Privacy Policy

1. Who this policy covers

This policy describes how Quizite handles personal data when you use the Quizite websites, applications, and related services (the “Service”). It is written so that it can be checked against the product as built. Words in square brackets are facts that must be confirmed before this policy is published as final.

The operator of the Service is [legal entity name, registration number, and registered address] (“Quizite”, “we”). Until that entity is confirmed, privacy requests may be sent to privacy@quizite.com.

2. Two roles: our customers, and people inside a customer’s workspace

Quizite is used by individual teachers and by schools and other organisations. The privacy role depends on who decides the purposes of the processing.

When you create your own account (including a personal teacher workspace), Quizite is the controller of your account data: identity, login, billing relationship with us, and our own security logs.

When a school or other organisation creates a workspace and adds teachers or students, that organisation decides why student and class data are processed. For that data, the organisation is the controller and Quizite is the processor. We process it to host quizzes, collect attempts, score them, and show results to people the organisation has authorised. Organisation customers may request a data-processing addendum. [Counsel: do not rely on this sentence until a DPA is actually offered.]

If you are a student or a teacher invited into an organisation, direct requests about class records to that organisation as well as to us. We will help the organisation respond.

3. Personal data we actually process

We process the following categories. We do not ask for government identity numbers, payment card numbers (card data is collected by our payment provider), or special-category data such as health or biometric data. Quiz answers may still reveal information about a person, and we treat attempts, scores, and feedback as personal data.

• Account data: name, email address, hashed password, role, locale, timezone, profile photo, organisation memberships, and the time you accepted these terms and this policy.
• Guest join: if a quiz allows joining without an account, we store the name you enter and a synthetic email address that is not a real inbox. You can later upgrade that guest account to a full account.
• Educational data: quizzes and questions you author, uploaded source documents, classes and join codes, assignments, attempts, answers, scores, grades, SOLO levels, and teacher feedback or overrides.
• Device and security data: API session tokens, push-notification device tokens, and, when you request account or organisation deletion, the IP address and user agent of that request. Web sessions use a session cookie and a CSRF cookie.
• Billing data: plan, subscription status, and identifiers needed to reconcile invoices. Card details are handled by Stripe, not stored in Quizite’s application database.
• AI data: text and documents a teacher submits for quiz generation, and student answers submitted for evaluation, are sent to an AI provider together with the instructions needed to generate or score them. We store usage records (such as credit consumption). We do not use student answers to train a Quizite-owned model. [Counsel: confirm the AI vendor’s training terms and name the vendor before publication. The application is built to call an OpenAI-compatible API.]
• Messages we send you: transactional email about verification, password reset, deletion, exports, assignments, and billing. In-app notification history.

4. Why we process it, and the legal bases we expect to rely on

Where the GDPR or UK GDPR applies, we expect to rely on the bases below. [Counsel: confirm for each processing activity, especially legitimate interests and any children’s data.]

• Contract: creating and securing your account, hosting the Service, providing quizzes, scoring, exports, and paid features you order.
• Legitimate interests: keeping the Service secure, preventing abuse, debugging failures, and understanding aggregate product use in a way that is not advertising. We do not sell personal data and we do not use student data for advertising or for building advertising profiles.
• Legal obligation: keeping invoices and payment records for tax and accounting.
• Consent: only where we ask for it separately, for example optional marketing if we introduce it. Transactional service email is not marketing.
• Organisation instructions: student and class data processed on a school’s instructions, under the contract with that organisation.

5. Students and children

Quizite is an educational product. Students may be children. A person under 16, or under the higher or lower age set by their country for consent to information-society services, should use Quizite through a school, a teacher, or a parent or guardian. We do not knowingly market the Service to children as a consumer product.

Schools are responsible for having a lawful basis to add students, including any parental notice or authority their law requires. Quizite’s access controls are role-based: students see their own assignments and results; teachers and organisation admins see the classes they administer.

Where a school in the United States uses the Service for education records, the school remains responsible for FERPA. Quizite can act as a school official with a legitimate educational interest only under a written agreement with that school. This policy is not a FERPA certification, and we do not claim one.

6. Who we share data with

We share personal data with processors who host or support the Service, and with other users only as the product is designed to work (for example, a teacher sees their students’ attempts). We do not sell or rent personal data.

