Who this policy covers
This Privacy Policy applies to test takers, instructors, invigilators, and administrators using the AI-Proctor website, iOS and other mobile applications, desktop applications, browser-based examination tools, and integrations with learning-management systems.
AI-Proctor is operated by TechiBees Inc.
Educational institutions, instructors, or authorized examination creators configure examinations and determine which proctoring features are required. They may determine whether the examination requires identity verification, face matching, photo-ID submission, camera or microphone access, screen recording, room scanning, mobile-camera monitoring, browser or application controls, or other examination-integrity features.
The institution or authorized examination creator also determines which instructors, invigilators, administrators, or other authorized personnel may view, download, review, or delete examination information, subject to the permissions available in the AI-Proctor platform and the institution's policies.
Test takers should also review any privacy information provided by their institution.
Choice before participation. A test taker may decline face-data processing by not proceeding with a face-enabled proctored examination and contacting their institution about an alternative arrangement. Where consent is the applicable legal basis, the test taker may withdraw that consent as described in the Privacy Rights, Deletion, and Withdrawal section. Declining or withdrawing may mean that the test taker cannot participate in that particular proctored workflow.
Who controls examination information
The educational institution, instructor, or authorized examination creator determines the examination settings, the categories of information collected from each test taker, the purposes for which the information is used, and the personnel who may access the examination information.
Depending on the applicable agreement and law, the educational institution may act as the data controller or equivalent responsible party for examination information. TechiBees Inc. provides and operates the AI-Proctor platform on behalf of the educational institution and processes examination information according to the institution's instructions, the applicable service agreement, and applicable law.
The institution is responsible for selecting appropriate examination settings, informing test takers about the examination requirements, managing user permissions, and ensuring that the examination process provides any legally required alternatives or accommodations.
Applicable legal basis
The legal basis for processing examination information may depend on the educational institution, the test taker's location, the examination arrangement, and applicable law. This Privacy Policy does not assume that consent is the legal basis for every processing activity. Where consent is the applicable legal basis, a test taker may withdraw that consent, subject to the consequences and process described below.
Information needed to deliver an examination
Depending on the examination settings selected by the institution, AI-Proctor may collect:
- Test-taker name, email address, student number, institution identifier, and examination identifier.
- IP address, device and operating-system information, application version, timestamps, and connection information.
- Photo-ID and face-verification information described in the Face Data section below.
- Camera, microphone, screen, and room-scan information when those features are enabled.
- Running-program, connected-device, browser-navigation, and examination-integrity events.
- Examination answers, uploaded response files, scores, grades, and communications with an instructor.
- For coding questions, source code, selected programming language, test input, program output, and test-case results.
- When automated grading is enabled, the question, model answer or grading context, rubric, test-taker answer, and generated score or feedback.
- Invitation and notification information, including recipient details, message content, delivery status, and invitation-link click events.
- Learning-management-system integration information, including examination and event codes, quiz links, student identifiers, session information, and examination start or end status.
- Technical and security logs, which may contain IP addresses, identifiers, request timestamps or data, file paths, errors, and service-provider responses.
AI-Proctor collects only the categories required by the institution's examination settings and the functions used by the test taker.
What face data is processed
Face data processed
The educational institution or its authorized instructor chooses the identity-verification setting for each examination. The available settings are:
- Face Match: the test taker takes a live face image when entering the examination, and AI-Proctor checks during the session whether the same person remains present.
- Face + ID Scan: the test taker takes a live face image and submits a photo ID. AI-Proctor compares the two images and continues checking whether the same person remains present during the examination.
- None: the identity check is skipped, so no face image or photo ID is collected for identity verification.
For Face + ID Scan, the instructor also chooses what happens when an automatic match is not confirmed: the test taker may be allowed to enter and flagged for review, or may be held until an authorized instructor or invigilator approves or denies entry.
Identity verification, camera monitoring, and session recording are separate settings. Selecting no identity check does not by itself disable camera monitoring or recording if the institution has enabled those features for the examination. AI-Proctor only processes the face data associated with the settings that apply to the examination and test taker.
Depending on those settings, AI-Proctor may process:
- A live selfie and the portrait appearing on the test taker's photo ID.
- A combined image showing the submitted photo ID and live selfie.
- Facial bounds, landmarks, pose information, and a mathematical facial embedding generated from an image.
