Effective and last updated . What information examina.io handles, why we need it, and the choices available to you.
Ratelsoft uses personal information to provide and secure examina.io—not to sell it or build advertising profiles. An organization such as a school or employer usually controls examinee data, while Ratelsoft processes that data to deliver the Service. Features involving live video or facial identity checks require additional notice and controls.
This Privacy Policy explains how Ratelsoft Inc. (“Ratelsoft,” “we,” “us,” or “our”) handles personal information through examina.io websites, applications, APIs, embedded exam clients, and related support and business interactions (the “Service”).
Ratelsoft is responsible as a controller or organization for information used to operate our business, such as account registration, billing, website contacts, security, and service administration.
Schools, employers, certifying bodies, and other customers decide what examinee information, exam content, scoring, and proctoring settings to use. For that information, the customer is normally the controller and Ratelsoft acts as its processor or service provider. The customer’s own privacy notice also applies.
If you are an examinee: contact the organization that invited you first if you want to access, correct, or delete assessment data. We will help that organization respond where required.
We collect information directly from you, from the customer that provides your access, from enabled integrations, from payment and identity providers, and automatically when you use the Service.
A customer may submit or create:
The customer determines which fields are appropriate for its assessment. Customers should avoid collecting information that is unnecessary for the stated purpose.
When an authorized organization connects examina.io to a learning management system (“LMS”), the organization directs the exchange. Depending on the services it enables, we may receive course and context identifiers, resource-link and assessment-placement identifiers, user roles, and a platform-specific user identifier. If the organization enables Names and Roles Provisioning Services (NRPS), we may also receive the limited roster and role information needed for the requested course workflow.
When Assignment and Grade Services (AGS) is enabled, examina.io may return an assessment score, scoring scale, activity status, and related line-item reference to the LMS gradebook. We use LMS information to authenticate launches, connect the learner and assessment to the correct course placement, provide the hosted assessment, prevent replay or misuse, and perform the enabled roster or grade-return operation.
The school or other organization is responsible for choosing the LMS data and services it enables, providing notices to instructors and learners, and maintaining the authoritative gradebook and education records. Its privacy notice and LMS provider's terms also apply. Disconnecting an integration stops future exchanges after the disconnection takes effect; it does not remove information already transferred to the LMS or information the organization must retain. Learners should contact their institution about LMS records or grades.
When an authorized user uses AI authoring, we process the selected passages or uploaded source files, extracted and indexed text, embedded or directly uploaded images, image metadata and fingerprints, generation instructions and blueprint choices, generated candidates and visuals, accessibility descriptions, evidence references, validation results, and limited operational data such as token counts, status, errors, and billable-question units.
We use this information to retrieve relevant source sections and images, ask our configured AI provider to draft questions and—only when selected—create a new visual based on the same concept, validate the output, check for duplicates within the open paper, present candidates for human review, meter valid candidates, prevent abuse, and diagnose failures. Google Gemini currently provides the generative models. Cloud and storage providers may process source material as described under “How we disclose personal information.” We configure paid provider services for business use and do not authorize providers to use Customer Content to train general-purpose models.
Saved source resources, extracted images, and optimized representations remain in the organization’s private library until an authorized user deletes them or applicable plan, account, and retention rules require deletion. Temporary generation jobs and passage sources are normally removed within 24 hours, subject to backups, security records, and legal requirements. Generated candidates and visuals remain drafts unless a user chooses to insert them.
Do not supply material unless your organization has the right and lawful authority to process it. Authors should inspect source evidence and verify accuracy, appropriateness, and intellectual-property compliance before using a candidate.
When a customer enables live proctoring, the Service may transmit the examinee’s live camera and microphone feed, connection and session status, and proctor approvals to that customer’s authorized proctors. The live-proctoring feature does not currently record the audio or video stream.
Proctoring recording is currently unavailable for general use. If a recording feature is introduced or separately enabled, the organization must provide notice and the Service will identify that recording is active and state the applicable retention period before collection.
Biometric identity verification is optional and must be activated by the organization before it is enabled for an exam. It may process an enrolled reference photograph, liveness-session images or video, facial comparison results, confidence scores, provider session identifiers, and consent or review records. Ratelsoft does not use this information to identify people outside the relevant exam attempt, for advertising, or to train a general facial-recognition model.
Before biometric processing, the Service will present a separate notice identifying the purpose, provider, processing region, retention periods, and a non-biometric review alternative, and will ask for express consent where required. Withdrawing consent ends the biometric path for that active attempt and directs the examinee to the available alternative, subject to the organization’s assessment rules.
Identity results can be inaccurate. They are used to support an authorized organization’s review and should not be the sole basis for a high-impact decision without human review.
We use cookies and similar storage that are necessary to operate the Service. These are a secure session cookie for authentication, a security token used to protect form submissions, a preference cookie recording the language you selected, a preference cookie for the selected public-pricing currency, and a cookie recording your answer to the cookie notice itself. They keep you signed in, maintain security, remember choices you made, and route requests. We cannot remember a refusal without storing that refusal, which is why the last of these is necessary.
