Privacy Policy - Examify

Privacy Policy

Last Updated: July 2026

Alexia Technology Sdn Bhd ("Company," "we," "us," "our," or "Examify") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use the Examify platform (website, mobile application, and related services).

Please read this Privacy Policy carefully. By accessing or using Examify, you acknowledge that you have read, understood, and agree to be bound by all the practices described herein. If you do not agree with any part of this policy, please do not use the Service.

1. Information We Collect

1.1 Information You Provide Directly

Account Registration

When you create an account, we collect:

  • Full name
  • Email address
  • Password (hashed and encrypted)
  • Phone number (optional)
  • Medical specialty or exam type of interest (optional)
  • Institution or organization (optional)

Payment Information

When you subscribe to Examify, payment information is collected by WooCommerce and our payment processors (e.g., Stripe, PayPal). We do NOT store full credit card numbers or sensitive payment details. We retain:

  • Subscription tier purchased
  • Billing date and amount
  • Last 4 digits of payment method (for reference only)
  • Billing address (optional, for invoicing)
  • Transaction history and receipt information

Communications

When you contact us via email, contact form, or support channels, we collect:

  • Your message content
  • Sender information (name, email)
  • Any attachments or documents you submit
  • Timestamp and communication history

User Submissions

When you submit questions, feedback, corrections, or annotations, we collect:

  • Submitted content (question, explanation, feedback)
  • Your attribution preference (name display, anonymity)
  • Submission timestamp
  • Any associated metadata (specialty, exam type, difficulty rating)

1.2 Information Collected Automatically

Usage Analytics

We automatically collect data about your interaction with Examify, including:

  • Exam Activity: Questions attempted, answers selected, time spent per question, exam scores, completion status
  • Performance Metrics: Correct/incorrect answers, accuracy rates, performance trends, specialty-specific performance
  • Learning Behavior: Study patterns, question reviews, time between sessions, exam repetitions, learning analytics
  • Feature Usage: Dashboard views, report generation, analytics access, settings changes
  • Session Data: Login times, logout times, session duration, device used

Device and Technical Information

We automatically collect:

  • Device type (desktop, tablet, mobile) and operating system
  • Browser type and version
  • IP address and approximate location (city, country level)
  • Internet service provider (ISP)
  • Referrer URL (how you reached Examify)
  • Pages visited and time spent on each page
  • Mobile app version and installation date
  • Crash reports and error logs

Cookies and Similar Technologies

We use cookies and similar tracking technologies (web beacons, pixels, localStorage) to:

  • Remember your login session and preferences
  • Analyze how you use Examify (analytics)
  • Measure advertising effectiveness (if applicable)
  • Prevent fraud and enhance security

Most browsers allow you to control cookies through settings. Disabling cookies may limit functionality.

1.3 Information from Third Parties

We may receive information from:

  • Auth0: If you use single sign-on, we receive your authenticated identity and profile information
  • WooCommerce/Payment Processors: Subscription status, payment receipts, billing information
  • Analytics Providers: Aggregated usage statistics and performance data
  • Other Users: If someone refers you or mentions you in submissions/feedback

2. How We Use Your Information

2.1 Service Delivery and Account Management

  • Create and manage your account
  • Process payments and manage subscriptions
  • Provide exam questions, study materials, and platform features
  • Generate your performance analytics and progress reports
  • Reset passwords and recover lost accounts
  • Respond to support requests and inquiries

2.2 Personalization and Learning

  • Personalize your learning experience based on performance
  • Recommend exam categories or questions based on your speciality
  • Track your progress and suggest areas for improvement
  • Adapt question difficulty and content based on your performance
  • Create customized study plans or learning pathways

2.3 Communication

  • Send service updates, maintenance notices, and feature announcements
  • Send subscription renewal reminders and billing notifications
  • Send educational content, study tips, and learning reminders
  • Respond to your inquiries, feedback, or support requests
  • Invite you to participate in surveys, feedback sessions, or beta testing
  • Send marketing emails about new exam categories or features (with opt-out option)

2.4 Research and Improvement

  • Conduct research on learning outcomes and exam preparation effectiveness
  • Analyze platform usage trends and user behavior patterns
  • Improve question quality, explanations, and learning tools
  • Develop new features and exam categories
  • Benchmark performance against medical education standards
  • Generate anonymized, aggregated insights for the medical education community

