolAutomate Software to the University since SY 2015-16. The software has greatly improved our University's finance and accounting operations by automating billing, collection, and financial reporting. Real-time, centralized financial data has strengthened accuracy, transparency, and compliance while reduing manual processing and errors. With streamlined workflows and timely reports, our finance team can make faster, more informed decisions and provide better service to students and stakeholders."

Office of VP-Finance
Liceo de Cagayan University

"SchoolAutomate has been an integral part of the University’s system since 2012 and has played a critical role in enhancing the efficiency of the institution operations through its ability to provide records and data management, computerized workflow, and real-time access to academic records. From a system administration perspective, SchoolAutomate provides for sufficient monitoring, control of access, and system integrity through role-based accessibility, user activity logging, and secure system handling. It provides useful system maintenance features and reporting, ensuring continuity of services and keeping abreast of the changing needs of the University."

System Administrator
Wesleyan University-Philippines

"After due evaluation and continued utilization of the said system, the University attests that Wesleyan Automate has consistently demonstrated reliability, efficiency, and operational integrity in fulfilling its intended purposes. These include, but are not limited to, monitoring functions, payment processing, issuance of records, creation and tracking of transactions, and other essential processes integral to the University's dayto-day operations. The system has become a vital component in supporting the functions of the University's administration, management, faculty, staff, and students, and has contributed significantly to the effective delivery of institutional services."

Vice President for Finance
Wesleyan University-Philippines

"We have been using SchoolAutomate for a little over two decades. It is a comprehensive and dependable school information management system that covers academic records, credentials, accounting, and support services. Once fully implemented, it is highly robust, requiring minimal updates and technical support. The support team is responsive, promptly addressing queries and implementing requested updates and necessary modifications. Overall, it is a stable and trustworthy long-term solution for academic and administrative management."

Deputy Executive Director
Chinese General Hospital Colleges, Inc.

"SchoolAutomate and Chinese General Hospital Colleges, Inc. has been a longtime partner since 2006. SchoolAutomate provides a wide range of systematic programs which it is basically a collection of systems that are incorporated into one, it helps our institution in its daily transactions, from time-in and out of employees and students, enrollment, accounting, inventory, and even the complex reports for financial statements, payroll, ledgers, etc. We recently acquired the contract services of SchoolAutomate when it was during the pandemic, it has strengthened our institution to face the pandemic and continuously provide services to our students. Support is always available and ready to help when we encounter bugs and even with requests for the customizations to custom fit for our needs."

Project Coordinator
Chinese General Hospital Colleges, Inc.

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SchoolAutomate

Effective Date: January 1, 2025 | Last Updated: April 14, 2026 | Version: 2.0

1. Introduction

SchoolAutomate (operated by GTI Software) is committed to protecting your personal data and ensuring your privacy rights are upheld. This Privacy Policy governs the collection, use, storage, and processing of personal information through the SchoolAutomate platform, and is aligned with the General Data Protection Regulation (GDPR) and the Philippines Data Privacy Act of 2012 (Republic Act No. 10173) and its Implementing Rules and Regulations.

By using SchoolAutomate, you consent to the practices described in this policy. If you do not agree, please discontinue use of the platform.

2. Who We Are (Data Controller)

SchoolAutomate / GTI Software is the Data Controller responsible for your personal data. We are registered with the National Privacy Commission (NPC) of the Philippines. For GDPR purposes, we act as both Data Controller and, in some contexts, Data Processor on behalf of our institutional clients.

Data Protection Officer (DPO): [email protected]

3. Personal Data We Collect

We collect the following categories of personal data:

Identity Data: Full name, student/employee ID, date of birth, gender, nationality
Contact Data: Email address, phone/mobile number, home address
Academic Data: Enrollment records, grades, attendance, clearance status, academic history
Financial Data: Billing records, payment history, bank/payment method references (not full card numbers)
Biometric Data: Fingerprint/RFID attendance data (collected with explicit consent)
Technical Data: IP address, login logs, device identifiers, browser type
Communication Data: SMS logs, system notifications, and contact form submissions

4. Legal Basis for Processing

We process your personal data under the following legal bases under GDPR (Art. 6) and RA 10173:

