Privacy Policy

Last updated: 23 May 2026. This policy describes how KayaVi collects, uses, protects, shares, and retains data for online exam management. It is adapted for KayaVi from common online-exam privacy practices, including the reference policy at examonline.in.

Scope

This policy applies to Candidate, Organizer, and App Admin use of the KayaVi exam portal, including registration, profile management, exam invitations, enrollment, payments, exam attempts, results, receipts, score cards, and support communication.

Information We Collect

• Account information such as name, email address, role, login status, email verification status, and consent receipt details.
• Profile information such as mobile number, address, city, state, qualification, guardian contact, organization name, GST number, website, and exam purpose.
• Exam information such as exam setup, questions, options, invitations, enrollment status, payment status, attempts, answers, marks, score, percentage, rank, receipts, and score card details.
• Technical and security information such as IP address, browser user agent, timestamps, secure invite tokens, payment references, and authentication tokens.
• Payment information needed to reconcile exam fees, coupons, receipts, order IDs, payment IDs, status, amount, currency, and verification result.

Why We Use Information

• To create and manage Candidate, Organizer, and App Admin accounts.
• To let organizers create exams, publish invite links, enroll candidates, manage payments, and publish results.
• To let candidates enroll, pay where required, take exams, submit answers, view results, and print enrollment or score documents.
• To record consent for account privacy terms and for candidate data sharing with the exam organizer.
• To maintain security, prevent unauthorized access, investigate misuse, troubleshoot issues, and comply with lawful obligations.

Consent

All Candidate and Organizer accounts must accept the KayaVi privacy policy during sign up. Candidates must also consent before enrollment to sharing their candidate profile, enrollment, attempt, answer, score, and result details with the relevant organizer for exam administration and result analysis. KayaVi records the consent version, timestamp, IP address, and browser user agent where applicable.

Sharing and Disclosure

KayaVi shares candidate exam data with the organizer who owns the exam. App Admins may access platform records for operational, support, payment, audit, and security purposes. Candidate ranking lists are shown to other candidates only when the organizer has enabled that setting for the exam. KayaVi does not sell personal data.

Security

KayaVi uses role-based access controls, protected route tokens, hashed passwords, protected invite tokens, consent receipts, and encrypted storage for selected sensitive profile fields such as mobile number, address line, GST number, qualification, and guardian contact. Users should keep passwords and invite links private and report suspected unauthorized access promptly.

Retention

Account, exam, enrollment, payment, attempt, answer, result, consent, and document records are retained while needed for exam administration, institutional records, payment reconciliation, dispute handling, security, audit, or legal requirements. Data may be archived or removed through an approved administrative process when it is no longer required.

Cookies and Session Data

KayaVi may use authentication cookies and session data to keep users signed in, enforce access controls, and route users to the correct dashboard. Users who disable required cookies may not be able to use protected portal features.

User Rights and Corrections

Users may contact the relevant organizer or KayaVi administrator to request correction of inaccurate account, profile, enrollment, payment, or result information. Requests may require identity verification and may be limited where records must be retained for exam integrity, audit, or legal reasons.

Children and Student Users

If a candidate is a minor or student using KayaVi through an institution, the organizer or institution is responsible for ensuring appropriate authority, notice, and consent before inviting the candidate to an exam.

Policy Changes

KayaVi may update this policy to reflect changes in portal features, law, security practices, or organizer requirements. New account registrations record the active consent version at the time of sign up.

Contact

For privacy, consent, exam access, payment, or result correction requests, users should contact the organizer managing the assessment or the KayaVi App Admin responsible for the portal.