Privacy policy

The short version

During a test we watch for signs that the conditions your institution set were not met, and we are deliberately narrow about how we do it.

No video or recording of your screen is captured or kept by us at any point, and no photo, screenshot or audio either — except the identity photos, and the screenshots, photos and short audio clips taken at a warning, where your institution asks for them. Your camera and microphone are examined on your own device, and what leaves it is a handful of findings: whether the camera was covered, whether speech was heard, how many times you switched away.

Your data is never sold, never used for advertising, and never used by us to train any model. If your institution lets its teachers use a personal AI account with Medhank, that account’s provider may train on what it is shown; see Teachers’ AI assistants.

Who is responsible for your data

Medhank is a product of The Regiment, registered office NH-11, Ward no. 25, Ambika Nagar, Chirawa, Rajasthan 333026, India, with its office at D-63, Kalwar Road, Kardhani, Jhotwara, Jaipur, Rajasthan 302012, India (“Medhank”, “we”).

For tests, your institution is responsible. It decides which tests you sit, what the proctoring rules are, how long results are kept and who may look at them. Under India’s Digital Personal Data Protection Act 2023 (the DPDP Act) it is the Data Fiduciary, and Medhank is its Data Processor, acting only on its instructions under our data processing agreement. If you want your test data corrected or deleted, ask your institution first: the record is theirs, and we generally cannot act on it without them.

Medhank is responsible for the data it processes for its own purposes: the accounts of people who register an organization, visits to this website, security records, and testimonials people choose to send us.

What we collect, and why

Each item below is collected only for the purpose next to it.

Your account

• Your email address and display name — to sign you in and to address you.
• A one-way hash of your password — to check it when you sign in. We cannot read your password, and neither can anyone at Medhank.
• Two-factor secrets, encrypted, if you set them up — to protect the account.
• Your sessions, and which devices they were issued to — so you, and we, can see and end them.
• If you sign in with Google: the email address and name Google confirms to us — in place of a password.

Registering an organization

• The organization’s name, website and logo, and a contact name, email and phone number — so we can verify the organization before it can invite anyone.

What your institution adds

• Your email address, and your name if your institution includes it when it invites you — so it can invite you to tests and tell its candidates apart.

Sitting a test

• Your answers, your score and how long you took — to deliver and mark the test for your institution.
• When the attempt started, ended and was submitted, and why it ended — for the same reason, and so a disputed result can be checked.
• A receipt: a fingerprint of your submitted answers — so nobody can alter them afterwards unnoticed.
• The IP address your attempt was last opened or resumed from, your browser and operating system, your screen setup, and whether your camera, microphone and screen share were on — so a disputed result, or a change of device mid-test, can be checked.
• Messages between you and the proctors, and notes staff write about your attempt — so what was said can be checked later.

While a test is being proctored

Only when your institution’s proctoring policy asks for it, and only after you have been shown exactly what that policy checks. A timeline of events — each one a type, a time and a small number, never content:

• Switching to another tab or window, or leaving fullscreen.
• Copying, cutting, pasting or printing — the fact and the length, never the text.
• Whether your camera and microphone were still connected and working.
• Whether the camera was covered, measured as how much the picture changed.
• Whether speech was heard, and whether the room was loud. Never what was said.
• Whether your screen share was still running, and whether the display changed size.
• How many displays are attached, and whether two are showing the same thing.
• When your browser lost focus, when your device slept, and if its hardware changed.
• Where your institution has switched it on: how many faces are in front of the camera, and whether you looked away from the screen for several seconds — counted on your own device.

The purpose is the integrity of the test your institution set, and nothing else.

Identity checks

Where your institution asks for it, you take a photo of yourself and of your ID before the test starts. Your own device reads the card to check it is the kind you chose; the photo is not sent anywhere to be read. Your institution sees the name, number and date of birth read from it (only the last 4 digits of an Aadhaar number) and whether that name matches the one on your account. Your face is not compared with anything. The purpose is to let your institution confirm who sat the test.

Captures at a warning

Where your institution asks for it, a screenshot of your screen, a photo from your camera and a recording from your microphone of the 10 seconds before and after are taken at the moment of a warning — switching away, leaving fullscreen, another face, no face, a covered camera, speech or a loud room, or a paste — and shown to your institution beside it. To have the 10 seconds before, your device holds the last few seconds of sound in memory, overwriting it as it goes; only a warning turns part of it into a file. Where faces are counted, a camera photo is also taken the moment a second face appears. Nothing is captured at any other time.

Testimonials

If you choose to send us a testimonial, we keep the words and the name, role and organization you enter, and when you agreed to publication. We publish it on medhank.com only if you ticked the box agreeing to that, exactly as you wrote it, and we take it down as soon as you withdraw it.

