Privacy

Privacy

Western has decided to use Proctortrack so that courses with examination formats may continue to be offered in the remote learning environment.

Proctortrack is a third-party platform and the information collected, used, stored and destroyed for the online proctoring tool is carried out by Proctortrack. Data collected while students are taking a test may also be downloaded by the instructor and will be stored on secure Western servers.

Western has completed thorough risk assessments of Proctortrack’s security and data management practices. While no data transmission over the internet can be guaranteed to be 100% secure, we are satisfied that all risks have been considered and mitigated as much as possible. We are committed to protecting your personal information and we will support students if they encounter any issues. We have taken steps to ensure:

Proctortrack accesses only data related to the proctoring session and does not access personal files;
Western retains ownership of that data;
Student data will be kept confidential at all times (Proctortrack is prohibited from disclosing it); and
Data is stored on Canadian servers.

When students use Proctotrack to take a remote exam, it will capture their video, audio, screen, and web surfing particulars only during the exam. The personal information collected by Proctortrack will be used to verify students’ identities and ensure that exams are being taken fairly in accordance with Western's exam policies. Proctortrack does not access any files on students’ hard-drives and it does not allow anyone remote access to students’ computers. Protortrack does not require, nor request system level access to your device.

During exams, student webcam videos are not streamed live to anyone. They are captured and stored locally until they are uploaded to secure servers located in Canada for automated analysis. Your test taking information is restricted to the instructor and a small number of system administrators at Western.

The list below describes how personal information will be collected, recorded, used and uploaded as part of the online proctoring service offered through Proctortrack:

Student onboarding requires the student to provide basic identity profile information (no invasive personal information) and complete a face scan to be uploaded to Proctortrack servers in Canada;
Students show photo identification to the webcam to verify identity (Western OneCard recommended);
Students complete a face scan to verify identity;
Screen-sharing technology records students’ computer screens only during the exam;
Students will be recorded taking the exam;
Software is used to restrict access to other computer applications;
Recordings of video and desktop screens are uploaded to Proctortrack servers in Canada;
Proctortrack conducts automated video reviews and flagging processes;
Instructors may review the recordings after the exam;
Information is securely purged 180 days after the exam date; and
Student profile data is purged after 365 days.

FAQ

Data Security and Privacy Considerations

Western has a rigorous vetting process for any third-party service providers. The review of Proctortrack involved many different University departments and our analysis of Proctortrack determined that they have robust data security and privacy practices.

Western is committed to protecting students' personal information and our review process was consistent with this commitment.

Yes. Western's Privacy and Information Security Offices conducted extensive reviews of the Proctortrack service to ensure it meets the statutory privacy requirements.

Penalties for privacy violations are severe and taken very seriously at Verificient (the company that offers Proctortrack). In addition to Proctortrack's strict internal data security and privacy compliance standards, the contractual relationship with Verificient includes provisions to protect student data. All student data will be kept confidential at all times.

In addition to contractual terms with the provider, Western has put its own initiatives in place to reduce the amount of data students are required to share when using Proctortrack. These include:

The use of student ID instead of government issued ID to reduce the information about you that is captured in your profile;
To restrict biometric data collection, we do not require knuckle scans or voice scans;
Collecting as little personal information as possible when you set up an account.

Use your Western Student Identification card as your photo ID.
Remove or cover pictures, sensitive documents or other objects containing personal information that are located within the recorded exam environment.
Caution persons not to come into the room during examination, unless necessary, as they may be recorded on both audio and video.
After completing and submitting the exam, close/uninstall the Proctortrack application.

Proctortrack does not access any files on your hard-drive and it does not allow anyone remote access to your computer. It will access the audio and video outputs and take screenshots recorded only during an exam. Protortrack does not require, nor request system level access to your device.

Data Management Practices

All data is securely stored on Proctortrack's Canadian servers.

Instructors may request that a recording of the proctored activity be downloaded and saved on Western's secure servers.

Data from proctored activities is retained by Proctortrack for 180 days.

Identity profile and identity verification data is retained for 365 days.

These are default periods and students may request that their data be deleted sooner.

Records that have been flagged for potential academic offences may need to be kept longer and may be downloaded to Western's secure servers for this purpose.

All data in transit between users and the Proctortrack servers happen in encrypted format.

Access to this information is restricted to the instructor and a restricted number of designated system administrators at Western.

During exams, student webcam videos are not streamed live to anyone. They are captured and stored locally until they are uploaded in segments to secure servers located in Canada for automated analysis.

Personal Information

You will be asked to show your face and Western OneCard to validate your identity (same requirements as for in-person exam).

Government issued ID can be displayed to the camera, showing only the picture and name (all other information can be covered by you).

The only information you are required to provide is basic identity profile information (name, student number, etc.). You will not be asked for invasive personal information.

More Information

More information about Proctortrack’s privacy policy can be found on their website at the following link: https://www.proctortrack.com/privacy-policy/

If you would like more information about data security or privacy as it relates to remote proctoring, please contact Western's Privacy Office via privacy.office@uwo.ca.