Safari Academy OEMS | Privacy Policy

1. Introduction & Commitment

Welcome to Safari Academy Online Examination Management System ("OEMS", "we", "our", "us"). We are committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform for online examinations, learning management, and related academic services.

                 Legal Basis: We process your data based on your consent, contractual necessity (to provide examination services), and legitimate educational interests.
            

2. Information We Collect

To provide seamless examination and academic services, we collect the following categories of information:

Category	Examples	Purpose
Personal Identification	Full name, student ID, date of birth, gender	Account creation, result verification
Contact Details	Email address, phone number, residential address	Communication, exam notifications, password recovery
Academic Records	Exam responses, scores, course enrollments, certificates	Grading, analytics, academic progress tracking
Technical Data	IP address, device type, browser version, timestamps	Security, anti-cheating measures, platform optimization
Behavioral Data	Login patterns, exam navigation, time spent per question	Exam integrity, user experience improvement

Minors: Our services are intended for students under parental/guardian consent. If you are under 16, please ensure your parent or guardian reviews this policy.

3. How We Use Your Information

We use collected data strictly for educational and operational purposes:

Examination Delivery: Authenticate users, present exam questions, record answers, and compute results.
Academic Integrity: Monitor for suspicious behavior, prevent cheating, and validate identity.
Result Processing: Generate transcripts, certificates, and performance analytics.
Communication: Send exam schedules, result announcements, and system updates.
Improvement: Analyze usage trends to enhance platform features and user experience.
Legal Compliance: Fulfill regulatory requirements and respond to lawful requests.

4. Data Sharing & Disclosure

We do NOT sell your personal data. Limited sharing occurs only in these scenarios:

Educational Institutions: With your school/college for academic records and accreditation.
Service Providers: Trusted third parties (hosting, analytics, email services) under strict confidentiality agreements.
Legal Obligations: If required by law, court order, or governmental regulation.
Protection of Rights: To enforce our Terms of Service or protect the safety of Safari Academy users.

                 Third-Party Links: Our platform may contain links to external resources. We are not responsible for their privacy practices. Please review their policies independently.
            

5. Data Security & Retention

We implement industry-standard security measures to protect your data:

Encryption: All data transmitted via TLS 1.3; sensitive data encrypted at rest using AES-256.
Access Controls: Role-based access; only authorized personnel handle student data.
Retention Policy: Student records are retained for 7 years after last activity as per educational standards. Exam logs are kept for 3 years for audit purposes.
Deletion: Upon written request or account termination, personal data will be anonymized or deleted within 90 days, except where legal retention applies.

Despite our efforts, no internet transmission is 100% secure. You are responsible for safeguarding your login credentials. Report any suspicious activity immediately.

6. Cookies & Tracking Technologies

We use essential and functional cookies to operate the examination system properly:

Session Cookies: Maintain your login state during exams (required).
Preference Cookies: Remember language and display settings.
Analytics Cookies: Aggregate usage data to improve performance (anonymized).

You may disable cookies via browser settings, but some exam features (like auto-save) may not work correctly.

7. Your Privacy Rights

Depending on your location (e.g., Ethiopia, GDPR regions, or other applicable laws), you have the following rights:

Right to Access: Request a copy of your personal data.
Right to Rectification: Correct inaccurate or incomplete information.
Right to Erasure ("Right to be Forgotten"): Request deletion of your data, subject to legal/educational retention limits.
Data Portability: Receive your data in a structured, machine-readable format.
Right to Object: Opt-out of non-essential processing (e.g., marketing analytics).

To exercise your rights, email privacy@safari-academy.com or use the contact form within your student dashboard. We will respond within 30 days.

8. Special Provisions: Online Examination Integrity

To maintain academic honesty, Safari Academy OEMS may employ:

Proctoring Technologies: Webcam monitoring, screen recording, and keystroke pattern analysis (only with explicit consent before exam).
Plagiarism Detection: Text similarity checks for essay-type answers.
AI Anomaly Detection: Flagging unusual behavior like copy-paste or tab switching.

                 Proctoring Notice: If your exam uses AI proctoring, you will be notified at least 24 hours in advance. Data from proctoring sessions is stored securely for 180 days and used solely for integrity investigations.
            

9. International Data Transfers

Safari Academy primarily operates from Ethiopia. However, we use cloud infrastructure (e.g., secure servers in EU/US regions) that may involve cross-border data transfers. We ensure appropriate safeguards (Standard Contractual Clauses, data processing agreements) are in place to protect your information in compliance with applicable laws.

10. Changes to This Privacy Policy

We may update this policy periodically to reflect changes in technology, legal requirements, or our operations. The "Last Updated" date at the top indicates the latest revision. Material changes will be notified via email or a prominent notice on your dashboard at least 14 days in advance.

11. Contact Us

If you have questions, concerns, or wish to submit a data request, please reach out to our Data Protection Officer (DPO):

Address: Safari Academy | Addis Ababa, Ethiopia
Email: privacy@safari-academy.com
Phone: +251-905-171717 (Data Privacy Office)
Response Hours: Monday to Friday, 9:00 AM – 5:00 PM (EAT)

For urgent privacy matters, you may also contact the Ethiopian Information & Communication Technology Authority (EICTA) or your local data protection authority.