How Verifi handles your data

Eklipse Verifi is operated by Eklipse Technologies (Eklipse, we) on behalf of your institution. Your institution is the controller of your personal data; Eklipse is its processor under a data processing agreement. Questions about your data go first to your institution's data protection officer, whose details are in your course or on your institution's privacy page.

Eklipse can be reached at [email protected]; put Privacy in the subject line. We answer within two working days and, where the question is your institution's to answer, pass it to your institution's contact and tell you we have.

Verifi lets you explain your own work, in your own words, to your instructor. It records what you say or type, prepares a written summary of what you said for your instructor, and lets a member of faculty decide what happens next.

• No mark, verdict or judgement about you is produced by software. Every academic decision is made by a named member of faculty and recorded with their reason.
• No AI detection, proctoring, biometrics or behaviour analysis. The system does not try to work out whether you used AI, and records no risk of any kind about you.
• You are never shown, and never assessed by, a machine's opinion of you. What you see is what your instructor chose to publish.

We do not collect location, device fingerprints, keystroke timing, or anything from your camera beyond the recording you chose to make. A technical failure during your session, a lost connection or a failed upload, is recorded as a technical issue so you can resume; it is never an academic finding.

Your institution processes this data to deliver assessment as part of its educational task, under the lawful basis its own policy states (public task or legitimate interest for most institutions). Where a recording is made, your explicit consent is captured at the start and you may choose the typed alternative instead, so the recording is never a condition of being assessed. In the United States, FERPA treats these records as education records under the institution's control.

• Your instructor and the faculty reviewers your institution designates see your submission, recording, transcript, timeline and the decision.
• Institution administrators may export records for an appeal, a subject access request or an audit, and may erase your identity on request. Every export and erasure is logged.
• Eklipse operators may access the production system for support and operations, under the roles and audit described in the data processing agreement.
• Service providers listed in the trust pack process specific data for specific purposes: hosting, private recording storage, transcription, and the language model that drafts questions and summaries. No name or email is sent to the language model.

• Raw recordings: for the retention window your instructor sets for each activity (between 7 and 365 days), counted from the date your instructor records a decision; recordings not yet reviewed carry a shorter provisional expiry. Expired recordings become eligible for deletion and are removed by a purge whose runs are logged.
• Transcripts, typed answers and interview turns: for the record period your institution sets, otherwise until your institution erases them on your request or under its own records policy.
• The faculty decision, its rationale and the audit trail: kept as the institution's record of review. On erasure your identity is removed from them; the decision itself remains, attributed to the member of faculty who made it.

The purge that removes expired recordings is being moved from an administrator's manual action to a scheduled job. Until that ships in a deployment, an expired recording is eligible for deletion rather than deleted on the day, and the consent text you read says so.

You can ask your institution to access everything Verifi holds about you, exported as a single file; to correct your name or email; to erase your identity and your words; and to object to processing. Requests are answered by your institution within the statutory period. You may also complain to your supervisory authority.

The product gives your institution's administrator an export and an erasure tool. Where a request arrives before your institution's deployment carries them, Eklipse performs the export or the erasure on the institution's instruction and logs it, so the right is honoured either way.

Data travels over TLS. Recordings are held in a private object store with encryption requested on every object, and are played back only through short-lived links issued to authenticated faculty. Faculty access is closed by default, with no self-service accounts.

Encryption of the database volume on the host is in progress and not yet verified. We say so here, and in the trust pack, rather than claim otherwise.

We change this notice when the product or a provider changes, and move the review date at the top. Material changes are communicated through your institution before they take effect for you.