- A face-comparison outcome, including a match or non-match result.
- Face-presence information, including no-face and multiple-face detections.
- Camera images, face-incident images and videos, and examination camera recordings containing the test taker's face.
- Manual-admission images provided when automatic verification does not produce an accepted match.
- The student, examination, timestamp, and incident classification associated with the material.
On-device processing and server uploads
Face detection, facial landmarks, pose information, the facial embedding, and the numerical face comparison are processed temporarily on the test taker's device. The facial embedding and landmarks are not uploaded to or retained by AI-Proctor's server. They are discarded when they are no longer needed for the comparison or monitoring session.
The combined ID/selfie image and match or non-match result are uploaded to AI-Proctor. When examination monitoring is enabled, camera images, face-incident evidence, and camera recordings may also be uploaded during the examination.
Purposes
AI-Proctor uses face data only to:
- Compare a live selfie with the portrait on a submitted photo ID.
- Determine whether identity verification produced a match or non-match result.
- Hold or flag a test taker for review by an authorized instructor or invigilator.
- Help confirm that the same person remains present during the examination.
- Detect no face, multiple people, or a possible different person.
- Notify authorized proctors about face-related examination incidents.
- Create examination-integrity evidence and reports.
- Operate, secure, troubleshoot, and support these examination functions.
No sale or unrelated use. AI-Proctor does not sell face data and does not use it for advertising, marketing, unrelated profiling, or training general-purpose artificial-intelligence or facial-recognition models.
Other information processed during an examination
The educational institution or its authorized instructor configures the monitoring requirements for each examination. Depending on the examination, the instructor may enable or disable audio-cheating detection, screen and camera recording, mobile companion-camera monitoring, room scans, and related automatic proctoring actions. Open Book mode disables application and browser-lockdown controls, but identity verification, audio detection, recording, and mobile-camera controls remain separate choices.
Based on the settings that apply to the examination and test taker, AI-Proctor may process:
- Screen images or recordings.
- Webcam, connected-camera, or mobile companion-camera images and recordings.
- Audio captured by the device microphone.
- Room-scan recordings.
- Programs running during the examination.
- Websites opened during the examination.
- Connected-device and examination-session events.
These categories are used to administer the examination, allow live or later review by authorized proctors, and document potential examination-integrity incidents. AI-Proctor processes monitoring information only for administering, securing, supporting, and reviewing the applicable examination, subject to the institution's configuration and applicable law.
If a test taker does not have an available camera, microphone, or required mobile companion device, the test taker may submit an exception request for that examination. An authorized instructor may approve or deny the request for that specific test taker. If approved, the test taker may proceed without supplying data through the unavailable device; all other examination settings still apply. AI-Proctor records the request and the instructor's decision as part of the examination record.
Purposes of processing
AI-Proctor uses examination information according to the settings selected by the educational institution or authorized examination creator. Depending on those settings, the information is used to:
- Deliver and administer the applicable examination.
- Verify a test taker's identity and help confirm that the same person remains present during the examination.
- Operate the enabled camera, microphone, screen, room-scan, mobile-camera, browser, application, and connected-device monitoring features.
- Identify and document potential examination-integrity incidents.
- Allow authorized instructors, invigilators, and administrators to conduct live or later review.
- Create examination-integrity evidence and reports and notify authorized proctors about examination incidents.
- Record and apply instructor decisions concerning identity review and device-exception requests.
- Execute and assess coding answers and, where enabled, provide automated grading or code-quality assistance for authorized instructor review.
- Send examination invitations and notifications and monitor their delivery and invitation-link engagement.
- Connect an examination with the TechiBees-hosted Moodle system where that integration is used.
- Operate, secure, troubleshoot, and support the examination functions described in this policy.
How automated detections support review
AI-Proctor uses automated systems to perform enabled functions such as face comparison and to identify potential examination-integrity events. These systems may produce match or non-match results, detect face-presence events such as no face or multiple faces, and flag other activity associated with the monitoring features selected for the examination.
Automated detections, comparison results, and incident flags are intended to assist authorized instructors, invigilators, and administrators in reviewing examination activity. They are not described in this policy as final academic-misconduct decisions. The educational institution and its authorized examination personnel use the available examination information under the institution's policies when making academic-integrity decisions.
