Privacy Policy

1. Who we are & Our Role

QSmartExam provides a secure, AI-native examination platform to educational institutions, universities, coaching centers, government bodies, and corporate organizations ("institutions"). When an institution administers an examination via QSmartExam, the institution acts as the data controller, and QSmartExam acts strictly as the data processor for candidate data.

2. Data we collect

We collect and process only the minimum necessary information required to deliver fair, authenticated, and secure assessments:

• Account data: Name, email address, institutional roll number/ID, department, and user role.
• Examination data: Question banks, answer scripts, responses, grading rubrics, scores, and analytics.
• Proctoring data: Identity verification snapshots, webcam video feeds, audio events, browser focus logs, and AI integrity anomaly flags (where the institution enables automated proctoring). Learn more on our Security & Integrity page.
• Technical telemetry: Device type, OS version, browser fingerprints, IP address, and encrypted audit logs.

3. How we use data

We process data strictly to deliver examinations, verify student identity, evaluate subjective and objective answers, generate academic analytics, issue verifiable credentials, and protect platform integrity.

Commitment against public AI training: We do not sell personal data, and we never use student submissions or institutional exam content to train public foundation models.

4. AI processing & Academic Governance

AI-assisted features—such as automated question generation, paper drafting, and subjective answer scoring—operate on private, isolated inference pipelines. All automated evaluations remain fully transparent, auditable, and overridable by faculty. Final academic and disciplinary decisions rest solely with the administering institution.

5. Data Retention & Auto-Purging

Examination records, answer sheets, and scorecards are retained according to the retention schedule configured by each institution. Proctoring video recordings and screen captures default to a limited, secure retention window and are automatically deleted upon expiration unless flagged for academic review.

6. Security & Encryption Standards

All data is encrypted in transit using TLS 1.3 and at rest using AES-256 encryption. Access is governed by strict role-based access control (RBAC), multi-factor authentication (MFA), and immutable tamper-evident audit logs. For complete details on our infrastructure security controls, visit our Enterprise Security page.

7. Candidate & User Rights

Under applicable global privacy regulations (including GDPR, FERPA, and regional Data Protection Acts), individuals have the right to access, rectify, export, or request the deletion of their personal data. Because the institution is the primary data controller, candidates may submit requests directly to their institution, and QSmartExam will assist in prompt fulfillment.

8. Sub-processors & Data Residency

We partner with vetted cloud infrastructure and communication providers subject to strict Data Processing Agreements (DPAs). For enterprise institutions requiring sovereign data compliance, deployments can be pinned to specific regional data centers. Review our partner integrations on our Integrations page.

9. Contact Privacy & Data Protection Officer

If you have questions regarding this Privacy Policy or wish to exercise data subject rights, please contact our Data Protection Team at privacy@qsmartexam.com or visit our Contact Support page.