1. Introduction
SPACS College ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Online Examination Portal.
Important: By using the Portal, you consent to the data practices described in this policy.
2. Information We Collect
2.1 Personal Information
We collect information that you provide directly to us, including:
- Full name, email address, and contact information
- Student/Faculty ID and registration number
- Date of birth and gender
- Programme and course enrollment details
- Profile photograph
- Academic records and examination results
2.2 Proctoring Data
During examinations, we may collect:
- Webcam video and audio recordings
- Screen recordings and screenshots
- Browser activity and tab switching
- Keystroke patterns and mouse movements
- Facial recognition data for identity verification
- Environmental audio for detecting unauthorized assistance
2.3 Technical Information
- IP address and device information
- Browser type and version
- Operating system
- Login times and session duration
- Pages visited and features used
2.4 Academic Information
- Exam submissions and answers
- Grades and performance data
- Assignment submissions
- Course materials accessed
- Communication with faculty and administrators
3. How We Use Your Information
We use the collected information for:
- Academic Administration: Managing your enrollment, exams, and academic records
- Exam Proctoring: Ensuring academic integrity and preventing cheating
- Identity Verification: Confirming you are the authorized user
- Communication: Sending important notifications, announcements, and updates
- Performance Analysis: Evaluating academic progress and providing feedback
- System Improvement: Enhancing Portal functionality and user experience
- Security: Protecting against fraud, unauthorized access, and violations
- Compliance: Meeting legal and regulatory requirements
4. Data Sharing and Disclosure
4.1 Within SPACS College
Your information may be shared with:
- Faculty members teaching your courses
- External examiners reviewing your work
- Academic administrators and support staff
- IT personnel for technical support
4.2 Third-Party Service Providers
We may share data with trusted service providers who assist us with:
- Cloud hosting and data storage (e.g., Railway, Firebase)
- Email delivery services (e.g., SendGrid)
- AI proctoring technology providers
- Analytics and performance monitoring
4.3 Legal Requirements
We may disclose your information if required by law or in response to:
- Court orders or legal processes
- Government requests or investigations
- Protection of our rights, property, or safety
- Academic integrity violations
Note: We do not sell your personal information to third parties.
5. Data Security
We implement appropriate technical and organizational measures to protect your data:
- Encryption of data in transit and at rest
- Secure authentication and access controls
- Regular security audits and updates
- Restricted access to personal information
- Secure backup and disaster recovery procedures
However, no method of transmission over the internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.
6. Data Retention
We retain your information for as long as necessary to:
- Maintain your academic records (typically 7 years after graduation)
- Comply with legal and regulatory requirements
- Resolve disputes and enforce our agreements
- Support academic integrity investigations
Proctoring recordings are typically retained for one academic year unless flagged for review.
7. Your Rights
You have the right to:
- Access: Request a copy of your personal information
- Correction: Update inaccurate or incomplete information
- Deletion: Request deletion of your data (subject to legal obligations)
- Objection: Object to certain data processing activities
- Portability: Receive your data in a structured, machine-readable format
- Withdraw Consent: Withdraw consent for optional data processing
To exercise these rights, contact us at info@spacscollege.com
8. Cookies and Tracking
We use cookies and similar technologies to:
- Maintain your login session
- Remember your preferences
- Analyze Portal usage and performance
- Enhance security and prevent fraud
You can control cookies through your browser settings, but this may affect Portal functionality.
9. Children's Privacy
The Portal is intended for students aged 16 and above. We do not knowingly collect information from children under 16 without parental consent. If we become aware of such collection, we will take steps to delete the information.
10. International Data Transfers
Your information may be transferred to and processed in countries other than Jamaica. We ensure appropriate safeguards are in place to protect your data in accordance with this Privacy Policy.
11. Changes to This Policy
We may update this Privacy Policy periodically. We will notify you of significant changes via:
- Email notification
- Portal announcements
- Updated "Last Modified" date
Continued use of the Portal after changes constitutes acceptance of the updated policy.
12. Contact Us
For questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact:
SPACS College - Data Protection Officer
5 James Ave., Ocho Rios, St. Ann, Jamaica
Phone: (876) 845-4862 / (876) 620-9505
Email: info@spacscollege.com
Website: www.spacscollege.com