Privacy Policy

Last updated: August 18, 2025

Introduction

This Privacy Policy explains how personal information is collected, used, and protected by Invigilator Pro ("Service"), a website developed and supported by Orca Pings and Coast English Testing Inc..

Definitions

For the purpose of this Privacy Policy:

• "We", "Our", "Service" refers to Invigilator Pro, Coast English Testing Inc., and Orca Pings.
• "Test Centre" refers to the organization that uses Invigilator Pro to schedule and manage test-day operations.
• "Staff" refers to individuals such as test administrators, invigilators, examiners, or other personnel whose details are entered into the system by the test centre.
• "Registration" refers to candidate/test-taker information entered into the system by the test centre solely for the purpose of test administration.
• "You" refers to the individual visiting this website. Depending on your relationship, you may be:
  • a representative of a Test Centre,
  • a member of Staff, or
  • a Registration (test candidate).

Responsibility for Consent

Test Centres are responsible for ensuring that they have obtained appropriate consent or have another lawful basis before entering personal information about Staff or Registrations into Invigilator Pro. The Service does not independently collect this information from individuals; it is provided by Test Centres for operational purposes only.

Personal Information We Process

Depending on your role, the Service may process:

• Staff: name, email, phone number, assigned role, availability, and assignment confirmations.
• Registrations: name, session details, and contact information needed for test-day communications.
• Test Centre Users: organization, login credentials, and account preferences.
• Website Visitors: technical data such as browser type, IP address, and usage logs for security and performance monitoring.

Purpose of Processing

Personal information is processed only to support test administration, staffing, and communications. Typical purposes include:

• Scheduling test sessions and staffing assignments;
• Communicating assignments, confirmations, and operational notices;
• Providing support and troubleshooting;
• Ensuring security and preventing abuse of the Service;
• Complying with applicable legal obligations.

Data Ownership

Test Centres remain the owners of all Staff and Registration data they enter into Invigilator Pro. We process that data solely on their behalf and do not sell or use it for unrelated purposes.

Disclosures

We do not sell or share personal information for marketing purposes. Personal information is only shared with service providers who help us operate Invigilator Pro. Specifically:

• Hosting: All information entered into Invigilator Pro is stored securely on servers operated by JetHost.
• Email Delivery: Emails (including assignment confirmations and communications) are sent through Mailgun, a trusted third-party email service provider.

These providers are contractually bound to protect the confidentiality and security of your data, and they may only use the information for the purposes of providing their services to us.

International Transfers

Some service providers may process data outside of Canada. In those cases, personal information may be subject to the laws of those jurisdictions. We take steps to ensure data is protected in accordance with this Privacy Policy.

Retention

We retain personal information for as long as necessary to provide the Service to Test Centres or as required by law. Test Centres may request deletion of Staff or Registration data when it is no longer needed.

Security

We use appropriate administrative, technical, and physical safeguards to protect personal information, including access controls, encryption in transit, and monitoring. While we work hard to protect information, no system can be completely secure.

Your Rights

Depending on your role:

• Staff and Registrations: Please contact your Test Centre directly if you wish to access, correct, or delete your personal information. We process your data on behalf of your Test Centre and cannot act without their instructions.
• Test Centre Users: You may update your profile and account settings through the Service or by contacting us.

Children

Invigilator Pro is intended for use by Test Centres and their authorized staff only. It is not directed at children and should not be used by individuals under the age of majority without authorization.

Changes to This Policy

We may update this Privacy Policy from time to time. If material changes are made, we will provide notice through the Service. Continued use of the Service after changes indicates acceptance of the revised policy.

Contact

For questions about this Privacy Policy, please contact Coast English Testing Inc. or Orca Pings through the details provided in your account or on our website.