Privacy and Security Pledge

Privacy and Security- Proctortrack

Privacy & Security Guidelines

Proctortrack by Verificient is a testing solution that provides identity verification and online proctoring services. Our privacy and safety guidelines confirm the security of your data and personal information that we collect.

At Proctortrack, our first and foremost objective is to build a platform of trust and confidence among our partners, educators, and students. And thus, we want to present our detailed privacy structure, our commitment, and practices that we adopt to respect and protect your sensitive information.

Our commitment to the test-taker

At Proctortrack, we commit to safeguarding your information from malware, viruses, theft, data breaches, destruction, misuse, disclosure, and unauthorized access. We foster a trusted environment while monitoring and proctoring an exam. And keeping in mind your privacy concerns, we would like to give you a clear insight into what we do and what we don’t do with your data.

Proctortrack proctoring

Roles and Definitions:

Test Sponsor – Organization or academic institution that requires Identity Verification and a high level of confidence that no breaches in the test integrity have occurred.

Data Controller – Organization or academic institution that requires the collection of data of its users in order to ensure high integrity in their online credentials. The requirements needed for the test sponsor to deliver a high level of test integrity is dictated by the organization or institution. These high standards of identity verification are often outlined by federal guidelines and required for federally funded Title IV financial aid such as Federal Pell Grant, Federal Supplemental Educational Opportunity Grant (SEOG), Federal Perkins Loan, Federal Subsidized and Unsubsidized Direct Loans. 

Data Processor – Verificient and its products (Proctortrack, Remotedesk) acts as a processor of data for the Test Sponsor and Data Controller. Processing includes ID verification confirmations and ensuring that there have been no challenges to the test policy outlined by the Test Sponsor and Data Collector. Verificient temporarily stores the data in high-level encrypted data cloud storage facilities and destroys data (typically 90 days) after the submission deadline of terms’ course grades.

online remote proctoring
What We Do:
remote online proctoring
What We Don't Do:
Proctortrack- what we do

 

  • We temporarily collect, process, encrypt and hold student data as authorized by the educational institution/agency, teacher, or the parent/student. It is automatically deleted from our secured servers 90 days after the final course submission date.

 

Personal Information that you provide through the Services: We collect Personal Information (as per the requirements set by your Test Provider) after receiving consent from you, the user, such as when you:

  • Launch the Services from your learning management system;
  • Register for and/or login to the Platform; request customer support, a demo, or more information; 
  • Communicate with us via email or social media sites; 
  • Provide biometric data, including as part of onboarding to the Services, to create your identity profile; or take a test using our Services.

 

Personal Information collected through our Services may include the following:

  • Name
  • Photograph of identity document, such as a driver’s license
  • Photograph of you
  • Telephone Number – (used for tech support only)
  • Name of the Test Sponsor(s) (i.e., the educational institution(s)) at which you are enrolled and course test information
  • E-mail address
  • Test submissions
  • Screen-captures
  • Audio and video recordings of you taking tests 
  • Room scan- scan of the test-room environment
  • Biometric data : Typically a Face Scan, which may be considered as biometric information under certain regulatory regimes
  • Hardware and software details (background process list, system configuration information,  etc)

 

Please be assured that the actual data collected is limited to the agreed categories (out of the above) with your Test Sponsor as per their proctoring requirements. You may check with your Test Sponsor’s (your school or organization) Privacy Officer for details.

Proctortrack- What we don't do

 

  • Credit Card Information is not collected and stored. Certain Test Sponsors may require test takers to make proctoring payments themselves. “Stripe” is used as a third party payment gateway.  Credit card information and address will be needed to complete the payment process (only if you are required to make payments directly to us).

 

  • Date of Birth (DOB) records are not collected and stored. With certain Test Sponsors DOB may be required only for verification purposes during registration.

 

  • Keystroke Data is not collected and stored. We may only detect and restrict certain keystrokes to facilitate the test requirements.

 

  • We don’t collect, maintain, use, or share student personal information beyond that needed for authorized educational/school purposes, or as authorized by the parent/student.

 

  • We don’t sell or market your personal information.

 

  • We don’t use or disclose student information collected through an educational service for behavioral targeting of advertisements to students.

 

  • We don’t build a student’s personal profile other than supporting authorized educational/school purposes or as authorized by the parent/student.

 

  • We don’t retain student personal information beyond the period (typically 90 days) required to support the authorized educational/school purposes, or as authorized by the parent/student.

As a cloud-based company entrusted with some of our customers’ most valuable data, we’ve set high-security standards. Proctortrack is the first to be SOC 2 audited in the industry and utilize the SSAE 16/18 framework to provide security reviews. We’ve received several security certifications from the American Institute of Certified Public Accountants, such as SOC 2 Type 2.

Compliance:

Proctortrack complies with international privacy regulations and laws and adheres to the current industry standards, ensuring complete safety.

  • The Health Insurance Portability and Accountability Act (HIPAA)
  • Family Educational Rights and Privacy Act of 1974 (FERPA)
  • General Data Protection Regulation (GDPR)
  • SOC 2 Type 2

Frequently Asked Questions

Proctortrack, when not running, does not access any data. 

Once it is run, it accesses the computers’ connected device list, desktop screen, webcam, process logs, and system level logs to do a system check to check for any blacklisted applications, virtual webcams, external displays, multiple keyboards, virtual machines, and for any test policy violations.

After the system check step, Proctortrack accesses webcams for recording and uploading scans. If Proctortrack mobile app is used, then a webcam on the mobile is used to record and upload scans.

After the scans are completed, Proctortrack in its live proctoring mode, waits for the live proctor to approve the scans. There is no data accessed during this phase.

Once scans are approved, Proctortrack shows a blue-frame on screen, and accesses desktop screenshots, webcam, process logs, and keystrokes. These data are captured and analyzed for ensuring the integrity of exams. Live proctor sees the desktop screenshots and webcam feeds. 

Live proctors do not access the computer or its data. Live proctor only views the webcam feeds and desktop screenshots, and then interacts with the test takers via chat. 

Sat, Jul 18, 2020 at 7:29 PM

No. Our proctors do not have access to test-takers computers. Proctortrack application does not allow anyone to have remote access to your computer. Proctortrack only captures the minimum amount of data needed for proctoring, and uploads them for the remote proctor to monitor.

Technical issues happen, and our support staff does use a licensed version of Teamviewer (a common industry tech support application) to help test-takers with those issues. ONLY WHEN test-takers CONSENT AND GIVE PERMISSION, do we share a download link for Teamviewer. The test-taker ACCEPTS THIS REQUEST. Verificient documents this consent and tech support has limited time and access to their computer. Test-takers are always able to see exactly the steps taken by our support on their screens to help fix the technical issue reported. Upon conclusion of the support, Teamviewer is closed.

Sat, Jul 18, 2020 at 7:24 PM

No. Our proctors do not have access to the user’s personal files and folders.

Sat, Jul 18, 2020 at 7:24 PM

No. Our proctors do not have access to the user’s personal files and folders on their computer or phones. Proctortrack does not collect or store any financial information. 

Sat, Jul 18, 2020 at 7:25 PM

Proctortrack stores captured data locally on the test takers computer before uploading them to servers. To be able to save the data locally, it requires the disk access permission. However, so far, macOS does not provide fine grained access to disk such that Proctortrack can specify which folder it needs access to for storing, hence it asks for full disk access.

Sat, Jul 18, 2020 at 7:30 PM

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