For Face + ID Scan, an unsuccessful automatic match is handled according to the examination configuration selected by the instructor. The test taker may be allowed to enter and be flagged for review, or may be held until an authorized instructor or invigilator approves or denies entry.
Where automated essay grading or code-quality grading is enabled, AI systems may analyze the applicable answer and grading context and produce a proposed score, feedback, or code-quality assessment. These outputs support the examination and grading workflow; the educational institution determines how they are used and which authorized personnel may review them.
Where information may be processed
AI-Proctor's production application, database, active uploaded examination media, active AWS IoT Core configuration, and TechiBees-hosted Moodle system are currently located in Singapore. Authorized TechiBees personnel, including personnel in Egypt, may access examination information when necessary to operate, secure, troubleshoot, or support the service.
Other service providers listed above may process information in countries determined by their applicable standard service terms and account configuration. Where applicable law requires a particular cross-border-transfer mechanism or safeguard, TechiBees and the relevant institution must identify and put that arrangement in place. AI-Proctor does not represent that all examination information is stored or processed only within the European Union.
How long face and proctoring data is kept
| ID/selfie verification images covered by automatic media retention | Six calendar months from the date and time the AI-Proctor server receives the file. |
|---|---|
| Face-incident images and videos covered by automatic media retention | Six calendar months from the date and time the AI-Proctor server receives the file. |
| Registered camera, screen, mobile-camera, room-scan, and other proctoring recordings | Six calendar months from the date and time the AI-Proctor server receives the file. |
| Match results, face-related classifications, and retained incident details | Kept with the examination record until the instructor or authorized examination creator deletes the examination, unless an approved deletion request or another applicable requirement results in earlier deletion. |
| Facial embeddings and landmarks | Processed temporarily on the device and not retained by AI-Proctor's server. |
| Academic answers, including uploaded files and recorded audio or video answers, scores, grades, and instructor comments | Kept with the examination until the instructor or authorized examination creator deletes it, unless an applicable requirement results in earlier deletion. These academic answers are not deleted by the automatic six-month proctoring-media process. |
| Moodle quiz attempts, answers, grades, and course data in the TechiBees-hosted Moodle system | No separate automatic expiry currently applies. They remain until a teacher or administrator deletes the applicable examination or course. |
| Moodle student accounts | No separate automatic expiry currently applies. They remain until an administrator deletes the account. |
| Application logs | No fixed automatic deletion period currently applies. They are deleted manually from time to time. |
For media covered by automatic retention, AI-Proctor calculates the six-month deadline using the examination's configured timezone and stores the deadline in UTC. Creating a report copy does not restart the retention period; the copy follows the deadline of the original incident evidence. When the deadline is reached, the media file and its recorded report copies are deleted. The associated incident row, flagged time, incident type, result, classification, and other non-file details remain available as part of the examination record, and the interface indicates that the evidence file expired under the six-month media-retention policy.
The automatic six-month process applies to new proctoring media that receives a retention deadline, including new periodic camera and screen image-to-video recordings registered when they are created. Historical media that does not have a retention deadline is not retroactively deleted by this process and continues to be handled through the applicable manual deletion and deletion-request procedures.
If an instructor or authorized examination creator never deletes an examination, its retained incident details, match results, face-related classifications, and other examination records do not currently receive a separate automatic expiry date. They remain with the examination unless an approved deletion request, institutional instruction, contractual requirement, or applicable law requires deletion. Educational institutions and authorized examination creators are responsible for deleting examinations and associated records when they are no longer required under the institution's policies and applicable law.
An educational institution may request a specified longer retention period for media that would otherwise be deleted after six months. AI-Proctor may also retain applicable media longer when necessary for an active academic-integrity dispute or when required by law or a valid legal request. Any extended retention is associated with the applicable institutional, contractual, dispute-related, or legal requirement; it is not an unlimited extension. Access remains restricted during an extension, and the applicable media is deleted when the extension, dispute, or legal requirement ends, unless another stated retention requirement applies.
Information processed by SendGrid, Judge0/RapidAPI, OpenAI, or Anthropic is also subject to the applicable provider's standard service terms and the account settings used by TechiBees. TechiBees does not currently use an enterprise or zero-data-retention arrangement or a TechiBees-selected processing or data-residency region for those providers.
