Data Privacy Documentation
How we collect, use, store, and protect your personal information
Last Updated: November 22, 2025 | Effective Date: November 22, 2025
At Smart eQuiz, we take your privacy seriously. This documentation explains our data privacy practices and your rights regarding your personal information. We are committed to transparency and compliance with data protection regulations including GDPR, CCPA, and other applicable laws.
What Information We Collect
Account Information
- Organization admins: Name, email, organization name, phone number (optional)
- Team members: Name, email, assigned role, permissions
- Participants: Name, email (optional), quiz responses, scores, participation history
Usage Information
- • Device information (browser type, operating system, IP address)
- • Log data (access times, pages viewed, actions taken)
- • Performance metrics (page load times, error rates)
- • Feature usage analytics (which features you use most)
Content You Create
- • Quiz questions and answers
- • Tournament configurations
- • Custom branding (logos, colors, themes)
- • Reports and exports
Data Minimization
We only collect information necessary to provide and improve our services. You control what participant data is collected through your account settings.
How We Use Your Information
Service Delivery
- ✓ Provide access to your Smart eQuiz account
- ✓ Process quiz responses and calculate scores
- ✓ Generate reports and analytics
- ✓ Enable collaboration with team members
- ✓ Deliver tournament results and leaderboards
Communication
- ✓ Send service notifications (tournament updates, system alerts)
- ✓ Respond to support requests
- ✓ Share product updates and new features
- ✓ Send billing and payment confirmations
You can unsubscribe from marketing emails at any time. Service notifications are required for account operation.
Platform Improvement
- ✓ Analyze usage patterns to improve features
- ✓ Identify and fix bugs
- ✓ Conduct security monitoring
- ✓ Develop new features based on user needs
Analytics are anonymized and aggregated whenever possible.
Data Storage & Security
Where Your Data Lives
Primary Storage: All data is stored in secure, encrypted databases hosted on industry-leading cloud infrastructure (AWS/Google Cloud/Azure).
Data Residency: By default, data is stored in United States data centers. Enterprise customers can request data residency in EU, UK, or other regions.
Backups: Encrypted backups are maintained for disaster recovery, retained for 90 days, then securely deleted.
Security Measures
- • Encryption in transit (TLS 1.3) and at rest (AES-256)
- • Multi-tenant data isolation (your data is completely separate from other customers)
- • Regular security audits and penetration testing
- • Automated threat detection and monitoring
- • Employee access controls (need-to-know basis)
- • SOC 2 Type II compliance (Enterprise plan)
When We Share Your Data
We do NOT sell your personal information to third parties. Period.
We only share data in limited circumstances required to operate the service or as required by law.
Service Providers
We work with trusted third-party service providers who help us operate the platform:
- • Cloud hosting providers (AWS, Google Cloud, or Azure)
- • Email delivery services (for transactional emails)
- • Payment processors (for billing)
- • Analytics providers (for aggregated usage data)
All service providers are bound by strict data processing agreements and cannot use your data for their own purposes.
Legal Requirements
We may disclose information if required by law, court order, or government request, or to protect the safety of our users and the public.
Business Transfers
If Smart eQuiz is acquired or merged with another company, your data may be transferred. We will notify you and ensure equivalent privacy protections continue.
Your Privacy Rights
Depending on your location, you may have the following rights under data protection laws:
Access
Request a copy of all personal data we hold about you. Available as a downloadable export in your account settings.
Correction
Update or correct inaccurate information. Most data can be edited directly in your account.
Deletion
Request deletion of your personal data. You can delete your account at any time, which permanently removes all associated data within 30 days.
Portability
Export your data in a machine-readable format (JSON, CSV) to transfer to another service.
Objection
Object to processing of your data for marketing purposes. Opt out of marketing emails at any time.
Restriction
Request temporary restriction of processing while we verify accuracy or resolve disputes.
How to Exercise Your Rights
To exercise any of these rights, contact us at privacy@smartequiz.comor use the data management tools in your account settings.
We will respond to all requests within 30 days as required by law.
Data Retention
Active Accounts
Data is retained for as long as your account is active and for a reasonable period after deletion to comply with legal obligations.
Deleted Accounts
When you delete your account, all personal data is permanently deleted within 30 days. Backups are purged within 90 days.
Legal Requirements
Some data may be retained longer if required by law (e.g., financial records for tax purposes, typically 7 years).
Children's Privacy
Smart eQuiz is designed for use by organizations and is not intended for children under 13. If you are using Smart eQuiz with minors (e.g., youth Bible quiz programs), you are responsible for obtaining appropriate parental consent and complying with applicable laws (COPPA, GDPR-K, etc.).
We recommend using minimal data collection for participant accounts involving minors and enabling enhanced privacy settings.
Changes to This Policy
We may update this privacy documentation from time to time. Significant changes will be communicated via email and prominently displayed on the platform at least 30 days before taking effect.
Continued use of Smart eQuiz after changes take effect constitutes acceptance of the updated policy.
Contact Us
If you have questions about our privacy practices or want to exercise your privacy rights:
- Email: privacy@smartequiz.com
- Data Protection Officer: dpo@smartequiz.com
- Support: Contact Form