01 Scope & Applicability

This Privacy Policy explains how ICEF collects, uses, stores, processes, shares, and protects personal and assessment data when you:

• Access or use our website (https://icefindia.in) and all linked portals, dashboards, or subdomains.
• Register for or participate in Computer-Based Tests (CBT), online examinations, campus recruitments, or skill evaluations administered by ICEF on behalf of academic institutions, universities, examination boards, or corporate employers.
• Undergo Cognitive, Behavioral, Communication, or Domain Assessments delivered through ICEF testing engines or the TracMarks system.
• Interact with our workforce development, BPO support, manpower outsourcing, recruitment consulting, or request a demo/callback.
• Submit a job application or resume through our Careers section.

This policy applies equally to test-takers ("Candidates"), institutional administrators, corporate clients, job seekers, and general website visitors.

02 Information We Collect

We only collect personal information that is adequate, relevant, and necessary for administering testing, workforce, recruitment, and consultancy services:

A. Candidate & Examinee Information

• Personal Identifiers: Full name, date of birth, gender, photograph, contact numbers, email address, and residential/postal address.
• Academic & Professional Details: Educational qualifications, college/university name, enrollment/roll number, branch/specialization, marks/grades, work experience, and resume details.
• Examination & Registration Credentials: Application ID, admit card details, test center allocation, system login IDs, and candidate passcodes.
• Assessment Performance Data: Test responses, question-level logs, time spent per module, assessment scores, percentiles, competency analytics, and TracMarks records.
• Identity Verification & Proctoring Data: Government-issued ID proof (e.g., Aadhaar, PAN, Passport, Driving License, or College ID card for verification), webcam captures, candidate image snapshots, audio/video feeds, screen recording logs, and remote proctoring telemetry (collected strictly for exam integrity and fraud prevention with explicit consent).

B. Institutional & Corporate Client Representatives

• Official contact person’s name, designation, institutional/corporate email address, business telephone number, organization name, and billing/contractual details.

C. Job Applicants & Manpower Candidates

• Curriculum vitae (CV), employment history, references, current and expected compensation, skill certifications, and interview notes.

D. Technical, Device & Browsing Data

• IP address, device type, operating system, browser specifications, screen resolution, connection speed, cookies, session duration, and navigation patterns on our web portals.

03 How We Use Your Information

ICEF India uses collected data strictly for lawful, defined operational purposes:

• Administering Assessments & CBT Examinations: Authenticating test-takers, provisioning test environments, delivering customized assessments, timing sessions, and recording responses securely.
• Evaluation & Score Reporting: Calculating objective scores, generating diagnostic competency reports (Cognitive, Behavioral, Domain, Communication), and issuing verified assessment scorecards.
• Ensuring Examination Integrity: Detecting and deterring unfair means, impersonation, tab-switching, unauthorized screen mirroring, or malpractice via manual and proctoring audit trails.
• Recruitment & Placement Services: Matching qualified candidates with hiring requirements for corporate clients, scheduling interviews, and facilitating resource outsourcing.
• Customer Support & Enquiries: Responding to callback requests, demo scheduling, exam helpline queries, and client service management.
• Platform Optimization & Compliance: Monitoring server stability, diagnosing technical glitches, maintaining audit logs, and adhering to legal, statutory, or regulatory obligations.

04 Legal Grounds for Processing

We process your personal and assessment data under the following legitimate grounds recognized by law:

• Consent: Explicit, informed consent provided by you when registering for an examination, applying for a job, or submitting an inquiry form.
• Contractual Obligation: Processing necessary for fulfilling service contracts with educational boards, corporate employers, and academic institutions.
• Legitimate Interests: Maintaining platform security, verifying examination integrity, preventing fraud, and optimizing testing engine performance.
• Legal Compliance: Complying with applicable Indian laws, judicial orders, and statutory reporting obligations.