Consent: For marketing, biometric enrollment, and optional communications
Contract Performance: To fulfill services under agreements with educational institutions
Legal Obligation: To comply with Philippine educational laws (DepEd, CHED, TESDA)
Legitimate Interests: For system security, fraud prevention, and service improvement

5. How We Use Your Data

Student and faculty enrollment management
Grade encoding, clearance, and academic credential processing
Billing, payment processing, and financial reporting
Payroll computation and biometric attendance integration
SMS and email notifications to students, parents, and staff
RFID-based campus access and attendance monitoring
System security, audit logs, and technical support
Compliance with government regulatory reporting

6. Data Sharing and Third Parties

We do not sell your personal data. We may share data only with:

Authorized school administrators and faculty within your institution
Payment processors (banks, GCash, Smart Money) under strict data agreements
SMS gateway providers for notification services
Government agencies (DepEd, CHED, BIR, NPC) as legally required
IT infrastructure providers hosting the platform under data processing agreements

All third-party processors are bound by Data Processing Agreements (DPAs) compliant with both GDPR and RA 10173.

7. Data Retention

Personal data is retained for the period necessary to fulfill the purposes described above, or as required by applicable law:

Academic records: Minimum 10 years (or as required by CHED/DepEd)
Financial records: 5 years (per BIR regulations)
Biometric/RFID data: Active enrollment period only
System logs: 12 months rolling
Contact form data: 2 years or until request withdrawn

8. Your Rights as a Data Subject

Under RA 10173 and GDPR, you have the following rights:

Right to be Informed — Know what data we collect and why
Right of Access — Request a copy of your personal data
Right to Rectification — Correct inaccurate or incomplete data
Right to Erasure ("Right to be Forgotten") — Request deletion where applicable
Right to Data Portability — Receive your data in a structured, machine-readable format
Right to Object — Object to processing based on legitimate interests or direct marketing
Right to Restrict Processing — Limit how we use your data under certain circumstances
Right to Withdraw Consent — At any time, for consent-based processing
Right to Lodge a Complaint — With the National Privacy Commission (NPC) at www.privacy.gov.ph or your EU supervisory authority

To exercise your rights, contact our DPO at: [email protected]

9. Data Security

We implement appropriate technical and organizational measures to protect your personal data, including:

SSL/TLS encryption for all data in transit
AES-256 encryption for sensitive data at rest
Role-based access controls (RBAC) and multi-factor authentication
Regular vulnerability assessments and penetration testing
24/7 intrusion detection and monitoring
Incident response and breach notification procedures (within 72 hours per GDPR; within 5 days per NPC)

10. Cookies and Tracking

SchoolAutomate uses session cookies for authentication and essential platform functionality. We do not use third-party advertising cookies. You may adjust your browser settings to refuse cookies, though this may affect platform functionality.

11. Children's Privacy

SchoolAutomate processes data of minors (students under 18) on behalf of educational institutions. Such processing is conducted with the written consent of parents or legal guardians, in compliance with Section 13 of RA 10173 and GDPR Article 8.

12. International Data Transfers

Where data is transferred outside the Philippines or the EEA, we ensure adequate protections are in place through Standard Contractual Clauses (SCCs), adequacy decisions, or equivalent mechanisms as required by GDPR Chapter V and NPC guidelines.

13. Changes to This Policy

We may update this Privacy Policy to reflect changes in law, technology, or our services. Material changes will be communicated via email or prominent notice on our platform at least 30 days prior to taking effect. Continued use after the effective date constitutes acceptance of the updated policy.

14. Contact Us

For privacy-related inquiries, data subject requests, or to report a concern:

Data Protection Officer

SchoolAutomate / GTI Software

📧 [email protected]

🌐 www.schoolautomate.com

📍 Philippines

This Privacy Policy is compliant with the General Data Protection Regulation (EU) 2016/679 (GDPR) and the Philippines Data Privacy Act of 2012 (Republic Act No. 10173) and its Implementing Rules and Regulations (IRR).

A Simple Yet Powerful Unified Platform

Modernizing School Management Since 2004