Your school has chosen to use Viva, an AI-powered oral-assessment tool, as part of your coursework assessment process. This notice explains what information is collected about you, how it is used, and what rights you and your family have.

What Is Viva?

Viva is an oral-assessment platform. When you submit your work, you will have a short spoken conversation with an AI about it. This is to check that you understand what you submitted. A teacher will always review the result before any grade is given to you; the AI never makes the final grading decision, your teacher does.

What Information Does Viva Collect?

• Your name and school email address (to create your account)
• Your submitted work (the assignment or essay you upload)
• A recording of your voice during the oral interview
• A transcript (written version) of the interview
• Your AI-suggested score and your teacher's final grade
• The time and date of your interview

Optional — only if your school turns this on, and only with your consent:

• A voiceprint: a short voice sample used to verify it is you taking the interview. This is not used for grading. It is used only to flag possible impersonation to your teacher. Enabling this feature requires its own separate consent, in addition to anything else described in this notice.
• A camera check (also called "video-integrity"): if your school turns this on, your camera is used during the interview to check simple things, like whether a face is present and whether you are looking at the screen. It does not recognise your face or identify you, and it is not used for grading. Turning this on needs its own separate consent, just like the voiceprint.

You Can Say No to the Voiceprint or the Camera Check

Saying no is a right, not a problem. You can decline the voiceprint or the camera check, and you can change your mind and withdraw your consent at any time afterwards. If you say no, your school will assess you a different way — usually a spoken interview with your teacher instead. You will not be marked down, penalised, or treated as suspicious for declining. It will not affect your grade. If you withdraw consent to the voiceprint, your voiceprint is destroyed within 30 days. If you withdraw consent to the camera check, it is switched off for you and the signals and any images it saved are deleted.

More About the Camera Check

If your school turns on the camera check, here is exactly what happens — and what does not:

• The checking happens on your own device. Your live video is looked at inside your own web browser. It is not sent to Viva, and Viva does not keep it.
• Viva does not recognise your face. The camera check does not build a "faceprint" or any face-based ID. It cannot identify you from your face. Checking who you are, if your school turns that on, is done by the voiceprint — not the camera.
• What Viva keeps is a set of numbers (like how much of the time a face was visible, and how much of the time you were looking at the screen) and a small number of snapshots taken at moments that were flagged, so your teacher can look at them.
• What it is for is to point out to your teacher that something might be worth a closer look. Your teacher decides what it means. The camera check never decides anything about you on its own.
• What it is never used for: guessing your feelings, mood, or emotions; grading; identifying you from your face; or being sold to anyone. Guessing emotions from students this way is not allowed under EU law, and Viva does not do it.
• How long it is kept: the numbers and snapshots are deleted on the same schedule as the rest of your interview record, or sooner if you or your school ask.

How Is This Information Used?

• To conduct your oral assessment
• To give your teacher a suggested grade and feedback to review
• To allow your teacher to listen back to your interview if needed
• To provide you with feedback on your performance

Your information is never used to:

• target you with advertising;
• train AI systems beyond what your school has explicitly permitted; or
• be shared with third parties for commercial purposes.

Where Is Your Information Stored and Processed?

Viva is a US company, and the information described above is processed in the United States. Viva also works with a small number of specialist technology providers to run the platform, for example, providers that securely store files and run the AI that generates interview questions, conducts the spoken interview, produces grading suggestions, and (if enabled) checks your voiceprint. These providers are also based in the United States.

If your school is located outside the US, this means your information is transferred overseas, which your country's data protection law may regulate. Your school's agreement with Viva includes the appropriate cross-border transfer documentation for your country (for example, a Korea PIPA Addendum for schools in Korea, or EU/UK Standard Contractual Clauses for schools in the EEA/UK). A copy, including the full list of providers, is available from your school on request.

How Long Is Your Data Kept?

• Voice recording of your interview: deleted within 30 days of your session
• Interview transcript and grades: kept for the duration of your school's contract with Viva, plus up to one year, then deleted
• Voiceprint (if enabled): deleted within 90 days of your account closing
• Camera-check information (if enabled): the numbers and any flagged snapshots are deleted on the same schedule as your interview record, or sooner if you withdraw consent or you or your school ask for deletion

Who Can See Your Data?

Your teacher(s) and authorized school administrators have access to:

• your submitted work (the assignment you uploaded);
• the AI-suggested grade, structured feedback, and interview transcript; and
• the full audio recording of your oral interview, for up to 30 days after your session, for the purposes of grading review and academic integrity assessment; and, where the camera check is enabled, the numbers and any flagged snapshots from your session.

Teachers may listen to the recording within the Viva platform. They may not download, share externally, or use recordings for any purpose other than assessment review.

Viva's own staff may access your data only where strictly necessary to operate the service (for example, to investigate a technical issue).

Technology providers listed in Viva's Data Processing Agreement may process your data as part of operating the platform, under written contracts requiring them to protect your information to at least the same standard as Viva. Your voiceprint is only ever shared with the one provider that performs the identity check on Viva's behalf. The camera check runs inside your own browser, so your video is not sent to these providers at all.

Viva does not sell your personal data, and does not share it with any other third party.

Your Rights and How to Use Them

You (or your parent/guardian, where applicable, see below) have the right to:

• Access: ask to see the data Viva holds about you
• Correction: ask for incorrect data to be corrected
• Deletion: ask for your data to be deleted (subject to your school's legal record-keeping requirements)
• Recording access: ask to listen to your interview recording (available for up to 30 days)

To exercise these rights, contact your school's data protection contact, who will liaise with Viva on your behalf. You can also contact Viva directly at privacy@vivaproof.com.

You may also have the right to complain to your country's data protection authority (for example, the PIPC in Korea, the ICO in the UK, or the FTC in the US).

For Parents and Guardians

Under your country's law, additional guardian consent may be required below a certain age (for example, under 14 in Korea, under 13 in the US and UK). Viva is intended for students aged 14 and older; your school is responsible for obtaining any guardian consent that applies.

Regardless of age, parents and guardians may still:

• review the personal data collected about their child;
• request correction or deletion of their child's data; and
• refuse or withdraw consent for optional features (such as the voiceprint or the camera check).

If you are under 18 and your school is in England or Wales: before any voiceprint is taken — and, where the law treats the camera-check information as biometric data, before the camera check is switched on — your school must write to every parent or guardian, and at least one must agree in writing. Even if your parent agrees, you can still say no, and your school must respect that and assess you another way.

Contact your school's data protection contact or privacy@vivaproof.com to exercise these rights.

Questions?

Contact your school: your school's data protection contact

Contact Viva directly: privacy@vivaproof.com · vivaproof.com

Your school is the data controller. Viva Proof, Inc. is the data processor.

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