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 via email@example.com. You can also contact the Data Protection Officer of the educational institution with which Schoolyear has a processing agreement.
What is personal data?
The General Data Protection Regulation (GDPR) 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 are processed by Schoolyear?
When a student take an exam on his own laptop using the program Schoolyear the following personal data are processed:
- Campus e-mail
- Student number
Which technical data does Schoolyear process?
Schoolyear processes technical data during the exam to check if the application of Schoolyear functions properly and if possible fraud takes place. In addition, Schoolyear uses technical data to warn the student during the exam if the laptop battery is low or the wifi connection is broken. The following technical information is processed during the exam:
- Operating system type
- Browser type
- The 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
For what purpose are personal data processed and on what legal basis?
Personal data will only be used for the following purposes:
- Identification: The student's name and student number are visible on the screen. The proctor checks this data in combination with the ID card. The student is requested to put the ID proof on the corner of the table during the exam.
- Fraud check and compliance with regulations: It is checked whether the Schoolyear application functions properly during the exam and whether the student complies with the applicable regulations as described in the guidelines of your educational institution during the exam.
Schoolyear processes personal data of the student on the basis of the ground of 'public interest'. This means that the processing is necessary for the performance of a task of general, social importance that has been assigned to the educational institution and finds its basis in the WHW Act (Wet op het Hoger onderwijs en Wetenschappelijk onderzoek).
Who is responsible for processing the student's personal data?
The educational institution is responsible for the data processing described in this Privacy Statement and has the legal obligation to ensure that the personal data are processed in accordance with the applicable privacy legislation, including the General Data Protection Regulation (GDPR).
Is the webcam switched on during an exam?
No. At no time is the webcam switched on or used during an exam.
Is the microphone switched on during an exam?
No. The microphone is not used during an exam.
Is a screen capture made during an exam?
No. Schoolyear does not make screen recordings. The answers that the student fills out in the exam will not reach Schoolyear.
Who has access to the personal data of the student?
The personal data that are processed during the exam are only seen by persons who are authorized to instruct the educational institute. These persons have a designated role in administering the exams (e.g. as proctors) and are only granted access in so far as this is necessary.
Are personal data shared with third parties?
The educational institution has concluded a processor's agreement with Schoolyear to ensure that personal data are processed carefully, securely and in accordance with the GDPR. This agreement also stipulates that the supplier and its subcontractors (subprocessors) may never process the personal data for their own purposes and may only act in accordance with the instructions of the educational institution.
In principle, personal data are not shared with other third parties, unless the educational institution is obliged to do so by law or by court order.
Are personal data transferred to countries outside the European Union?
No. All personal data that Schoolyear processes remains within the European Union.
How long is personal data kept?
Schoolyear does not keep personal data longer than necessary to achieve its goals. After the exam the test coordinator checks in the Schoolyear dashboard whether any relevant information about the exam should be passed on to the board of examiners.
How is personal data secured?
Schoolyear takes appropriate security measures in the transmission and storage of data to protect personal data against loss and any form of unlawful processing. In addition, Schoolyear is audited annually by an external party and a processor's agreement has been made with the educational institution to ensure privacy.
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 does nothing more on the student's computer. Schoolyear can be removed from the computer after the exam. But the student needs to bear in mind that he/she needs to save some extra time before the next exam to download and install Schoolyear again.
How can a student exercise his privacy rights?
On the basis of the GDPR, the student has - under certain conditions - the right to inspect the personal data that are processed about you, the right to correct personal data if they contain factual inaccuracies, the right to delete personal data, the right to restrict the processing of your personal data and the right to object to the processing of your personal data.