Privacy choices and requests
Depending on applicable law, a person's location, and the circumstances of the examination, a test taker may have rights concerning their personal information. Not every right applies in every jurisdiction or circumstance, and a request may be subject to applicable legal conditions or exceptions.
Where applicable, these rights may include:
- Access to personal information.
- Correction of inaccurate personal information.
- Deletion of personal information.
- Restriction of processing.
- Objection to processing.
- Data portability where applicable.
- Withdrawal of consent where consent is the applicable legal basis.
- The ability to complain to an appropriate privacy or data-protection authority.
Because an educational institution may act as the data controller or equivalent responsible party, a test taker may need to exercise these rights through their institution. The institution may need to verify the request and determine how applicable law and its academic-record responsibilities apply.
Face-data deletion requests
A test taker may request deletion of face data through their educational institution. Where consent is the applicable legal basis, the test taker may also withdraw that consent through the institution. The institution verifies the test taker's identity and forwards the verified request to support@ai-proctor.com.
The request should include:
- Full name and student number or institution identifier.
- Email address, if available.
- Institution name.
- Examination name or code and approximate examination date.
- Whether the request concerns withdrawal of consent, deletion of face data, or both.
TechiBees acknowledges a verified request within seven days and normally completes deletion within 30 days after receiving it. Deletion covers the applicable identity-verification material, face images and recordings, match results, face-related classifications, and copies controlled by AI-Proctor.
Academic answers, scores, grades, and other non-face academic records are not automatically deleted by a face-data deletion request.
Declining processing and withdrawing consent
- Before capture: a test taker may decline face-data processing. No face data is collected. If face verification or monitoring is required, the test taker should contact the institution about an alternative arrangement.
- During an examination: where consent is the applicable legal basis and the test taker withdraws consent, further face-data collection and processing stops. The proctored session may end because its monitoring requirements can no longer be satisfied. Previously collected face data becomes subject to the deletion-request process.
- After an examination: where consent is the applicable legal basis, withdrawal is treated as a request to delete previously collected face data and must be submitted and identity-verified through the institution.
Deletion may be deferred only for an active academic-integrity dispute or a legal requirement. The test taker will be informed of a delay unless notification is legally prohibited. The retained face data will be deleted when the applicable exception ends.
Where active data and recovery copies are kept
AI-Proctor stores active examination data with DigitalOcean in Singapore. Uploaded face images, uploaded answer files, and examination recordings are not included in AI-Proctor's database backups.
TechiBees maintains one restricted offline PostgreSQL database backup in Singapore for disaster recovery. The backup is not encrypted and is not connected to the Internet. Access is limited to one authorized person for restoration. Only the latest backup is kept; the previous backup is deleted when a replacement is created. Uploaded examination media is not included in this database backup.
A replacement backup is created after major system changes and after an approved deletion request that removes database records. After an approved face-data deletion request, the retained backup is replaced with a version that no longer contains the deleted face-data records.
How access is limited
AI-Proctor uses access controls intended to limit examination information to authorized institution personnel and TechiBees personnel whose work requires access. Applicable stored report evidence, proctoring evidence, monitoring images, and recorded student answers are delivered through authentication and examination-scoped permission checks. The retained database backup is kept offline with access limited to one authorized person, as described above.
AI-Proctor reviews and updates its safeguards as the service changes. No method of storage, transmission, or access control can be guaranteed to be completely secure.
If a test taker believes their information has been accessed improperly, they should contact their institution and support@ai-proctor.com.
Examinations involving minors
If an educational institution provides AI-Proctor for an examination involving a minor, the institution is responsible for determining and satisfying any applicable authorization, notice, parental or guardian consent, accommodation, or other legal requirements associated with that examination. The requirements may vary by jurisdiction and examination arrangement.
Updates to this policy
AI-Proctor may update this policy when its products, service providers, or legal obligations change. The current version will remain available at https://ai-proctor.com/privacy/.
Where required by applicable law, notice of a material revision may be provided through AI-Proctor or through the relevant educational institution.
Privacy questions
Questions about this policy or AI-Proctor's privacy practices may be sent to:
TechiBees Inc.Attn: Privacy
89 AbuBakr ElSeddik, Saudi Company Buildings
Ameryya, Cairo, Egypt
support@ai-proctor.com