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Parent / Guardian Notice and Consent

Effective July 24, 2026

This Parent / Guardian Notice and Consent explains how Proctorly may be used with a student and how SchoolToolz, operating Proctorly, may collect, use, store, and disclose student information in connection with remote exam monitoring.

This notice is intended for parents and legal guardians when Proctorly is used outside a verified school or district authorization process, including homeschool, tutoring, homeschool co-op, private educational program, or independent educator contexts.

If Proctorly is being used by a school, district, or educational institution, that school or institution may provide its own notice and authorization process. In that case, parents and guardians should contact the school or institution with questions about the exam, required monitoring, accommodations, and student records.

1. Who Operates Proctorly

Proctorly is operated by SchoolToolz.

Business location: Durham, North Carolina, United States
Privacy contact: privacy@proctorly.co
Product: Proctorly
Purpose: Educational exam monitoring and academic-integrity support

2. What Proctorly Is

Proctorly is an online educational exam-monitoring platform. It helps educators, schools, tutors, homeschool parents, and other educational users administer and review remote exam sessions.

Proctorly may help an educator determine whether an exam session should be reviewed for possible academic-integrity concerns. Proctorly does not make final academic, disciplinary, grading, identity, cheating, or misconduct decisions.

3. Why You Are Receiving This Notice

You are receiving this notice because a student may be asked to use Proctorly for an exam or assessment.

If the student is under 13, Proctorly may not be used unless a legally appropriate authorization path exists. Depending on the context, this may include:

  1. parent or legal guardian consent;
  2. homeschool parent or legal guardian authorization;
  3. school or district authorization for educational use;
  4. another legally valid consent or authorization process.

This notice is designed to explain what Proctorly collects and to obtain consent where direct parent or guardian consent is needed.

4. Student Information Proctorly May Collect

During setup and exam monitoring, Proctorly may collect or process the following student information:

  1. student name;
  2. student email address;
  3. exam session identifier;
  4. test or exam identifier;
  5. exam start and end times;
  6. timestamps;
  7. tab-switch events;
  8. fullscreen-loss events;
  9. screen-share interruption events;
  10. monitoring status events;
  11. webcam snapshots;
  12. screen snapshots;
  13. ID photo or setup photo for manual educator review;
  14. short screen-share and audio clips around flagged events;
  15. integrity flags;
  16. face-count information, such as whether zero, one, or multiple faces appear to be present;
  17. teacher or educator review notes;
  18. AI-assisted integrity report content;
  19. technical information needed to operate the exam session.

Proctorly is designed so that students do not need persistent Proctorly accounts to take an exam. Students usually access exams through a unique exam link or token provided by the educator.

5. Webcam, Screen, and Monitoring Features

During an exam, Proctorly may ask the student to allow webcam access and screen sharing.

Depending on the educator’s exam settings, Proctorly may:

  1. capture webcam snapshots during the exam;
  2. capture screen snapshots during the exam;
  3. capture an ID photo or setup photo;
  4. capture short screen-share and audio clips around flagged events;
  5. detect tab switching;
  6. detect loss of fullscreen mode;
  7. detect interruption of screen sharing;
  8. detect whether zero, one, or multiple faces appear to be present;
  9. generate flags for educator review;
  10. help generate an AI-assisted integrity report.

If the student does not grant required webcam or screen-sharing permissions, the student may not be able to continue the exam. Parents or guardians should contact the educator before the exam if the student needs an alternative testing arrangement, accommodation, or different monitoring setup.

6. Face Detection and What Proctorly Does Not Do

Proctorly uses on-device face-presence or face-count detection only.

Proctorly does not:

  1. use facial recognition to identify the student;
  2. compare the student’s face to an enrollment image;
  3. create a faceprint;
  4. create a facial template;
  5. create a facial embedding;
  6. create a persistent biometric identifier;
  7. infer race, gender, age, emotion, stress, attention, gaze, or demeanor;
  8. automatically verify the student’s identity by facial matching;
  9. use student images for model training.

An ID photo or setup photo may be provided to the educator for manual review only.

7. AI-Assisted Integrity Reports

Proctorly may use automated tools or AI-assisted features to help summarize exam-monitoring events and generate integrity reports for educators.

AI-assisted reports are advisory only. They are not final proof that the student cheated, violated a rule, committed misconduct, or acted dishonestly.

A flag may be wrong. A flag may have an innocent explanation. A lack of flags does not prove that no issue occurred.

The educator or educational program is responsible for reviewing the information, considering the student’s explanation, applying its own academic policies, and making any final academic or disciplinary decision.

8. Why Proctorly Uses Student Information

Proctorly uses student information to:

  1. allow the student to access an exam;
  2. support exam setup;
  3. operate webcam and screen-monitoring features;
  4. detect possible exam-integrity events;
  5. provide flags to the educator;
  6. provide snapshots, short clips, and session context to the educator;
  7. help generate advisory integrity reports;
  8. support educational review;
  9. maintain security and prevent misuse;
  10. troubleshoot technical issues;
  11. comply with legal obligations;
  12. protect the rights, privacy, safety, and security of students, educators, schools, and Proctorly.

