Privacy Policy

Who we are

ExamClock (examclock.com) is exam timing software for schools, run by a company based in the United States. You can reach us at hello@examclock.com.

Who this policy covers

• School staff who create an ExamClock account or are invited to one
• Students whose names a school chooses to enter, for example to show extra time
• Visitors to examclock.com

Our role

For staff accounts and website visitors, ExamClock is the data controller.

For student information that a school enters, the school is the data controller. ExamClock processes that information only to provide the service to the school. Students and parents with questions about their data should contact their school first.

Information we collect

• Account details: your name, email address, password (stored only as a secure hash), your school and your role.
• School and exam details: your school's name, exam sessions, rooms, exam subjects, dates, times, durations, extra-time settings and display settings.
• Student information (optional): names and extra-time allowances that a school chooses to enter. We recommend using candidate numbers or initials instead of full names.
• Payment details: payments are handled by Stripe. We store your Stripe customer ID and your plan. We never see or store full card numbers.
• Technical data: IP address, browser type and request logs, recorded by our hosting providers for security and troubleshooting.
• Usage data: the pages you visit and the actions you take in ExamClock. See Product analytics below.

How we use it

• To provide ExamClock: your account, exam timers, and real-time sync between your devices and exam room screens
• To take payments and manage subscriptions
• To send emails about your account, such as sign-up confirmation and password reset
• To keep the service secure and to find and fix problems

We do not sell personal data and we do not use it for advertising.

Legal bases

Under the UK GDPR and the EU GDPR, we rely on:

• Contract: to provide the service you signed up for and to process payments
• Legitimate interests: to keep the service secure, prevent abuse, fix problems and improve ExamClock
• Legal obligation: to keep payment and tax records

Student information is processed on the instructions of the school that entered it.

Product analytics

We record the pages you visit and the actions you take in ExamClock, for example creating a session or starting exams, along with your device type (mobile, tablet or desktop) and where your visit came from (the referring site and campaign tags).

We don't use cookies or store an identifier on your device for this. A random visit ID exists only while the browser tab is open. When you are signed in, these events are linked to your account and school.

We use them only to improve ExamClock. We keep them for 24 months and delete them when you delete your account. Exam display screens are not tracked.

Exam display links

Each exam session has a display link so it can be shown on a screen without signing in. Anyone who has the link can see what that display shows, including any student names and extra-time details entered for its exams.

Display links use long random codes. Share them only within your school. Deleting a session disables its link.

Service providers

We use these providers to run ExamClock. Each one processes only the data it needs for its task.

International transfers

ExamClock is based in the United States, so our team may access data from there. Our database is in Switzerland, which the UK and the EU recognise as providing adequate data protection. Stripe and Cloudflare may process data in other countries, including the United States, under safeguards such as the EU-US Data Privacy Framework and its UK extension, or standard contractual clauses.

How long we keep data

• Account and school data: for as long as the account exists.
• When you delete your account, your profile is deleted. If you are the last member of your school, the school and all its sessions, exams and student entries are deleted too.
• Student entries: deleted when the exam or session they belong to is deleted.
• Payment records: kept by Stripe as required by tax and accounting law.
• Logs: kept by our providers for a limited period.

Deleted data may remain in routine backups for a short period.

Your rights

You have the right to:

• Access the personal data we hold about you
• Correct inaccurate data
• Delete your account and your data
• Restrict or object to how we use your data
• Receive your data in a portable format
• Complain to a data protection authority, such as the Information Commissioner's Office (ICO) in the UK

You can delete your account from your Profile page, or email hello@examclock.com for any request. We respond within one month.

Children

ExamClock is for school staff. Students do not create accounts. Student information is entered by schools, not collected from students.

Security

All traffic is encrypted with HTTPS. Data is encrypted at rest by our database provider. Database access rules keep each school's data visible only to its own members. Passwords are stored only as secure hashes.

Cookies

We use only the cookies and browser storage needed to run ExamClock. See our Cookie Policy.

Changes to this policy

If we change this policy, we will post the new version on this page and update the date at the top.

Contact us

For any questions about this policy or your data, contact us at:

hello@examclock.com