Services – Privacy Policy
MyCourseID (“us”, “we”, “our”) is committed to protecting your privacy. To better protect your privacy, we provide this notice explaining our online information as it relates to our services, product, and platform (“Services”) practices we deliver to our partners, institutions, or organizations (“Testing Institutions”). The approach your Testing Institution uses when processing the information we provide them is not included in this privacy policy. You are advised to evaluate the privacy policy of your Testing Institution to fully understand their approach to addressing your individual privacy. To ensure this notice is easy to find, we also make it available on our website. Please click this link to preview our Website Privacy Policy
1. INFORMATION COLLECTION AND USE CASES
We collect selective information so that we can provide an experience that is responsive to our users’ and customers’ needs. If requested by the Testing Institution, our Services will utilize an image and audio detection feature to help determine if the image or audio of a person is visible or can be heard, or if one or more individual is visible or can be heard by the device’s camera and microphone (without trying to identify any person by using an ID with personal information, driver’s license, room scan, or password). We use this feature solely to provide our Services to the Testing Institution and we securely encrypt the storage of images and audio, or individualized data related to image or audio detection for 12-month periods of time, as directed by your Testing Institution, unless the Institution requires an exception to our time period of storage, or we need to retain the data to uphold our commitment to the Institution, which may not exceed two (2) years after your last instance of utilizing our Services, at which time all student data is automatically extracted and disposed.
If requested by the Testing Institution, our Services may record your activity upon launching or during the assessment, by capturing audio and/or visual recordings from your device via microphone and/or camera, or from an external microphone or camera (for these purposes, we request that you grant us permission to use your browser and device). Please note that these recordings may also capture images or audio of other people who are in or around your surrounding workspace area. If you are using our Services at your home or in a personal space, you agree to allow your activity and surrounding workspace area to be recorded by camera and microphone and then to be viewed by your instructor, administrator, or qualified MCID staff members before, during, or after the assessment as directed by your Testing Institution for the purpose of detecting any indication of cheating on the assessment. Based on the specific requirements of your Testing Institution and the Services engaged, you may be asked to submit certain information about yourself, in which you authorize us to gather your contact information (that may include your name, address, telephone number, email address, student or other ID#). This information may be used for customer support or submitting payment.
In the event you are located outside of the United States, specifically in the European Economic Area or the United Kingdom, your Testing Institution will serve as the dedicated resource and decision maker related to any of the personal data collected about you via our Services. Our primary role is to provide the information we secure through our Services directly to your Testing Institution, where they serve as the final evaluation stage for processing your personal information.
We collect this information to improve our service or Product & Platform, and to help us determine your individual needs so we may serve you better individually, as well as collectively. Please note, to better safeguard your information, please do not include any credit card information in your electronic communication unless it is specifically required as part of services or transaction fulfillment process site, or our customer service contact process.
2. DATA SECURITY
We utilize the highest level of AWS S3 security with 256k encryption to protect the storage of data, and the connection and transmission of information during the assessment. Our level of security also ensures protection against the loss, misuse, alteration and disruption of the information under our control. All data is selectively placed in an encrypted and dedicated, private Amazon cloud platform within US based and regionally secure data centers. Only select and fully qualified MCID staff are entitled access to ensure college faculty and administrators are supported on behalf of their students to uphold the academic integrity as contracted by their institution. Each of the qualified MCID staff members entitled to access are committed to executing on behalf of the Family Education and Privacy Act (FERPA) requirements. We may also at times provide information about you to third parties who deliver various services on our behalf, such as providers who process credit card payments. We will only share information about you that is necessary for the third party to deliver the requested service. These companies are prohibited from retaining, sharing, buying, selling, storing or using your personally identifiable information for any secondary purposes. We follow generally accepted standards to protect the personal information submitted to us, both during transmission and once we receive it.