Security and technical records

• Your IP address and browser, when you sign in and when staff take an action — to protect accounts and investigate misuse.
• Our web server’s log of requests — IP address, browser, the page asked for and when — to keep the service running and investigate attacks.
• Reports of errors the platform runs into — what failed, where in our code, the page asked for and your browser — so we can fix them. They leave out your answers, passwords, cookies and the rest of what you sent.
• An audit record of consequential actions — who published a test, who ended a sitting and why, who looked at evidence — so decisions can be checked later.

What we deliberately do not collect

This list is enforced by there being no code that could do otherwise, not by a promise to behave.

• No video of you, and no photographs other than the identity photos you take yourself and the photos taken at a warning or when a second face appears, on a test that asks for them.
• No audio, except the 20-second clip around a warning on a test that asks for one. Otherwise your microphone is reduced to a loudness figure on your own device and the sound is discarded.
• No recording of your screen, and no image of it except the screenshot taken at a warning on a test that asks for one.
• No clipboard contents, and no keystrokes.
• No browsing history, no tab titles and no web addresses.
• No facial recognition of any kind. No face print, template or measurement is computed, stored or compared against anyone — including your identity photos, which only a person looks at.
• Nothing at all when you are not on a Medhank test page.

The browser extension

Some tests require the Medhank extension for Chrome. It reports only three things:

• Which of your installed extensions match a published list of AI assistants, remote-control tools and screen recorders. Your full list is never sent — only the matches, so you can be told which to turn off.
• How many other tabs and windows are open. Not their titles and not their addresses.
• The size and position of your displays, so mirroring to a second screen can be identified. Nothing on any screen is captured.

The live proctor view

Where your institution has enabled it, a proctor may open a live view of your camera and your shared screen during a test and talk with you. A banner stays on your screen for as long as anyone is watching, and you can hear the proctor and answer them; their camera is never shown to you. The video and audio are encrypted on their way between your browser and the staff watching. Where several may watch at once, they go through a media server run by Cloudflare, which decrypts them only to forward a copy to each person watching; otherwise through a relay, run by Cloudflare or by us, that passes on data it cannot read. Either sees your browser’s IP address, and nothing is recorded. When the last person watching closes the view, nothing of it remains.

Automated decisions

Proctoring signals are prompts for a person, not verdicts. A fan can read as noise and a passing family member as a second person, so a flag only marks a moment for your institution to look at.

One exception, set by your institution and shown to you before you start: a policy may end an attempt automatically after you switch away from the test a set number of times, after a warning. The attempt is then submitted as it stands, and the reason is recorded. If you believe that was wrong, ask your institution to review it; a person decides, and their decision is recorded.

Teachers’ AI assistants

Your institution may let its teachers connect an AI assistant they use, such as Claude or ChatGPT, to help mark written answers, review proctoring flags, read results, or write questions and build tests. It is off unless your institution asks us to switch it on. Each teacher’s assistant can do only what their role already lets them do in Medhank, and none can publish a test or results, or end your sitting: a person does those in Medhank. For marking, the assistant can read the test’s title, the question, its model answer and marking guide, and the text of answers, and it can suggest a mark and a reason. The teacher decides every mark in Medhank; a suggestion never becomes one.

Proctoring flags. A proctor’s assistant can read the list of what happened during your sitting (for example, when your camera stopped, or when you left the test screen), whether each event was cleared and why, the proctors’ notes, and any reason staff gave for ending your sitting, to help decide whether anything needs a closer look. It never receives a photo, screenshot or recording of you, your ID photo, or what was read from your ID. It can clear a flag only with the proctor’s written reason, which is kept with the event and recorded as theirs, and it can never end your sitting. It sees your name only if your institution’s staff use a work or education account; otherwise you appear under a label that means nothing outside that one connection.

Re-tests and live sittings. A proctor’s or administrator’s assistant can also read re-test requests waiting for a decision, with the reason you gave and the proctor’s recommendation, and a summary of the sittings in progress, such as whether yours is on track or flagged. It cannot decide a re-test or end a sitting, and the same rules on names, labels and candidates under 18 apply.

Results. An assistant can read results, including your score, your place on a test, your answers with their marks and the marker’s reasons, to help your institution understand them. Your name is shown to it only if your institution’s staff use a work or education account; otherwise you appear under a label that means nothing outside that one connection. It is never given your email address.

Analytics. An assistant can read figures about a whole test or a group of tests, such as how marks were spread or which questions were hardest. These never name anyone, and a figure about fewer than 5 people is not shown.

Marking oversight. For staff who mark: an assistant used by your institution’s administrators or reviewers can read how many answers each marker has marked, their average mark against their colleagues’ on the same questions, and how often they kept or changed their own assistant’s suggestions. Markers are named only to an administrator’s assistant on a work or education account; otherwise they are numbered.