05 Data Sharing & Disclosure

We never sell, trade, rent, or commercialize your personal information to third parties. Data disclosure is limited strictly to the following circumstances:

• Sponsoring Institutions & Employers: Assessment results, candidate profiles, and proctoring logs are transmitted directly to the university, examination board, or employer who commissioned the test.
• Authorized Infrastructure Partners: Trusted enterprise cloud hosting, data center providers, and secure testing infrastructure vendors who operate under strict non-disclosure, confidentiality, and data protection agreements.
• Legal & Regulatory Authorities: Where mandated by law, court order, statutory subpoena, or government investigation, information may be disclosed to law enforcement or statutory regulators.
• Business Reorganization: In the event of a merger, acquisition, or restructuring, user information may be transferred subject to the same privacy commitments set forth herein.

06 Examination Data & Test Integrity Safeguards

Preserving the sanctity of examinations and recruitment assessments is fundamental to ICEF’s operations:

• Proctoring recordings (audio, video, screen captures) captured during remote or center-based CBTs are stored in encrypted form with strict role-based access.
• Proctoring records are retained solely for the audit and verification window defined by the examining client (typically 30 to 180 days post-results announcement), after which they are securely purged.
• Question banks, answer rubrics, and psychometric evaluation methodologies are proprietary assets of ICEF India and are protected against unauthorized copying or dissemination.

07 Data Security & Storage

ICEF India implements robust physical, administrative, and technical security safeguards conforming to industry benchmarks (including ISO/IEC 27001 principles and SPDI guidelines):

• Encryption: Secure Socket Layer (SSL/TLS 1.3) encryption for all data in transit across our web portals, and AES-256 encryption for sensitive data at rest.
• Access Controls: Role-based access control (RBAC), multi-factor authentication (MFA), and detailed activity audit logging for all administrative users.
• Infrastructure Protection: Enterprise-grade web application firewalls, intrusion detection, DDoS mitigation, and continuous vulnerability monitoring.
• Data Hosting: Servers and databases are hosted in secured, Tier-III/IV data centers within the Republic of India adhering to data sovereignty mandates.

08 Data Retention

We retain personal information only for as long as necessary to fulfill the purposes outlined in this policy or as required by institutional contracts and statutory laws:

• Assessment & Result Records: Retained in accordance with the sponsoring institution's contractual mandate, university statutes, or accreditation standards.
• Enquiry & Callback Data: Retained for a period of up to 24 months to address ongoing business correspondence and audit requirements.
• Job Application Data: Retained for up to 12 months in our active talent pool, unless requested for deletion sooner by the candidate.

09 Your Privacy Rights

Under applicable Indian data protection laws, candidates and users enjoy specific rights regarding their personal data:

• Right to Access: You may request confirmation of whether we process your personal data and seek a summary of the data held.
• Right to Correction: You may request rectification of inaccurate, incomplete, or outdated personal particulars.
• Right to Erasure: You may request deletion of your personal data, subject to examination board mandates, accreditation records, or statutory retention obligations.
• Right to Withdraw Consent: Where processing is based on consent, you may withdraw consent at any time; however, withdrawal may disqualify you from an ongoing examination or recruitment cycle.
• Right of Grievance Redressal: You have the right to register concerns or complaints with our designated Grievance Officer.

Note: If your test was administered on behalf of a university or hiring organization, certain access or correction requests must be routed through the respective institution.

10 Cookies & Tracking Technologies

Our website utilizes cookies and similar web technologies to ensure basic site navigation, remember user session preferences, and evaluate website performance:

• Essential Cookies: Required for secure login, CSRF protection, and session maintenance during exams.
• Analytical Cookies: Help us analyze web traffic, page performance, and improve user navigation experience.

You may adjust cookie settings through your browser preferences. Note that disabling essential cookies may impact the functionality of examination portals and inquiry forms.

11 Protection of Minors

For school boards or junior entrance examinations involving minor candidates (under 18 years of age), processing of personal information is carried out strictly under the institutional mandate, supervision, and consent of the candidate's parent, legal guardian, or sponsoring educational institution.

12 Policy Updates

We may periodically update this Privacy Policy to reflect enhancements in our services, regulatory amendments, or evolving operational practices. The updated policy will be posted on this page with an updated "Last Updated" date. Continued use of our website and services following any revisions constitutes your acceptance of the updated terms.

13 Grievance Officer & Contact Us

In accordance with the Information Technology Act, 2000, the SPDI Rules, 2011, and the DPDPA, 2023, ICEF India has appointed a designated Grievance Officer to address any privacy inquiries, data requests, or complaints: