Privacy Policy

About This Policy

This Privacy Policy explains how ProctoredAI, Inc., a North Carolina corporation ("ProctoredAI", "we" or "us"), handles personal information about visitors to ProctoredAI.com, people who contact us or start a trial, and the staff of our partners who use the ProctoredAI console.

It does not cover the data our platform collects from the devices of our partners' clients ("Client Data"). For Client Data, each client organization decides what is collected and why, its managed service provider (our partner) runs the service for it, and we process the data only on the partner's instructions, under our Master Services Agreement and Data Processing Addendum (ProctoredAI.com/dpa). If you are an employee whose computer runs the ProctoredAI agent, please contact your employer or its IT provider about that data. We will pass on any request we receive about it.

1. What We Collect

• Contact and demo requests. Your name, work email, company, approximate number of devices, the tools you use, your message, and the IP address the request came from.
• Trial signups. Your work email, the confirmation link we send to it, your company name, and your name. When you accept the Terms of Use we record who accepted, which version, when, the IP address and the browser's user agent.
• Console accounts. The name, email, role and organization of each console user, a hash of the password (never the password itself), two-factor and single sign-on settings, sign-in times, and the IP addresses of sign-ins. The console's audit log records the actions each user takes.
• Partner Agreement acceptance. Who accepted the Partner Agreement, the version, when, the IP address and the user agent, or a copy of the signed agreement.
• Billing. Your company's billing contact, its usage in Device-Days, the charges we make and any disputes. Card details are collected and stored by our payment processor once billing is turned on. We never see or store a full card number.
• Support and email. The emails you send to us and our replies.
• Technical data. Our servers and our network provider record IP addresses, request times and browser details in security and error logs.

We do not use advertising or analytics cookies, tracking pixels or third-party analytics on ProctoredAI.com or in the console. The console sets one cookie to keep you signed in. The website loads its fonts from Google Fonts, so your browser sends your IP address to Google when it fetches them.

2. How We Use It

• To answer your questions, run your trial, and provide, support and secure the console.
• To keep records of who accepted our terms and agreements, and when.
• To bill for usage, collect payment and handle disputes, once billing is turned on.
• To send service emails, such as sign-in links, alerts your organization configures, invitations, and notices about the service or your agreement.
• To protect the service, investigate misuse and meet our legal obligations.
• To improve the service, using account and usage information.

We do not sell personal information, share it for cross-context behavioral advertising, or use it to train AI models.

Where European or UK data protection law applies, our legal bases are: performing our contract with you or your organization (running the trial and the service, billing); our legitimate interests in answering enquiries, securing and improving the service, and keeping records of acceptance; and complying with legal obligations, such as tax records.

3. Who We Share It With

We share personal information only with the service providers that help us run ProctoredAI, under contracts that require them to protect it, and only for the purposes above:

When we turn on billing, we will add our payment processor to this list before it receives any data. We may also disclose information when the law requires it, to protect rights and safety, or as part of a merger or sale of our business, in which case the buyer must honor this policy.

Within the console, partners can see their own users and the client organizations they manage, and client administrators can see their own organization. That access is controlled by your organization's settings.

4. How Long We Keep It

• Contact and demo requests: up to 2 years after our last contact with you.
• Signup confirmation links: they stop working after 2 hours, and we delete them within 7 days.
• Console accounts: for as long as the account exists, then deleted with the partner's or client's data as our agreements describe.
• Terms and agreement acceptance records: for the life of the agreement and 4 years after, so we can show what was agreed.
• Billing records: as long as tax and accounting law requires, usually 7 years.
• Security and error logs: up to 1 year.
• Backups: deleted data leaves our backups within 30 days.

5. Security

We protect personal information with encryption in transit and at rest, hashed passwords, optional two-factor authentication and single sign-on, access limited by role and organization, a tamper-evident audit log, and production access limited to authorized personnel. The measures are described in Annex II of our Data Processing Addendum. No system is perfectly secure; if a breach affects your personal information, we will notify you or your organization as the law requires.

6. International Transfers

We are based in the United States and store data there. If you are in the European Economic Area, the United Kingdom or Switzerland, your personal information is transferred to the United States. For data we process for partners, the EU Standard Contractual Clauses in our Data Processing Addendum apply. For data we control, we rely on the necessity of the transfer to provide the service you asked for, and on the same contractual protections with our providers.

7. Your Choices and Rights

Depending on where you live, you may have the right to know what personal information we hold about you, get a copy, correct it, delete it, object to or restrict certain uses, and receive it in a portable format. California, Colorado, Connecticut, Virginia and other US state privacy laws give similar rights to their residents, and we honor them whether or not a law requires us to. We will not treat you differently for using them.

To make a request, email [email protected] from the address on your account, or tell us how to reach you. We will confirm who you are before acting, and answer within 30 days, or 45 days where US state law allows. You may use an authorized agent; we may ask for proof of their authority. If you are in Europe or the UK, you may also complain to your data protection authority.

You can stop non-essential emails from us at any time by replying to say so. Service emails about your account or agreement still go out while you have an account.

8. Children

ProctoredAI is a business service. It is not directed to children, and we do not knowingly collect personal information from anyone under 16 through our website or console.

9. Changes

We will post any change to this policy on this page with a new version date. If a change is material, we will also email partners at least 30 days before it takes effect.

10. Contact

Questions and requests about this policy go to [email protected]. ProctoredAI, Inc. is the controller of the personal information this policy describes.