Privacy Policy

1. Introduction

eFit Software ("we," "our," or "us") operates the VoiceExam platform. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our voice examination service.

We are committed to protecting the privacy of students, instructors, and educational institutions. Our platform is designed to be compliant with FERPA (Family Educational Rights and Privacy Act) and GDPR (General Data Protection Regulation) requirements.

2. Information We Collect

2.1 Information You Provide

Account Information: Name, email address, password, and role (student/instructor)
Profile Information: Educational institution affiliation, class enrollment data
Exam Responses: Audio/video recordings of oral exam responses, transcripts
Communications: Support requests and correspondence with us

2.2 Information Collected Automatically

Device Information: Browser type, operating system, device identifiers
Usage Data: Pages visited, features used, time spent on platform
Log Data: IP addresses, access times, error logs
Cookies: Session cookies for authentication and preferences

3. How We Use Your Information

We use the collected information to:

Provide, maintain, and improve the VoiceExam platform
Process and grade oral examination responses
Generate transcripts using AI-powered transcription services
Authenticate users and maintain account security
Communicate with you about your account and provide support
Comply with legal obligations and educational regulations
Analyze usage patterns to improve our services
Detect and prevent fraud or unauthorized access

4. Information Sharing and Disclosure

We may share your information in the following circumstances:

4.1 Educational Purposes

Student exam responses and grades are shared with instructors and authorized institutional administrators as part of the educational process.

4.2 Service Providers

We work with trusted third-party services for hosting, transcription, and AI processing. These providers are contractually obligated to protect your data and use it only for providing services to us.

4.3 Legal Requirements

We may disclose information when required by law, court order, or governmental authority, or when necessary to protect our rights, safety, or property.

4.4 We Do Not Sell Your Data

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

5. Data Security

We implement robust security measures to protect your information:

TLS/SSL encryption for all data transmission
Encrypted storage for sensitive data and recordings
Regular security audits and vulnerability assessments
Access controls and authentication requirements
Secure data centers with physical security measures

While we strive to protect your data, no method of transmission over the Internet is 100% secure. We cannot guarantee absolute security but are committed to implementing industry best practices.

6. Data Retention

We retain your information for as long as necessary to provide our services and comply with legal obligations:

Account Data: Retained while your account is active and for a reasonable period afterward
Exam Recordings: Retained according to institutional policies, typically for the duration of the academic term plus a grade appeal period
Transcripts and Grades: Retained as educational records per FERPA requirements
Log Data: Retained for security and debugging purposes, typically 12 months

7. Your Rights

Depending on your location, you may have the following rights:

Access: Request a copy of the personal information we hold about you
Correction: Request correction of inaccurate or incomplete information
Deletion: Request deletion of your personal information (subject to legal retention requirements)
Portability: Request your data in a portable format
Objection: Object to certain processing of your information

To exercise these rights, contact us at support@efit.software.

8. FERPA Compliance

For educational institutions in the United States, we operate as a "school official" under FERPA. This means:

We use student education records only for authorized educational purposes
We maintain appropriate safeguards to protect student information
We do not disclose student records without proper authorization
Institutions maintain control over their student data

9. Children's Privacy

VoiceExam is designed for use by educational institutions and their enrolled students. We do not knowingly collect personal information from children under 13 without verifiable parental consent or school authorization. If you believe we have collected information from a child under 13, please contact us immediately.

10. International Users

If you are accessing VoiceExam from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States. By using our service, you consent to such transfer. We take steps to ensure that international transfers comply with applicable data protection laws.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last Updated" date. For significant changes, we may also send you an email notification. We encourage you to review this policy periodically.