3. COLLECTION AND USE OF PERSONAL INFORMATION OF CHILDREN UNDER AGE 13
We are committed to protecting the online privacy of children. In accordance with the Children’s Online Privacy Protection Act (”COPPA”), we will not knowingly collect any personally identifiable information from children under the age of thirteen (13) without first obtaining parental consent. Prior to providing any personally identifiable information (your name, email address, address, phone number etc.), children under the age of thirteen (13) must have a parent or legal guardian complete and return (by email or regular mail) a Parental Consent Form to Support@mycourseid.com or mailed to the following address:
Gray-Logic, LLC (MyCourseID)
1313 Choquette Dr
Austin, Texas 78757
The consent form must state that the child’s “Parent” or “Legal Guardian”, by his or her signature, consents to the collection and transfer of the child’s personally identifiable information. Consent may be revoked by completing a “Revocation of Parental Consent Form” and sending it to the email or physical mailing address above. In compliance with COPPA, we are sensitive about children consulting with parents or guardians before furnishing personal information or ordering anything online. It is also our intention to adhere to the Children’s Advertising Review Unit (CARU) Guidelines on Internet advertising with its special sensitivities regarding solicitations to children under thirteen (13). We encourage parents/guardians to supervise and join their children in exploring cyberspace. If you believe that a child has provided their information to us without parental or guardian consent, please contact us as referenced in the Contact Information section, so that we can take steps to delete it.
4. DATA DISCLOSURE
If required, we may disclose information, including visual and audio selections of your assessment session to your Testing Institution upon request. We do this to ensure your Testing Institution can validate that you we the person accessing the assessment and that no assessment protocols were violated. There may be instances where your personal information is required to be disclosed to enforce or apply our Terms of Service, as well as our other agreements with you. We cooperate with government and law enforcement officials and private parties to enforce and comply with the law. We will disclose any information about you to government or law enforcement officials or private parties as we, in our sole discretion, believe necessary or appropriate to respond to claims and legal process (including without limitation subpoenas), to protect our property and rights or the property and rights of a third party, to protect the safety of the public or any person, or to prevent or stop activity we consider to be illegal or unethical. We will also share your information to the extent necessary to comply with Federal and State rules, regulations and policies. To the extent we are legally permitted to do so, we will take reasonable steps to notify you in the event we are required to provide your personal information to third parties as part of legal process. Should you choose to employ your rights in relation to applicable data protection laws, in relation to the use of our Services as a resource for collecting data, please contact your Testing Institution. As defined within our agreement with your Testing Institution, we will offer our full support to them to ensure compliance and facilitate closure.
5. CHANGES IN OUR PRACTICES
We reserve the right to modify this Privacy Policy at any time. If we decide to change our Privacy Policy, we will post those changes to this Privacy Policy and any other places we deem appropriate, so that you are aware of what information we collect, how we use it, and under what circumstances, if any, we disclose it. If we make material changes to this Policy, we will notify you here, by email, or by means of a notice on our home page.
6. CORRECTING, UPDATING AND REMOVING PERSONAL INFORMATION
You may alter, update or deactivate your account information or opt out of receiving communications from us at any time. You may send an email to Support@mycourseid.com or you may send mail to the following address:
Gray-Logic, LLC (MyCourseID)
1313 Choquette Dr
Austin, Texas 78757
We will respond to your request for access or to modify or deactivate your information within thirty (30) days.
7. CONTACT INFORMATION
If you have any questions about this Privacy Policy, the practices of our Site, our Product & Platform, or our Services, or your dealings with our Site, our Product & Platform, or our Services, please contact us by email at Support@mycourseid.com or via mail to the following address: Gray-Logic, LLC (MyCourseID), 1313 Choquette Dr, Austin, Texas 78757
8. ACTIVATION OF SERVICES, PRODUCT & PLATFORM
Before utilizing our Services, you must agree to the terms by selecting the “I Agree” button. Before utilizing our Services, you must also provide us with access to your device’s camera and microphone, or an external camera and microphone. Your camera and microphone are required to implement our image and audio detection feature, when requested by the Testing Institution as our Services may record your activity upon launching as well as during the assessment, by capturing audio and/or visual recordings from your device’s microphone and camera, or from your external microphone and camera. Access to your camera and microphone may also be provided through your browser, in which we require access to activate our Services and fulfill our requirements with the Testing Institution to monitor your assessment.
