Privacy Policy

Operated by examconverter.com · Effective date: May 1, 2025 · Ontario, Canada

This Privacy Policy explains how examconverter.com ("we", "us", "our") collects, uses, and protects information when you use our Quiz/Exam Converter service (the "Service"). We are committed to protecting your privacy and handling your data responsibly.

1. Information We Collect

We collect the following categories of information:

Account information — your email address, username, and password (stored as a secure hash) when you register.
Payment information — payment transactions are processed by Stripe. We do not store your credit card number or banking details. We retain a record of the purchase amount, date, and credit pack purchased.
Uploaded documents — files you upload (.docx or .pdf) for conversion. These are processed to extract text and are deleted immediately after your export is complete.
Extracted content — the text and structured question data derived from your uploaded document. This is also deleted immediately after export.
Usage data — the number of conversions performed, dates of activity, and credit balance. This is used to operate the Service and generate administrative reports.
Log data — standard server logs including IP address and browser type, retained for security and troubleshooting purposes.

2. How We Use Your Information

To provide and operate the Service — processing your documents, managing your account, and delivering converted XML files.
To process payments and maintain accurate credit balances.
To respond to support requests.
To generate anonymised usage statistics for internal reporting.
To detect and prevent fraud or abuse.

We do not use your information for advertising. We do not sell, rent, or share your personal information with third parties for their marketing purposes.

3. AI Processing of Your Documents

When you submit a document for conversion, the extracted text is sent to Anthropic's Claude API for AI-powered question detection. This means your document content is transmitted to Anthropic's servers for processing. Anthropic's privacy policy governs how they handle this data. We recommend you review it at anthropic.com/privacy.

We do not submit personally identifiable information about your students or exam candidates to the AI. Only the document text you upload is processed.

4. Data Retention

Uploaded documents — deleted automatically from our servers immediately after your Moodle XML file is successfully generated and delivered.
Extracted job data — the structured question data derived from your document is also deleted immediately after export.
Account data — retained for as long as your account is active. You may request deletion at any time by contacting us.
Transaction records — retained for seven years for accounting and legal compliance purposes.
Server logs — retained for up to 90 days.

5. Third-Party Services

We use the following third-party services to operate the Service:

Stripe — payment processing. Subject to Stripe's Privacy Policy.
Anthropic — AI document processing. Subject to Anthropic's Privacy Policy.
PythonAnywhere / hosting provider — server infrastructure. Your data resides on their servers.

We do not use advertising networks, tracking pixels, or analytics platforms that monitor your behaviour across other websites.

6. Cookies and Local Storage

We use a single session cookie to keep you logged in. This cookie contains no personally identifiable information and expires when you close your browser or sign out. We do not use tracking cookies or third-party cookies.

7. Data Security

We implement industry-standard security measures including HTTPS encryption for all data in transit, hashed password storage, and access controls that restrict data to the account that owns it. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Your Rights

You have the right to:

Access the personal information we hold about you.
Request correction of inaccurate information.
Request deletion of your account and associated personal data.
Withdraw consent where processing is based on consent.

To exercise any of these rights, contact us at privacy@examconverter.com. We will respond within 30 days.

9. Children and Minimum Age

The Service is intended for users aged 16 and older. We do not knowingly collect personal information from anyone under 16. If you believe we have inadvertently collected such information, please contact us and we will delete it promptly.

10. Jurisdiction and Data Location

examconverter.com is operated by an Ontario, Canada-based operator and is subject to Canadian privacy law, including PIPEDA (Personal Information Protection and Electronic Documents Act). The Service is hosted on servers operated by third-party infrastructure providers (currently PythonAnywhere) which may be located outside Canada, including in the United States or United Kingdom. By using the Service, you consent to the transfer and processing of your data on these servers. We ensure our third-party providers maintain appropriate security standards.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify registered users of material changes by email or by posting a notice on the Service. Continued use of the Service after changes take effect constitutes acceptance of the updated policy.

12. Contact

Questions about this Privacy Policy may be directed to:
privacy@examconverter.com