1. Information We Collect

We collect various types of information to provide and improve our speaking assessment services:

1.1 Personal Information

Data Type	Examples	Purpose
Identity Data	Full name, student ID, email address	Account creation, authentication, communication
Academic Data	GE level, section, campus, programme enrollment	Assignment of appropriate assessments
Contact Data	Email address (optional)	Password resets, system notifications

1.2 Assessment Data

Data Type	Examples	Purpose
Audio Recordings	Your spoken responses during assessments	Transcription and performance evaluation
Transcripts	Text versions of your spoken responses (AI-generated)	Assessment scoring and feedback
Assessment Scores	Scores per criterion (fluency, grammar, vocabulary, pronunciation)	Academic record-keeping and progress tracking
Metadata	Assessment date, duration, attempt number, part number	System operation and analytics

1.3 Technical Data

Data Type	Examples	Purpose
Login Data	Login timestamps, IP addresses, session duration	Security monitoring and fraud prevention
Device Information	Browser type, operating system, device type	System compatibility and technical support
Usage Data	Pages visited, features used, time spent on platform	System improvement and user experience optimization

1.4 Speaking Wall Data (If Applicable)

• Posts, comments, likes, and peer scores you submit
• Audio recordings and transcripts you choose to share publicly
• Interactions with other users' content

2. How We Use Your Information

We use your personal information for the following purposes:

2.1 Primary Educational Purposes

• Assessment Administration: To conduct speaking assessments and provide scores
• AI Transcription: To convert your audio into text using OpenAI Whisper
• AI Scoring: To evaluate your speaking performance using OpenAI GPT-4 against official rubrics
• Progress Tracking: To generate analytics showing your improvement over time
• Feedback Generation: To provide descriptive feedback on your speaking skills

2.2 Account Management

• Creating and managing your user account
• Authenticating your identity when you log in
• Providing access to your permitted GE level and assessment parts
• Enforcing attempt limits and validity periods

2.3 Communication

• Sending password reset links (if email provided)
• Notifying you of system updates or changes
• Responding to your support requests

2.4 Security and Compliance

• Detecting and preventing fraudulent or unauthorized access
• Monitoring login attempts and account security
• Complying with legal obligations and institutional policies
• Investigating academic integrity violations

2.5 System Improvement

• Analyzing aggregate usage patterns to improve features
• Identifying and fixing technical issues
• Conducting educational research (using anonymized data only)

3. How We Share Your Information

We do not sell, rent, or trade your personal information. However, we may share your data with:

3.1 Educational Institution

• Your instructors and programme coordinators can access your assessment scores and transcripts
• Academic administrators can view your progress and performance data
• Data may be shared for academic record-keeping and grading purposes

3.2 Third-Party Service Providers

• OpenAI: Your audio recordings and transcripts are processed by OpenAI's API for transcription (Whisper) and assessment (GPT-4). OpenAI's privacy policy applies: openai.com/privacy
• Hosting Providers: Your data is stored on secure servers (current host: miahsclass.com)

3.3 Legal Requirements

We may disclose your information if required by law, regulation, legal process, or governmental request.

3.4 Speaking Wall Visibility

If you choose to post on the speaking wall:

• Your name, GE level, section, and campus will be visible to other users
• Your audio recordings and transcripts will be publicly accessible within the system
• Other users can like, comment, and score your posts

4. Data Storage and Security

4.1 Where We Store Your Data

• Database: MySQL database hosted on secure servers
• Audio Files: Stored in encrypted server directories
• Location: Servers may be located in Oman or other jurisdictions (current host location should be verified)

4.2 Security Measures

We implement industry-standard security measures to protect your data:

• Password Hashing: Passwords are hashed using bcrypt (never stored in plain text)
• Encryption: HTTPS/SSL encryption for data transmission
• Access Controls: Role-based permissions (students, admins, instructors)
• Session Security: Secure session management with auto-logout after inactivity
• Rate Limiting: Protection against brute-force login attempts
• Activity Logging: Audit trails for all administrative actions

4.3 Data Retention

We retain your data as follows:

Data Type	Retention Period	Reason
Account Information	Duration of enrollment + 5 years	Academic record-keeping
Assessment Scores	Indefinitely	Permanent academic records
Audio Recordings	Duration of enrollment + 2 years	Quality assurance and appeals
Login Logs	90 days	Security monitoring
Speaking Wall Posts	Until manually deleted by user or admin	Community engagement

5. Your Rights and Choices

5.1 Access and Correction

• You can view your assessment history and scores in your student dashboard
• You can download your assessment transcripts as PDFs
• To correct personal information (name, email, campus), contact your administrator

5.2 Data Deletion

• You can delete your own speaking wall posts
• To request deletion of your account or assessment data, contact your institution's data protection officer
• Note: Academic records may be retained according to institutional policies even if your account is deleted

5.3 Opting Out

• You can choose not to participate in the speaking wall (assessment participation may still be required for your course)
• You can disable browser cookies (may affect system functionality)

5.4 Password Management

• You can change your password at any time through your account settings
• You can request a password reset link if you forget your password (requires email)

6. Third-Party Links

This system may contain links to external websites (e.g., OpenAI documentation). We are not responsible for the privacy practices of these third-party sites. We encourage you to review their privacy policies.

7. Children's Privacy

This system is intended for students aged 18 and above (typical university age). We do not knowingly collect information from children under 18. If you believe we have inadvertently collected data from a minor, please contact us immediately.

8. International Data Transfers

Your data may be transferred to and processed in countries outside of Oman, including:

• United States (OpenAI servers for AI processing)
• Other jurisdictions where our hosting providers operate

We ensure that all international transfers comply with applicable data protection laws.

9. Cookies and Tracking Technologies

9.1 Cookies We Use

• Essential Cookies: Required for login and session management (cannot be disabled)
• Functional Cookies: Store user preferences (e.g., "Remember me" checkbox)
• Analytics Cookies: Track usage patterns to improve the system (can be disabled)

9.2 Local Storage

We use browser local storage to temporarily store assessment session data and user preferences.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Changes will be effective immediately upon posting. We will notify users of significant changes via email or system announcements. Continued use of the system after changes constitutes acceptance of the updated policy.

11. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact:

• Data Protection Officer: Contact your institution's IT department
• System Administrator: admin@miahsclass.com
• Website: miahsclass.com

12. Your Consent

By using this system, you acknowledge that:

• You have read and understood this Privacy Policy
• You consent to the collection, use, and sharing of your data as described
• You understand that your audio recordings will be processed by AI (OpenAI)
• You agree to the retention periods outlined above