MyCourseID does not sell, lease, trade, or otherwise profit from individuals’ images or audio data, and MyCourseID does not permit its vendors or licensors to sell, lease, trade or otherwise profit from individuals’ images or audio data. During your assessment, we may continue to monitor your camera and microphone to ensure we meet the requirements of your institution’s testing parameters. During your assessment, our Services may be activated to automatically document your activity via images and audio if your Testing Institution requires it to determine if one or more individuals can be viewed via camera or heard via audio. MyCourseID may collect recordings of your test session for exam integrity, and training purposes. If required, we may also collect information related to test names, dates, name, country, state/province, city, status, duration and other time-based metadata to your Testing Institution. If required, we may also obtain IP address information to help troubleshoot issues and verify your testing location to be shared with your Testing Institution.
9. LMS RELATED
When you access or use our Services, including for the purposes of registering or utilizing MyCourseID through a learning management system integration, we may receive information about you, including information related to the exam, subject, date, registrants, and, if payment is required, payment information (though payment will be processed by our third-party payment processor).
10. HOW WE USE YOUR INFORMATION
In addition to the uses described above, we may also use information that we collect about you or that you provide to us, including any personal information:
- To verify you are visible during an assessment via image and audio.
- To support the fulfillment of customer service needs.
- To provide you with information, products, or services that you request from us.
- To improve and optimize our Service,
- To carry out our obligations and enforce our rights arising from any contracts entered into between you and us, or your Testing Institution and us.
- For any other purpose with your consent.
11. LEGAL FOUNDATION FOR DELIVERING OUTCOMES
In most contexts, MyCourseID acts as a service provider for a Testing Institution, who serves as the controlling entity. We provide our Services in these instances as a processor of personal data only on documented, legally compliant instructions as contracted by the controlling entity. We process your personal information, with your consent, where necessary to perform a contract, to comply with our legal obligations, and where doing so is in our legitimate interest and does not outweigh your rights and freedoms, such as to protect the integrity of our software, protect the integrity of our testing process, protect our intellectual property or the intellectual property of the Testing Institution who has engaged our Services, while ensuring full compliance with applicable laws and our Terms of Service.
12. Supplemental Support
We may engage certain trusted third parties, subsidiaries, and affiliates to disclose your information to help provide, optimize, and assist with our assessment services, including selected solutions providers, customer support providers, software providers, identity verification providers, learning management systems, payment processors, digital support services and providers, virtual and physical administration sites, and virtual meeting software solutions. There may be instances where we could share your personal information with these third parties only to the extent necessary for them to perform the functions we have requested. These companies are authorized to use your personal information only as necessary to provide services to us in a manner consistent with our Privacy Policy and legal obligations.
12.b. LINKS TO OTHER WEBSITES
Our Services may contain links that lead to other websites. If you click on these links, MyCourseID is not held responsible for your data and privacy protection. Visiting those websites is not governed by this privacy policy agreement. Make sure to read the privacy policy documentation of the website you go to from our website.
14. Data Retention and Security
We retain information for as long as required to perform the Services described in this Policy, or as directed by your Testing Institution, or as long as needed to comply with our legal obligations. Once we no longer require information, we securely destroy it. We use encrypted storage to ensure the security of images and audio, or individualized data related to whether an image or audio was or was not detected only for 12-month periods of time, or as directed by your Testing Institution. After 12-months, our system extracts and disposes of any student-specific data. Our only exception to this process is if an institution requires additional time to review student data. In these cases, we retain student data for an extended period, not to exceed an additional 12-months. Regardless of the circumstances, we will not store a student’s data for more than two (2) years after their last instance of utilizing our Services, at which time all student data is automatically extracted and disposed.
While in use, we employ encrypted and commercially reasonable technical, organizational, and administrative measures to ensure the protection of student data against unauthorized or unlawful access or processing, and against accidental loss, theft, disclosure, copying, modification, destruction, or damage. Please understand, the use of e-mail may not be secure, and you should therefore take special care in deciding what information you send us via e-mail. You play an important role in keeping your information secure. You should never share your credentials, your personal, or other security-related information for any of your accounts with anyone. If you have reason to believe that any interaction with us is no longer secure (e.g., if you feel that the security of your account with us has been compromised), please contact us immediately as detailed in the Contact Information section. Any transmission of personal information is at your own risk. We are not responsible for circumvention of any privacy settings or security measures contained within our Services.
