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Respondus Privacy Notice

UWinnipeg has signed up with Respondus, a company providing online exam proctoring software. UWinnipeg has adopted two of Respondus’ products: LockDown Browser and Respondus Monitor. If your instructor or their department has determined that the use of these products is a necessary component of your course, your personal information will be collected, used, and stored (“processed”) by Respondus on behalf of UWinnipeg.

The use of LockDown Browser does not typically involve the processing of your personal information, unless you contact Respondus’ Help Center for technical support or use the “early exit” feature to end your exam early. For information regarding the processing of your personal information specific to LockDown Browser, visit https://web.respondus.com/privacy/privacy-additional-lockdown-browser/.

The use of Respondus Monitor processes your:

  • Device identification including IP address
  • Facial template (a unique map of your face created using facial recognition technology)*
  • Image and voice as captured by your webcam and microphone
  • Name and contact information (optional – only if you contact Respondus’ Help Center)
  • Nexus user ID
  • Student ID card (if your instructor requires you to show an ID card to the camera)**

*The facial template is created based on the face that appears at the beginning of the exam. This template exists only while the proctoring analysis is being created (see below) and is not saved to Respondus’ database or storage and is cleared from the server’s memory after the analysis is complete, within 48 hours or less of exam completion.

**The image of your Student ID card is stored on Respondus’ servers and accessible to your instructor. Respondus does no further processing or analysis of this image.

Using artificial intelligence, Respondus Monitor creates a proctoring analysis of your exam performance based on:

  • Audio captured via your microphone
  • Device information
  • How long you spend on each exam question
  • How long you take to complete the exam
  • Your facial template and eye and body movements
  • Your keystrokes

Once the exam is complete, a copy of the audio/video recording is made available to your instructor, along with this analysis including “flags” of any events that may indicate academic misconduct. Your instructor may review and download this information towards assessing the fulfillment of course objectives and the maintenance of academic integrity.

For information regarding the processing of your personal information specific to Respondus Monitor, visit https://web.respondus.com/privacy/privacy-additional-monitor/

UWinnipeg has reviewed Respondus’ privacy and security information. A data processing agreement has been signed with Respondus to provide additional privacy protections. Except as otherwise described above, your personal information is retained by Respondus on its United States-based servers for 6 months from the date of exam completion before being destroyed.

Your personal information is collected under the authority of the University of Winnipeg Act and 36(1)(b) of the Freedom of Information and Protection of Privacy Act (“FIPPA”). This means your instructor or their department has determined that the use of LockDown Browser and Respondus Monitor is necessary to carry out online exams, and that your personal information is protected under FIPPA. If you have questions about the processing of your personal information, please contact your instructor or department representative. You may also contact UWinnipeg’s Data Privacy and Compliance Office at privacy@uwinnipeg.ca or call 204.988.7538.

Respondus’ Privacy Center may be visited at https://web.respondus.com/privacy/.