Schoolyear only processes and uses personal data that are necessary for the safe administration of an exam. Because Schoolyear is only used at the location of the institution, no audio, webcam or screen recordings are ever made or processed.
If you have any questions or remarks about the privacy information described in this article, you can reach us at firstname.lastname@example.org. You can also contact the Data Protection Officer of your educational institution with whom Schoolyear has a processing agreement.
What is personal data?
The General Data Protection Regulation (AVG) states that personal data is any information about an identified or identifiable natural person. This means that information is either directly about someone or can be traced back to that person.
Which (categories of) personal data will be processed?
When you take an exam on your own laptop with the Schoolyear test environment, the following pieces of personal data will be processed:
- Campus e-mail
- Student number
Next to this, technical data will be collected in order to detect possible fraud within the Schoolyear application. This includes the operating system, the use of certain key combinations, battery level, Wifi connection speed and the navigation between pages within the test environment.
What technical data is processed by Schoolyear?
Schoolyear processes technical data during the exam to check whether the application of Schoolyear functions properly and/or fraud takes place. We also use technical data to warn the student during the exam if the battery of the laptop is low or the wifi connection is broken. Read below which technical information is processed during the exam:
- Type of Operating system
- Browser type
- Use of suspicious key combinations
- Applications running in the background during the exam
- Battery level
- Quality of the internet connection
- IP address of the location where you are taking the exam
With what purpose and on what basis will my personal data be processed?
The personal data will solely be used for the following purposes:
- Identification: On your screen in the Schoolyear test environment, your name and student number are visible. The proctor will check this data in combination with your ID card. You will be requested to display your ID card on the corner of your table during the exam.
- Fraud control and compliance with regulations: During the exam, it will be checked whether or not you complied with the regulation as described in the guidelines of your educational institution.
- Time control: It will be checked whether you finished the exam within the applicable timeframe. We will process your personal data on the basis of 'algemeen belang' (article 6.1 (e) AVG). This implies that the processing is necessary for the exercise of a task of general, social interest which is commissioned to the educational institution and has its base in the law WHW (Wet op het Hoger onderwijs en Wetenschappelijk onderzoek).
Who is responsible for processing my personal data?
Your educational institution is responsible for the data processing described in this Privacy Statement and has the legal obligation to ensure that your personal data is processed in accordance with the applicable privacy legislation, including the General Data Protection Regulation (AVG).
Will my webcam be switched on during an exam?
No. Your webcam will not be used during an exam.
Will my microphone be switched on during an exam?
No. Your microphone will not be used during an exam.
Is my screen recorded during an exam?
No. Schoolyear does not make screen recordings and the answers you provide during the exam will never reach Schoolyear.
Who has access to my personal data?
The personal data that is processed during the creation of the exam will solely be visible to the people with the authority granted by the educational institution. These people have a designated role for proctoring the exam and will only have access where necessary.
Will my personal data be shared with third parties?
Your educational institution has, together with Schoolyear, agreed to a processor agreement in order to guarantee that your personal data will processed with care, security and according to the AVG. In here, it is also agreed upon that the supplier and his subcontractors may never use the personal data for their own needs and may solely use it according to the instruction of the educational institution.
In principle, your personal data will not be shared with third parties, on the exception that the educational institution is required to by law or court order.
Will my personal data be passed on to countries outside of the European Union?
No. All personal data that Schoolyear processes stays within the European Union.
How long will my personal data be stored?
We store your personal data not longer than necessary in order to achieve the purposes. The filled out exam and the corresponding grade will be stored conform the educational and exam regulations.
The proctor will check the Schoolyear proctor dashboard after the exam to see if any relevant information should be shared with the exam committee.
How is my personal data secured?
Schoolyear takes appropriate security measures when sending and storing your data in order to protect your personal data from loss and any form of unlawful processing. Besides this, Schoolyear is screened yearly and has signed a processing agreement with your educational institution to guarantee your privacy.
What should I do when I do not have the equipment to take an online exam?
A student that does not have the correct equipment has, at all times, the right to make this known to his/her exam committee. In this case, it will be judged whether there is the possibility to accommodate the student by providing a back-up laptop for example.
What does the Schoolyear program do when the exam is finished?
After the exam has been handed in and the secure environment has been closed, the Schoolyear program becomes inactive and does nothing more on your computer. You can delete Schoolyear from your computer after each exam. Please note that before the next exam you will have to take extra time to download and install Schoolyear again.
How can I exercise my privacy rights?
Based on the AVG, you have, under certain conditions, the right to see your personal data that is processed, the right to correct your personal data if these are false, the right to delete your personal data, the right to limit the processing of your personal data and the right to object the processing of your personal data.
Do you have any more questions regarding privacy? Contact us at email@example.com.