Google reCAPTCHA protects our public registration, contact, and quote-request forms from automated abuse. When you submit one of those forms, your browser contacts Google and Google sets cookies in it, and our server sends Google the reCAPTCHA token together with your IP address so that Google can return a score indicating whether the submission appears automated. We use that score to accept or reject the submission; we do not store the score or the token, and we do not use either for any other purpose. Google’s handling of that information is governed by Google’s Privacy Policy and Terms of Service. We treat this as strictly necessary because these forms are open to anyone on the internet and the check is what makes them safe to offer; it runs on those forms and nowhere else.
We do not currently use analytics, cross-site advertising cookies, or any similar measurement technology. We do not sell personal information or use it for targeted advertising. Our cookie notice offers categories for analytics and advertising so that a choice already exists if we ever adopt either; today both are empty, and nothing in either category is loaded whatever you choose.
Where a cookie is not necessary, we ask before setting it, and nothing optional is set until you answer. You can change or withdraw your answer at any time using the Cookie choices link in the footer of any page, and refusing is as easy as accepting. You can also control cookies through your browser. Blocking necessary cookies may prevent login, assessment access, or other core functions.
We use personal information to:
We may create aggregated or de-identified statistics that do not reasonably identify a person and use them to operate, understand, and improve the Service.
Where a law requires us to identify a legal basis, we rely on one or more of:
Where Canadian law applies, we obtain meaningful consent or rely on another basis permitted by law. You may withdraw consent for future processing, but this does not affect earlier lawful processing and may prevent an optional feature from working.
We disclose information only as needed for the purposes described above:
We do not sell or rent personal information. Our use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements.
Ratelsoft is based in Canada and serves customers in multiple countries, including Nigeria. We and our providers may process information in Canada, Nigeria, the United States, or other countries where we or they operate. Those countries may have privacy laws different from the place where the information originated, and lawful authorities there may have access rights.
We use contractual, organizational, and technical measures appropriate to the transfer and applicable law. Where required, these may include data-processing agreements and approved contractual safeguards. Optional biometric processing remains disabled unless its processing region and cross-border requirements have been specifically approved and disclosed.
We keep personal information only as long as reasonably necessary for the purposes described in this Policy, a customer’s documented instructions, our agreements, and legal, security, backup, audit, and dispute-resolution requirements.
Plan materials or an enterprise order may specify different periods. We may send reminders before scheduled plan-based deletion. Customers can also delete records through available controls or request account closure. Limited transaction, consent, audit, security, and legal records may remain when required for compliance or to establish or defend claims. Backups are overwritten on a controlled cycle.
Live proctoring is not currently recorded. If biometric identity verification is separately activated, the just-in-time consent notice controls: the current default policy schedules successful verification and related consent records for deletion after 30 days and failed, incomplete, or review-required records after 90 days. An enrolled reference image remains until it is replaced or the examinee is deleted, unless an earlier valid deletion request applies. Provider evidence may expire sooner.
When information is deleted or de-identified, we take reasonable steps to remove it from active systems; residual copies may remain temporarily in protected backups or where retention is legally required.
We use administrative, technical, and physical safeguards designed for the nature and sensitivity of the information. These include encryption in transit, access controls, role-based permissions, password hashing, private storage controls for sensitive images, encrypted biometric storage where configured, audit records, monitoring, recovery controls, and deletion procedures.
No internet service is completely secure. Customers and users must protect credentials, limit permissions, maintain secure devices, and promptly report suspected compromise. If a breach creates a real risk of significant harm or otherwise triggers notice duties, we will investigate and notify affected customers, individuals, and regulators as required by law.
Depending on where you live and the context, you may have rights to:
Account users can update some information in the Service. For other requests, contact us using Section 16. We may verify your identity, ask you to clarify the request, route an examinee request to the responsible customer, or retain information where an exception applies. You will not be discriminated against for exercising a privacy right.
examina.io is sold to organizations and is not directed to children for independent account creation. Children and students may take an assessment assigned by a school or other authorized organization. That organization is responsible for choosing appropriate information, giving age-appropriate notices, and obtaining consent from a parent or guardian when the individual cannot provide meaningful consent or when law requires it.
If you believe a child’s information was submitted without proper authority, contact the responsible organization or Ratelsoft. We will work with the organization to investigate and delete or restrict the information when appropriate.
We send messages needed to operate the Service, such as email verification, password reset, exam invitations, security alerts, billing notices, retention reminders, and support replies. You cannot opt out of essential messages while the relevant account or assessment remains active.
If we send optional marketing, you can unsubscribe using the message link or by contacting us. An unsubscribe may not stop communications sent independently by a customer that controls the recipient list.
We may update this Policy to reflect changes in the Service, law, or our practices. We will post the revised date here and provide additional notice before a material change takes effect when required. If a change introduces a materially different use of sensitive information, we will seek new consent where required.
Send questions, rights requests, or complaints to our Privacy Officer. Please do not email passwords, passcodes, facial images, or other unnecessary sensitive information.
We will acknowledge and investigate complaints and explain our decision. You may also contact the privacy regulator where you live, including the Office of the Privacy Commissioner of Canada or the Nigeria Data Protection Commission, as applicable.