Proctorly does not use student information for targeted advertising. Proctorly does not sell student information. Proctorly does not create commercial advertising profiles about students.

9. Who May Access Student Information

Student information may be accessed by:

  1. the educator who assigned or administers the exam;
  2. the school, institution, homeschool parent, tutor, or educational organization responsible for the exam;
  3. authorized Proctorly personnel or service providers when necessary to provide, secure, support, or troubleshoot the service;
  4. subprocessors that help Proctorly operate the service;
  5. others where required by law, legal process, or safety/security needs.

Proctorly’s subprocessors may include hosting, storage, database, email, error-monitoring, payment, analytics, and AI-service providers. A separate Subprocessor List may provide additional details.

10. Vendors and Subprocessors

Proctorly may use service providers such as:

  1. Supabase for database, authentication, and storage infrastructure;
  2. Cloudflare R2 for storage of snapshots, ID photos, and short screen-share clips;
  3. Stripe for teacher or school billing;
  4. Resend for transactional email;
  5. Sentry for error monitoring;
  6. OpenRouter for AI-assisted report or email-generation workflows;
  7. MediaPipe or Google-hosted resources for on-device face detection;
  8. Vercel for hosting and delivery;
  9. PostHog or Vercel Analytics for limited product analytics, subject to student-route restrictions.

Proctorly does not send student images or screen captures to AI model providers. AI prompts use redacted flag summaries and placeholders for names, test titles, and institutions; real values are reinserted locally after the response is returned.

11. Data Retention

Proctorly keeps student information only as long as reasonably necessary for educational, legal, security, support, accounting, or operational purposes, unless a shorter or longer period is required by applicable law or agreement.

Current retention periods include:

  1. webcam snapshots: database records are deleted 30 days after the session is submitted by default, configurable 1–365 days by the school or teacher; the underlying R2 objects are deleted when a session or test is deleted or through a planned R2 deletion job;
  2. screen snapshots: database records are deleted 30 days after the session is submitted by default, configurable 1–365 days by the school or teacher; the underlying R2 objects are deleted when a session or test is deleted or through a planned R2 deletion job;
  3. short audio clips: handled the same as screen snapshots;
  4. ID photos: no automated deletion; removed only when a session or test is deleted, or when the account is closed;
  5. short screen-share clips: no automated deletion; removed only when a session or test is deleted, or when the account is closed;
  6. integrity flags: no automated deletion; removed only when a session or test is deleted, or when the account is closed;
  7. AI reports: no automated deletion; removed only when a session or test is deleted, or when the account is closed;
  8. student session metadata: no automated deletion; removed only when a session or test is deleted, or when the account is closed;
  9. logs: governed by the Sentry project's plan setting, not by Proctorly directly;
  10. backups: approximately 30 days, subject to the Supabase project's backup plan and point-in-time recovery window.

12. Parent and Guardian Rights

Depending on the context and applicable law, parents or guardians may have the right to:

  1. review student information collected by Proctorly;
  2. request correction of inaccurate information;
  3. request deletion of student information;
  4. withdraw consent for future use;
  5. ask questions about Proctorly’s data practices;
  6. request information about subprocessors;
  7. request an alternative testing arrangement through the educator or school.

If Proctorly is being used by a school or institution, requests should usually be directed first to the school or institution because the school controls the educational use of the information.

For homeschool, tutoring, co-op, or direct-parent contexts, requests may be sent to Proctorly at privacy@proctorly.co.

13. Refusal or Withdrawal of Consent

A parent or guardian may refuse consent or withdraw consent for future use.

If consent is refused or withdrawn, the student may be unable to use Proctorly for the exam. The educator, homeschool parent, tutor, school, or educational program is responsible for deciding whether an alternative exam method is available.

Withdrawal of consent does not automatically require deletion of information that must be retained for legal, security, dispute-resolution, backup, academic-record, or legitimate educational reasons. Proctorly will process deletion requests according to applicable law and agreement.

14. Accommodations and Alternative Testing

Proctorly may not be appropriate for every student.

Parents or guardians should contact the educator or school if the student:

  1. has a disability or accommodation need;
  2. cannot use a webcam or screen sharing;
  3. lacks a compatible device;
  4. has unreliable internet access;
  5. has privacy, safety, religious, medical, or environmental concerns;
  6. needs a different testing arrangement.

The educator, school, homeschool parent, tutor, or educational program is responsible for determining and providing any required accommodations or alternate testing paths.

15. Contact

Questions may be sent to:

SchoolToolz / Proctorly
Durham, North Carolina, United States
Email: privacy@proctorly.co