At IntelliAssess, we value your trust and are fully committed to protecting your privacy. This policy outlines how we collect, process, secure, and retain your data when you use our AI-powered online assessment, identity verification, and proctoring services.
Table of Contents
1. Information We Collect & Process
We collect information that you directly provide to us, as well as data automatically generated during exam sessions:
- Account & Roster Information: Names, email addresses, roles (Admin/Teacher/Student), and student invitations sent by instructors.
- Assessment Data: Questions, student answers, grading rubrics, exam scores, and uploaded PDF/document course materials (which are indexed in our vector databases).
- Proctoring & Device Data: Webcam snapshots, selfie enrollment files, audio noise metadata, browser active window/blur state events, and clipboard blocker alerts.
- Billing Information: All subscription transactions are processed securely through Stripe. We do not store credit card credentials on our servers.
2. AI & Automated Processing
IntelliAssess uses advanced artificial intelligence to automate grading, generate assessments, and audit exam logs. For example, student submissions are evaluated using LLM systems aligned with specific rubrics uploaded by instructors. To prevent algorithmic bias, human instructors retain final approval rights and can override any AI-generated marks or comments at any time.
3. Proctoring, Audio, & Exam Security
When proctoring is enabled by an administrator, we monitor the testing environment to prevent exam manipulation:
- Webcam Face Verification: We collect a startup selfie enrollment image. During the exam, webcam snapshots are analyzed via AWS Rekognition to check for facial absences, coverage, multiple faces, or identity mismatches.
- Audio Proctoring: We analyze microphone inputs for sustained high ambient noise levels or secondary voices. Audio is analyzed in-memory to detect irregularities; no continuous audio files are permanently recorded.
- Browser Locks: Our environment security restricts clipboard actions (copy/paste), detects window size changes, checks when the student navigates away from the exam tab, and flags if developer debugging tools are opened.
4. Personal API Keys & BYOK Storage
If an administrator configures the application to use their own third-party keys (Bring Your Own Key - BYOK mode) for OpenAI, Groq, or Gemini, these keys are stored securely using encryption. They are strictly used to run AI generations authorized by the key holder and are never shared or used for other accounts.
5. How We Share Data
We do not sell, rent, or trade your personal information. Data is only shared with authorized sub-processors necessary to run the service:
| Partner | Purpose |
|---|---|
| Stripe | Subscription billing and transaction processing. |
| OpenAI / Groq / Gemini | AI question generation and grading assistant pipelines. |
| Amazon Web Services (AWS) | Cloud infrastructure, hosting, database storage, and AWS Rekognition. |
6. Data Retention Policies
We retain your information in accordance with our retention policy:
- Account & Assessments: Retained for as long as your account remains active. An administrator can delete assessments, libraries, and student rosters at any time.
- Proctoring Logs: Images, event warnings, and device logs collected during proctoring sessions are archived and automatically deleted after **90 days**.
- System Backups: System backups are retained in secure storage for a maximum of 30 days.
7. Security Safeguards
We implement comprehensive technical and organizational safeguards to secure your data, including:
- Encryption of data in transit (TLS 1.3) and at rest (AES-256).
- Database level security, utilizing parameterization to prevent SQL injections and utilizing clean CORS policies.
- Access control lists ensuring that student details and rosters are only visible to the designated teacher or organization administrator.
8. Your Data Rights
Depending on your location, you may have rights under the GDPR, CCPA, or other local privacy regulations:
- Right to Access: You can request a copy of the personal data we hold about you.
- Right to Deletion: You can request the deletion of your account and related data.
- Right to Correction: You can update inaccurate profile details directly from the dashboard settings.
9. Contact Us
If you have questions about this Privacy Policy or wish to exercise any of your rights, please reach out to our team at:
Email: support@intelliassess.ai