Legal

Privacy Policy

Last updated: April 2026  ·  Effective immediately

Eye Proctor ("we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your information when you use our AI-powered proctoring platform, including our Google Forms Add-on.

1. Information We Collect

Via the Google Forms Add-on

When an Assessment Admin installs and opens the Eye Proctor Google Forms Add-on, we collect the following data via Google OAuth2 identity token:

How we collect it: Data is collected via the Google Forms Add-on using a Google OAuth2 identity token when the teacher opens the add-on. The raw identity token is verified server-side using Google's public keys and is then immediately discarded. Only the email address, name, and form metadata are saved to our database.

Via the Hosted Proctoring Platform

When candidates take a proctored assessment, we additionally collect: event-triggered webcam snapshots, audio recordings, browser and tab activity, facial recognition data (processed via AWS Rekognition), and device information.

Account & Billing Information

We collect organisation details, administrator names and email addresses, billing information, and subscription data. We also collect technical usage information including IP addresses, log files, and cookies.

Self-Hosted Deployments

For institutions using the self-hosted version, Eye Proctor has zero access to any proctoring session data. All data remains on the institution's own infrastructure under their full control.

2. How We Use Your Information

• To provide proctoring services and generate assessment integrity reports
• To create and manage teacher accounts via the Google Forms Add-on
• To link assessments created in Eye Proctor to the corresponding Google Form
• To verify candidate identity through facial comparison (hosted platform only)
• To process payments and manage subscriptions
• To improve our AI detection algorithms and platform performance
• To send service-related communications
• To comply with legal obligations

3. How We Protect Your Data

• All data is transmitted over HTTPS (encrypted in transit)
• Data is encrypted at rest
• Google OAuth2 identity tokens are verified server-side using Google's public keys and immediately discarded — only email, name, and form metadata are saved
• Access controls and regular security assessments are in place
• Staff are trained on data protection obligations

No internet transmission is 100% secure and we cannot guarantee absolute security, but we implement industry-standard protections.

4. Data Retention

Google Forms Add-on data (email, name, form metadata) is retained for as long as the Assessment Admin maintains an active Eye Proctor account.

Hosted platform proctoring data is retained for 1 year from the assessment date unless an earlier deletion is requested.

Self-hosted deployments: Institutions determine and control their own retention periods. Eye Proctor has no access to this data.

To request deletion of your data, contact us at hello@eyeproctor.com.

5. Data Sharing

We do not sell, rent, or trade your personal information. We share data only with:

• Institutions — to fulfil our contractual obligations
• AWS (Amazon Web Services) — for facial recognition processing on the hosted platform. AWS's data practices are governed by their Privacy Notice
• Google — we use Google OAuth2 for identity verification via the add-on
• Legal authorities — when required by applicable law
• Acquiring entities — in the event of a business transfer, subject to the same protections

6. Third-Party Services

• Google OAuth2 / Google Workspace — identity verification and add-on integration
• Amazon Web Services (AWS) — facial recognition (hosted platform only)
• We may also use hosting and database infrastructure providers; any such providers are bound by appropriate data processing agreements

7. International Data Transfers

Eye Proctor operates globally and may process data in the UK, EEA, and other jurisdictions. We ensure appropriate safeguards are in place, including Standard Contractual Clauses approved by the UK ICO and European Commission.

8. Your Rights

You have the right to: access your personal information; request correction of inaccurate data; request deletion (subject to legal exceptions); restrict or object to processing; and request data portability. UK/EEA users may also lodge complaints with the Information Commissioner's Office (ICO) or their local supervisory authority.

To exercise any of these rights, contact us at hello@eyeproctor.com. We will respond within one month.

9. GDPR Legal Basis

For UK/EEA users, we process data under: contractual necessity (to provide proctoring services); legitimate interests (maintaining assessment integrity, improving services, and preventing fraud); legal obligation (compliance requirements); and consent (for biometric data such as facial recognition).

10. Children's Privacy

When minors use our services, we rely on educational institutions to obtain appropriate parental or guardian consent as required by COPPA (US) and equivalent regulations in other jurisdictions.

11. Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices, technology, or legal requirements. Material changes will be posted on our website with an updated effective date. Continued use of our services constitutes acceptance of the updated policy.

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Terms & Conditions

Last updated: April 2026  ·  Effective immediately

These Terms and Conditions ("Terms") govern your access to and use of Eye Proctor's AI-powered proctoring platform, including the Eye Proctor Google Forms Add-on (collectively, the "Services"), operated by Eye Proctor ("we", "us", or "our"). By using the Services you agree to these Terms.

1. Who Can Use Eye Proctor

Eye Proctor is designed for Assessment Administrators (Assessment Admins) and the organisations they represent, who need to set up, manage, and proctor assessments. Use of the Services is also available to authorised organisations and their designated candidates.