For marking, your answers reach the assistant without your name, roll number or email address, under a label that means nothing outside that one connection. If you wrote your name, an email address, a phone number or a link inside an answer, we remove it first, but we cannot promise to catch every case. Every time an assistant reads or acts, that is recorded, and your institution can disconnect it at any time.

Your institution chooses which kinds of account its teachers may use. By default these are business or education accounts, whose providers’ terms say they do not train on what they are shown. It may also allow teachers’ personal accounts, whose providers may use conversations to train their models unless the teacher opts out. We can’t see which plan an assistant is on, so each teacher tells us when they connect it. Once an assistant has read something, the provider keeps it under its own terms, not ours.

An assistant that its teacher says uses a personal account can never read answers, proctoring flags or results from a test that may include candidates under 18 — one your institution has marked that way, or, where the test doesn’t say, any test of an institution that has not told us its candidates are all adults. A change to these rules applies at once.

Who can see your data

• Staff at your institution — proctors, markers and administrators — according to the roles it has given them. Every look at a sitting is logged.
• Other candidates see your name, your percentage and your time on the leaderboard, where your institution publishes one. They never see your answers.
• Your institution’s administrators and reviewers can export a test’s results, including your name, email address, marks and place, for their own records. Every export is recorded with who made it. An AI assistant can be given the same table without email addresses, and with your name only on a work or education account.
• Medhank staff, only where support requires it. That access is time-limited, needs a reason and is recorded.
• A teacher’s AI assistant, where your institution allows one — your answers, without your name, roll number or email address, and, for a proctor, the text record of your sitting, and for a reviewer, your results, named only to work or education accounts, as Teachers’ AI assistants explains.
• The companies whose services we use to run the platform, only as needed for that service. They are listed on the sub-processors page.
• Authorities, only where the law requires us to and after checking that it does.

Where it is kept, and how it is protected

Each institution’s data is held in its own separate database schema, so one can never read another’s. Files such as identity photos are kept in private object storage and only ever opened through short-lived links. Passwords are hashed, two-factor secrets are encrypted, and everything travels over TLS. Our servers are hosted by Contabo GmbH in Europe (European Union).

So if you are in India, your data is processed outside India. The DPDP Act allows this except to countries the Government of India restricts, and none of our servers are in one; in Europe, your data is also covered by the GDPR.

How long it is kept

• Identity photos and the details read from them: deleted 21 days after they are taken.
• Screenshots, photos and audio taken at a warning: deleted 21 days after they are taken.
• Answers, results and proctoring events: for as long as your institution keeps them. Ask them for their schedule; we delete them when they instruct us to, or when their account ends.
• Messages with proctors and staff notes: never edited or deleted on their own; removed with the attempt when your institution asks us to delete it, or when its account closes.
• Your account: until it is deleted.
• Testimonials: until you withdraw them or we take them down.
• Security logs and the audit record: at least 7 years.
• Backups: copies of our databases are kept for about 30 days, and deleted by about 35 days at the latest, so something deleted leaves the backups within about 35 days.
• Our web server’s log: one year, then deleted.

Your rights

Under the DPDP Act you have the right to:

• a summary of the personal data held about you and how it is being processed;
• have it corrected, completed or updated;
• have it erased, unless the law requires it to be kept;
• withdraw a consent you gave, as easily as you gave it — for example by withdrawing a testimonial;
• nominate someone to exercise these rights for you if you die or become unable to;
• have a grievance heard and answered.

For test data, start with your institution. For anything else, or if they cannot help, write to [email protected]. There is no self-service delete button yet: we carry out a request for erasure by hand, on your institution’s instruction for test data, and tell you when it is done. We answer within 90 days at the latest, and aim to be much faster. If you are not satisfied with how a grievance was handled, you may complain to the Data Protection Board of India. The grievances page explains how.

Candidates in the European Union and the United Kingdom have equivalent rights under the GDPR, including the right to complain to their data protection authority.

Children

Institutions use Medhank with candidates under 18. We do no behavioural profiling and no advertising of any kind, to anybody. Where the law requires a parent or guardian’s verifiable consent before a child’s data is processed, obtaining it is the institution’s responsibility as the body that enrolled the candidate. An educational institution may monitor a child only for educational or safety purposes, and proctoring on Medhank serves only the integrity of the test.

If something goes wrong

If we become aware of a breach affecting personal data, we tell the institutions affected without delay so they can meet their duties, and where we are responsible for the data we notify the people affected and the Data Protection Board as the DPDP Rules require.

Changes, and getting in touch

When what we collect changes, this page changes with it — and so does the summary shown on the readiness screen before a test starts, which is the version that matters most. The date at the top says when this page last changed.

Questions, requests or complaints: [email protected]. Our Grievance Officer is Bhanu Pratap, Grievance Officer, The Regiment — [email protected], +91 70085 66118.