Privacy Policy

Last updated: 16 July 2026

Vivoce ("Vivoce", "we", "us", "our") provides an online platform for conducting and grading oral and written examinations ("vivas") using artificial intelligence. This policy explains what personal information we handle, how, and your choices.

Two kinds of user, one important distinction. Examiners sign in and run exams. Students sit exams via a link and do not have accounts. For student information, the examiner and their institution decide what is collected and why — they are the custodian of that data, and we handle it on their behalf to deliver the service. Students should raise access, correction, or deletion requests with their examiner or institution in the first instance; we will assist the examiner in meeting them.

1. Information we collect

Examiner accounts

Your Google account email address (and basic profile such as your name), received when you sign in with Google. We use this to identify your account and secure it.
Content you create: exam titles, questions, rubrics, and any materials you upload (e.g. question papers or course materials, including files).
Billing records: your credit balance and a record of completed purchases. Card details are handled by our payment processor (Stripe) — we never see or store full card numbers.

Student information (entered by, or on behalf of, the examiner)

Identity a student enters or that an examiner uploads in a roster: name and student number/identifier.
Exam responses and transcripts: the student's typed answers, or, for oral exams, the text transcribed from their speech, together with the examiner-AI dialogue.
Grades and feedback generated for the attempt.
Basic technical data needed to run a session (e.g. attempt timestamps).

Voice (oral exams)

In oral mode the student's microphone audio is captured only to be converted to text. Depending on the exam's configuration this happens in the student's browser or via our speech-to-text provider. We do not store the audio recording — we keep only the resulting text transcript. Likewise, the examiner's questions may be converted to speech for playback.

2. How we use information

To run exams: present questions, conduct adaptive follow-ups, and record the transcript.
To grade: produce scores and feedback, and make results available to the examiner.
To operate accounts, apply exam credits, and process payments.
To secure the service, prevent abuse, and meet legal obligations.

We do not sell personal information, and we do not use it for advertising.

3. AI providers and other service providers

To deliver the service we share the minimum necessary content with trusted providers who act on our instructions:

Provider	Purpose	What it may process
Anthropic (Claude)	Conducting exams; grading	Exam content, transcripts
OpenAI	Grading; speech-to-text / text-to-speech	Exam content, transcripts, transient audio
Google	Examiner sign-in	Your email / basic profile
Stripe	Payments	Payment and card data (held by Stripe)
Railway	Application hosting and database	All stored service data
Cloudflare	DNS, security, and content delivery	Network/traffic data

Not used to train AI models. We send exam content and transcripts to our AI providers only to perform the exam and grading for us. Under the applicable API terms, these providers do not use that content to train their models.

4. International processing

Some of the providers above (including our AI and hosting providers) operate in various countries, including the United States. By using Vivoce you acknowledge that exam content and transcripts may be processed in countries other than your own for the purposes described above. We take reasonable steps to use reputable providers with appropriate protections.

5. Retention and deletion

We keep exams, transcripts, and results for as long as the examiner's account is active, so that examiners can review and export results.
Examiners can delete exams (and their attempts and results) from their console at any time.
Audio from oral exams is not retained (see section 1).
On account closure or a valid deletion request, we delete or de-identify associated personal information within a reasonable period, unless we are required to retain it by law.

6. Security

We protect information with measures including encryption in transit (HTTPS/TLS), authenticated access for examiners, per-account isolation so one examiner cannot access another's exams or results, and unguessable per-student exam links. No system is completely secure; we cannot guarantee absolute security, but we work to protect your information and to respond to incidents.

7. Cookies

We use a single essential cookie to keep an examiner signed in. We do not use advertising or cross-site tracking cookies. Students do not need to sign in and are not tracked across sites.

8. Children and students who are minors

Vivoce is provided to examiners and institutions, not marketed directly to children. Where an exam may be sat by a student who is a minor, the examiner and their institution are responsible for obtaining any consents required (for example under school or institutional policy) before entering that student's information or inviting them to sit an exam.

9. Changes to this policy

We may update this policy from time to time. The "last updated" date above reflects the current version, and material changes will be reflected on this page.