You must be at least 18 years old to create an account. By registering, you confirm that all information you provide is accurate and that you are authorised to bind your organisation to these Terms.

2. What the Service Does

Eye Proctor provides AI-powered proctoring services that help maintain the integrity of online assessments. This includes:

• Event-based monitoring via webcam snapshots, audio recordings, browser activity tracking, and facial recognition
• AI-powered detection of potential assessment integrity violations
• Proctoring reports and analytics for Assessment Admins
• Google Forms Add-on: a direct integration that links Eye Proctor assessments to Google Form-based tests, enabling Assessment Admins to configure and activate proctoring from within Google Forms
• Hosted platform and self-hosted deployment options
• Enterprise subscriptions and pay-as-you-go credit purchasing

3. Acceptable Use Policy

You agree to:

• Comply with all applicable laws and assessment guidelines
• Provide accurate information, including candidate volume estimates
• Respect the intellectual property rights of Eye Proctor and third parties
• Obtain all necessary consents from candidates (and parents/guardians where candidates are minors) before enabling proctoring

You agree NOT to:

• Share account credentials — each account is for a single authorised user or organisation; sharing logins is prohibited
• Circumvent, disable, or interfere with any security features of the Services
• Use bots, automated systems, or scripts to access the Services in an unauthorised manner
• Reverse engineer, decompile, or disassemble any part of the platform
• Upload malicious code, viruses, or harmful content
• Violate the privacy rights of candidates or any other individuals
• Misrepresent candidate volumes or misuse proctoring reports
• Use the Services for any unlawful purpose or in violation of these Terms
• Abuse, harass, or engage in any conduct that damages the Services or other users

4. Subscription & Payment

Enterprise Subscriptions: Annual contracts with per-candidate pricing based on projected volume. Subscriptions auto-renew unless cancelled with 30 days' written notice. Pricing may adjust at renewal based on actual usage.

Pay-As-You-Go: Credits may be purchased for individual assessments. Credits are non-refundable and do not expire. All fees are non-refundable except as required by law. We may modify pricing with 30 days' notice.

5. Intellectual Property

All Eye Proctor content, features, software, and algorithms are owned by Eye Proctor or our licensors and are protected by intellectual property laws. We grant you a limited, non-exclusive, non-transferable, revocable licence to use the Services for their intended purpose only.

6. Data Ownership

Hosted Platform: Proctoring data is retained for 1 year and is deletable on request. Institutions retain ownership of all assessment results.

Self-Hosted: All data remains on the institution's infrastructure. Eye Proctor has zero access. Institutions have full control over retention and management.

7. Disclaimers & Limitation of Liability

THE SERVICES ARE PROVIDED "AS IS" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED. Our AI proctoring assists with assessment integrity but is not infallible. We do not guarantee that all violations will be detected or that all flagged events constitute actual violations. Final decisions always remain with the Assessment Admin or institution.

TO THE FULLEST EXTENT PERMITTED BY LAW, EYE PROCTOR SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES. OUR TOTAL LIABILITY TO YOU SHALL NOT EXCEED THE FEES PAID BY YOU IN THE 12 MONTHS PRECEDING THE CLAIM.

8. Indemnification

You agree to indemnify and hold harmless Eye Proctor, its affiliates, officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, or expenses (including reasonable legal fees) arising from: your use or misuse of the Services; your violation of these Terms; your violation of any third-party rights; or content you submit through the Services.

9. Account Termination

You may terminate your account at any time by contacting hello@eyeproctor.com. Termination does not entitle you to a refund for any prepaid period.

We may suspend or terminate your account immediately and without notice if you violate these Terms, engage in illegal activity, or otherwise misuse the Services. Upon termination, all licences granted to you cease immediately. Provisions relating to disclaimers, limitation of liability, and indemnification survive termination.

10. Right to Update These Terms

We may modify these Terms or the Services at any time. Material changes will be communicated to registered users by email and/or by a prominent notice on our website, with an updated effective date. Your continued use of the Services after such notice constitutes your acceptance of the updated Terms. If you do not agree to the updated Terms, you must stop using the Services.

11. Governing Law

These Terms are governed by the laws of England and Wales. Disputes are subject to the exclusive jurisdiction of the courts of England and Wales. We encourage informal resolution before formal proceedings — please contact us first at hello@eyeproctor.com.

12. General

These Terms and our Privacy Policy constitute the entire agreement between you and Eye Proctor. If any provision is found to be invalid or unenforceable, the remaining provisions continue in full force. Our failure to enforce any right does not constitute a waiver. You may not assign these Terms without our consent; we may assign them freely.

13. Contact Us