Website – Privacy Policy
This privacy policy (“policy”) will help you understand how MyCourseID (“us”, “we”, “our”) uses and protects the data you provide to us when you visit and use www.MyCoursedID.com (“site”, “website”, “service”).
We reserve the right to change this policy at any given time. If you want to make sure that you are up to date with the latest changes, we advise you to frequently visit this page.
What User Data We Collect
When you visit our site, we may collect the following data:
• Your contact information and email address for payment or customer service purposes
• Other information such as interests and preferences.
• Data profile regarding your online behavior on our site.
Why We Collect Your Data
We are collecting your data for several reasons:
• To better understand your needs.
• To improve our services and products.
• To contact you to fill out surveys and participate in other types of market research.
• To customize our site according to your online behavior and personal preferences.
Safeguarding and Securing the Data
MyCourseID is committed to securing your data and keeping it confidential. MyCourseID has done all in its power to prevent data theft, unauthorized access, and disclosure by implementing the latest technologies and software, which help us safeguard all the information we collect online. Unless required by our partners, you do not need to share any personal information to use our site.
Our Cookie Policy
Once you agree to allow our site to use cookies, you also agree to use the data it collects regarding your online behavior (analyze web traffic, web pages you visit and spend the most time on). The data we collect by using cookies is used to customize our site to your needs. Please note that cookies don’t allow us to gain control of your computer in any way. They are strictly used to monitor which pages you find useful and which you do not so that we can provide a better experience for you. If you want to disable cookies, you can do it by accessing the settings of your internet browser. You can visit https://www.internetcookies.com, which contains comprehensive information on how to do this on a wide variety of browsers and devices.
Links to Other Websites
Our site may contain links that lead to other websites. If you click on these links, MyCourseID is not held responsible for your data and privacy protection. Visiting those websites is not governed by this privacy policy agreement. Make sure to read the privacy policy documentation of the website you go to from our website.
Restricting the Collection of your Personal Data
At some point, if you wish to restrict the use and collection of your personal data you can achieve this by doing the following: When you are completing the forms on the site, be sure to determine if there is a box which you’d prefer to leave unchecked, to avoid disclosing your personal information. If you have already agreed to share your information with us, feel free to contact us via email and we will be more than happy to change this for you. MyCourseID will not lease, sell or distribute your personal information to any third parties, unless we have your permission. Your personal information may be used if we need to send you promotional materials, if you agree to this privacy policy. We may be required to share your personal information, if the law forces us to do so.
GOOGLE ANALYTICS AND COOKIES
We may use a tool called “Google Analytics” to collect information about use of this site, such as how often users visit the site, what pages they visit when they do so, and what other sites they used prior to coming to this site. Google Analytics collects only the IP address assigned to you on the date you visit this site, rather than your name or other identifying information.
Google Analytics plants a permanent cookie on your web browser to identify you as a unique user the next time you visit this Site. This cookie cannot be used by anyone but Google, Inc. The information generated by the cookie will be transmitted to and stored by Google on servers in the United States. We use the information received from Google Analytics only to improve services on this Site. We do not combine the information collected through the use of Google Analytics with any personally identifiable information. Google’s ability to use and share information collected by Google Analytics about your visits to this Site is restricted by the Google Privacy Policy http://www.google.com/policies/privacy. Google also receives this information and their use of it is governed by their Privacy Policy. For more information about how Google Analytics collects and processes data, please visit this link. To opt out of having your information used by Google Analytics, please visit this link. For more information, please visit Google’s privacy policy here. You can prevent Google Analytics from recognizing you on return visits to this Site by disabling the Google Analytics cookie on your browser.
Advertising: Our third party partners may use technologies such as cookies to gather information about your activities on our website and other websites in order to provide you advertising based on your browsing activities and interests. If you wish to not have this information used for the purpose of servicing you internet-based ads, you may opt out by clicking here (or if located in the European Union, click here). Please note this does not opt you out of all ads, only targeted ads. You will continue to receive generic advertisements online.
TRANSFER OF DATA ABROAD
If you are visiting our site from a country other than the country in which our servers are located, your communications with us may result in the transfer of information across international boundaries. By visiting this site and communicating electronically with us, you consent to such transfers.
Contact
Email: Support@MyCourseID.com
Updated: February 10, 2025