• Infrastructure and file storage used to run the Service. [Counsel: name the provider and region. The engineering baseline refers to cloud hosting; the production region must be stated here.]
• Stripe, for subscriptions, invoices, and card payments.
• The email provider used for transactional mail. [Counsel: name it. The application can send through Amazon SES or SMTP.]
• The AI provider used to generate quizzes and evaluate answers. [Counsel: name the provider, location, whether prompts are retained, and whether they are used to train models.]
• Push notification delivery if you register a device token. [Counsel: name the provider if Firebase Cloud Messaging is used in production.]
• Professional advisers and authorities where the law requires disclosure, or where disclosure is needed to protect users or the Service.
• A successor organisation if the Service is transferred, in which case this policy continues to apply or you will be told about a replacement.

7. International transfers

Processors may be located outside your country, including outside the European Economic Area and the United Kingdom. Where a transfer restriction applies, we use an approved mechanism such as standard contractual clauses, plus any supplementary measures the transfer requires. [Counsel: complete the transfer map. Do not publish a country list until hosting, AI, email, and payments locations are confirmed.]

8. How long we keep data

Account and educational data are kept while the account or organisation workspace is active, and then for the deletion process below. Invoices and related billing records are kept for as long as tax and accounting law requires, even after the account is anonymised.

A personal-data export file is available for 7 days after it is ready, then deleted.

Backups are encrypted and rotated on an operational schedule. Deletion from the live database does not erase every backup copy the same day. Backup copies age out under that schedule. [Counsel: insert the actual backup retention period.]

9. Deletion and anonymisation

You can start account deletion in the Service. The steps below are what the product does. We do not immediately erase the database row, because quizzes, submitted work, and invoices may have to remain in anonymised or legally required form.

• You confirm with your password. We email a confirmation link. The link expires after 24 hours and the token is stored only as a hash.
• After you confirm, the account is marked pending deletion. You can still sign in and cancel for 30 days. We email a reminder about 3 days before the deletion date. If a paid subscription is still running, deletion waits until the end of the paid period as well as the 30 days, and the subscription is set to cancel at the end of that period. You must acknowledge that cancellation. Unpaid invoices block deletion until they are settled.
• If you are the only administrator of a school or corporate organisation, you cannot delete your account until another administrator is in place. Organisation quizzes stay with the organisation.
• If you own a personal workspace, you choose either to delete it or to export it and then delete it.
• When the waiting period ends, we anonymise the account: the name becomes a non-identifying label, the email is replaced with a synthetic address, the password and profile photo are removed, sessions and device tokens are revoked, and class and organisation memberships are removed. In-progress attempts are deleted. Submitted attempts, scores, and organisation-owned quizzes remain so that the organisation’s record of the assessment is not destroyed. Billing identifiers needed for invoices are kept.
• You can also download a copy of your personal data from the Service before deletion. The archive is a ZIP generated for you and expires after 7 days.
• An organisation administrator can request deletion of an organisation that has no other members, using the same email confirmation and waiting period. The organisation record is then closed. Invoices already issued are retained.
• Platform staff can anonymise an account on a verified request without the self-serve waiting period. That path is for support and legal requests, not for ordinary self-serve deletion.

10. Your rights

Depending on where you live, you may have the right to access, correct, delete, or restrict personal data, to object to certain processing, to data portability, and to withdraw consent where processing is based on consent. You may also complain to a supervisory authority. [Counsel: name the lead authority once the establishment country is confirmed.]

You can correct your name, email, and password in the Service, download an export, and start or cancel deletion as described above. For anything the product does not expose, email privacy@quizite.com. We will respond within 30 days, or sooner where the law requires. We may need to confirm you are the account holder, or that an organisation request comes from an administrator.

If an organisation is the controller of student data, we may refer the request to that organisation and help them carry it out.

11. Security

We protect the Service with HTTPS, hashed passwords, access limited by role and organisation, and expiring session tokens. No method of transmission or storage is perfectly secure. Please use a unique password and tell us at support@quizite.com if you think your account has been accessed without permission.

12. Cookies

The marketing site and web app use essential cookies (session and CSRF). We do not use advertising cookies. Optional analytics cookies are not part of the current product. Details are in the Cookie Policy.

13. Changes

We will post changes on this page and change the date above. If a change materially reduces your rights, we will give you prior notice by email or in the Service where we have an address for you.

14. Contact

Privacy requests: privacy@quizite.com. Account support: support@quizite.com. Postal address: [registered address].