Summary:
We collect the minimum personal data needed to run onlineexams.ai, including data you enter (e.g., name, email), usage & device data, and—if you take a proctored test—recordings from your camera, microphone, and screen. We use this to provide services, keep exams fair, improve features, and comply with law. You control your data rights described below.
Table of Contents
- Who we are & scope
- What data we collect
- How we use your data
- Lawful bases / legal grounds
- Proctoring data & integrity
- Cookies & similar technologies
- Sharing & international transfers
- Data retention
- Your rights
- Children & students
- Security
- Governing law & how to complain
- Changes to this policy
- Contact & grievance officer (India)
1) Who we are & scope
onlineexams.ai (“we”, “us”, “our”) provides online exam preparation and remote assessment tools. This policy explains how we process personal data on our websites, apps, and services.
We are based in India and operate globally. When we act as a service provider to schools, colleges, coaching centers, or employers, our processing may also be governed by our agreement with that organization.
2) What data we collect
2.1 Data you provide
- Account & profile: name, email, password (hashed), phone (optional), institution (optional).
- Exam activity: selected tests, answers, attempts, scores, feedback, flags, dispute submissions.
- Support & communications: messages you send to us, survey responses, reviews.
2.2 Data we collect automatically
- Usage & device data: IP address, browser type/version, device identifiers, OS, referring/exit pages, clicks, pages viewed, session duration, coarse location.
- Diagnostics: crash logs, performance metrics.
2.3 Proctoring & integrity data (if applicable)
- Audio/Video: webcam and microphone recordings during proctored sessions.
- Screen & system activity: screen capture/stream, active window/app changes, keystroke/clipboard events where explicitly enabled, network indicators.
- Environment checks: ID verification snapshots, room scans, face/liveness checks, behavior analytics.
2.4 Payments (if introduced in future)
We currently do not charge fees to individual learners. If paid features are launched later, payment details will be processed by compliant third‑party processors; we will not store your full card number.
3) How we use your data
- Provide and operate the Platform, including practice exams, analytics, leaderboards, and certificates.
- Proctor and secure assessments; detect, investigate, and prevent cheating and misuse.
- Support: respond to requests, resolve disputes, and provide notices.
- Improve and research: develop new features, quality assurance, and product analytics (using aggregated and/or de‑identified data where possible).
- Security: monitor, prevent, and address fraud, abuse, and technical issues.
- Legal: comply with laws, enforce Terms, and defend our rights.
- Optional personalization and communications with your consent (e.g., study tips, product updates).
4) Lawful bases / legal grounds
Depending on your location, we rely on one or more of the following legal grounds:
- Consent for proctoring, certain cookies/analytics, marketing, and specific optional data uses.
- Contract to deliver services you request (account, tests, results).
- Legitimate interests to keep our services secure, prevent fraud, and improve features, balanced against your rights.
- Legal obligation to comply with applicable laws and respond to lawful requests.
5) Proctoring data & integrity
When you start a proctored session, you consent to recording and monitoring as described here and in our Terms. We use a mix of human and AI-assisted review. Automated flags do not by themselves determine outcomes; proctors or authorized reviewers make final decisions where required.
- Transparency: Before a session, we list the capture modes enabled (camera, mic, screen, etc.).
- Access: Proctoring data is accessible only to authorized staff, proctors, and—in institutional programs—your organization’s administrators, under confidentiality obligations.
- Retention: Unless a longer period is required for an active investigation or legal duty, we generally retain proctoring recordings for up to 180 days from the session date, then delete or de‑identify them.
6) Cookies & similar technologies
We use necessary cookies to operate the site and (where you consent) analytics cookies to understand usage. We do not currently serve interest‑based ads.
- Strictly necessary: authentication, session management, security.
- Analytics (optional): page views, feature engagement, crash analytics.
You can manage preferences via our cookie banner or your browser settings. If you block necessary cookies, some features may not work.
7) Sharing & international transfers
7.1 Vendors & partners
We share data with service providers who help us run the Platform (hosting/CDN, analytics, proctoring technology, communications). They must use data only on our instructions and protect it appropriately.
7.2 Institutions / employers
If your account is provisioned by a school, coaching center, or employer, we may share relevant performance and proctoring data with authorized administrators per program rules.
7.3 Legal
We may disclose information to comply with law, enforce our terms, or protect rights, property, users, or the public.
7.4 Cross‑border transfers
Data may be processed in India and other countries. Where required, we use safeguards such as standard contractual clauses, inter‑company agreements, and risk assessments to protect your data during transfers.
8) Data retention
We keep personal data only as long as needed for the purposes above, then delete or de‑identify it. Typical periods:
- Account data: for the life of your account; delete within a reasonable time after closure.
- Exam results & logs: typically 3 years from last activity unless you request earlier deletion and no legal/academic hold applies.
- Proctoring recordings: up to 180 days (see Section 5).
- Support tickets: up to 2 years after resolution.
9) Your rights
Your privacy rights depend on your location but may include:
- Access to your data and a copy in a portable format.
- Correction of inaccurate data.
- Deletion in certain circumstances.
- Restriction/Objection to some processing (e.g., analytics or marketing).
- Withdraw consent where processing is based on consent (e.g., proctoring outside institutional requirement, analytics cookies).
To exercise rights, contact privacy@onlineexams.ai. We may need to verify your identity and, where applicable, obtain authorization from your institution.
10) Children & students
- Minimum age: Our Terms require users to be at least 13 years old.
- India (DPDP Act 2023): Users under 18 require verifiable parental consent. For institutional programs, we rely on the institution to obtain and manage necessary consents.
- Outside India: If local law sets a higher “digital consent” age, we will comply by seeking guardian consent via appropriate flows.
11) Security
We implement technical and organizational measures such as encryption in transit, access controls, audit logging, least‑privilege access, and employee confidentiality obligations. No system is perfectly secure; please use strong passwords and keep them confidential.
12) Governing law & how to complain
This policy is governed by the laws of India. If you have concerns, contact our Grievance Officer (details below). If unresolved, you may lodge a complaint with the Data Protection Board of India or other competent authority in your jurisdiction, as applicable.
13) Changes to this policy
We may update this Privacy Policy from time to time. Material changes will be notified via the Platform or email. The “Last updated” date at the top reflects the effective date.
14) Contact & grievance officer (India)
