1. Overview
ExamGuard is an automated examination entry verification system. This privacy policy describes how the system handles data related to students, examination registrations, hall tickets, and identity verification attempts.
This policy applies to the ExamGuard system operated as described in the project documentation. It covers data collection, processing, storage, and the specific handling of identity verification data.
2. Data Collected
Student Information
USN (University Seat Number), student name. These are stored as part of the student management system and are required for examination registration and verification.
Examination Data
Examination details (subject, date, time, semester, department), exam hall assignments, seat assignments, and examination registrations. This data is managed by the examination administration.
Hall Ticket Documents
Uploaded hall ticket documents (PDF, images) processed through OCR for text extraction. Document content is used for verification matching against student and examination records.
Identity Verification Data
Identity verification attempts, verification method used, verification decisions (MATCH, NO_MATCH, INCONCLUSIVE), and verification status. Currently implemented: manual and document-based verification methods only.
3. Biometric Data
Currently implemented: No biometric data is collected, stored, or processed. The system does not currently perform face recognition, fingerprint scanning, or any other biometric identification.
Planned for future: Phase 8 of the project plans to introduce face verification through a third-party provider. If implemented:
- Raw facial images are NOT stored by ExamGuard
- Biometric templates would be managed by the third-party provider
- ExamGuard would store only verification evidence signals (similarity scores, liveness results)
- No biometric data is shared with third parties beyond the verification provider
4. Data Processing
Data is processed for the following purposes:
- Examination registration management
- Hall ticket verification through OCR and document matching
- Identity verification (manual and document-based, currently)
- Examination entry authorization decisions
- Audit logging of verification activities
- System administration and configuration
5. Data Storage
All data is stored in the system database. Document files are stored in the configured storage location. The system maintains audit trails for verification activities. No data is transmitted to external services beyond the configured verification provider (if any).
6. Data Retention
Data is retained as long as necessary for examination administration purposes. Audit logs are maintained for accountability. Specific retention periods are configured by the system administrator.
7. Access Controls
Access to student data, verification results, and system administration is controlled through role-based access controls (currently planned for Phase 19). System administrators have full access. Operator and reviewer roles are planned.
8. Third-Party Services
Currently, no third-party AI or cloud services are connected to the system. All processing is performed locally. Future integrations (such as face verification providers) will be documented and this policy will be updated accordingly.
9. Changes to This Policy
This privacy policy may be updated as the system evolves. Changes will be reflected in the project documentation and this page. Significant changes to data handling practices will be documented.
10. Contact
For questions about this privacy policy or the ExamGuard system's data handling practices, refer to the project documentation or contact the system administrator.