2.5 Security and Legal Compliance

  • Detect, prevent, and address fraud, abuse, and security threats
  • Enforce our Terms of Service and other agreements
  • Protect the rights, property, and safety of Examify, users, and the public
  • Comply with legal obligations, court orders, and regulatory requirements
  • Conduct audits and verify user eligibility for certain features

2.6 Institutional and Institutional Research

  • If you register as a group or institution, provide aggregated analytics to institutional administrators
  • Generate institutional reports on learning outcomes and performance trends
  • Support accreditation and quality assurance processes

3. Data Retention

We retain your information for the following periods:

Data Type Retention Period Rationale
Account Information (active subscription) Duration of subscription + 30 days Service delivery; grace period for reactivation
Account Information (deleted account) 90 days Data recovery, deletion verification
Exam Performance and Analytics Duration of subscription + 12 months Long-term learning analytics; research
Payment and Billing Records 7 years Legal compliance, tax requirements, accounting
Support Tickets and Communications 3 years Dispute resolution, service improvement
User Submissions (published) Indefinite Part of platform content; subject to perpetual license
User Submissions (rejected) 90 days Feedback provision; then deleted
Device and Technical Logs 90 days Security, debugging, compliance
Cookies and Tracking Data Up to 12 months Analytics, user preference retention
Aggregated/Anonymized Data Indefinite Research, improvement; cannot identify individuals

After the retention period, data is securely deleted or anonymized, except where:

  • Longer retention is required by law (e.g., tax records)
  • We have a legitimate legal claim or dispute
  • You consent to extended retention for research purposes
  • Data is aggregated and anonymized (no longer personal data)

4. Sharing and Disclosure of Information

4.1 We Do NOT Sell Personal Data

We do not sell, trade, or rent your personal information to third parties for marketing or commercial purposes. This is a core principle of our privacy practice.

4.2 Service Providers and Vendors

We may share your information with trusted third-party service providers who assist with:

  • Hosting & Infrastructure: WordPress, WooCommerce, Hostinger, AWS (data processing agreements in place)
  • Payment Processing: Stripe, PayPal, card processors (PCI-DSS compliant)
  • Email & Communications: Email service providers for transactional and marketing emails
  • Authentication: Auth0 for single sign-on (if enabled)
  • Analytics: Google Analytics, Mixpanel, or similar tools for usage analytics
  • Crash Reporting: Mobile app crash reporting tools (Sentry, Firebase Crashlytics)
  • Security: DDoS protection, fraud detection, security scanning services

All service providers are contractually bound to:

  • Process data only as instructed
  • Maintain confidentiality and security
  • Not use data for their own marketing or purposes

4.3 Aggregated and Anonymized Data

We may share aggregated, anonymized data (from which you cannot be identified) with:

  • Researchers studying medical education outcomes
  • Academic institutions for quality improvement
  • Medical boards and accreditation bodies (for trend analysis)
  • The broader medical education community

This data cannot identify individuals and is used to advance medical education.

4.4 Institutional and Group Subscriptions

If you register through an institutional account (hospital, university, training program), institutional administrators may access:

  • Your name and email (for account management)
  • Aggregated performance data (scores, progress, completion rates)
  • Department or specialty-level analytics

Individual question-by-question performance may not be shared. Institutional reports are for educational and accreditation purposes only.

4.5 Legal and Regulatory Compliance

We may disclose your information if required by law, including:

  • Court orders, subpoenas, or legal process
  • Government or regulatory authority requests
  • Investigation of fraud, security, or criminal activity
  • Protection of Examify's legal rights or the safety of others

We will attempt to provide you with notice of such disclosure unless prohibited by law.

4.6 Business Transfers

If Examify is acquired, merged, or substantially changes ownership, your information may be transferred as part of that transaction. We will notify you of any such change and the acquiring company's privacy practices.

4.7 With Your Consent

We may share your information with third parties with your explicit consent, for example:

  • Sharing performance data with your mentor or supervisor (with your authorization)
  • Participating in research studies (with your signed consent)
  • Connecting with other study communities or learning platforms

5. Data Security

5.1 Security Measures

Examify implements industry-standard security practices to protect your information:

  • Encryption in Transit: SSL/TLS encryption for all data transmitted between your device and our servers (HTTPS)
  • Encryption at Rest: Sensitive data (passwords, payment info) encrypted in the database
  • Password Security: Passwords hashed using bcrypt or similar algorithms; never stored in plain text
  • Access Controls: Role-based access restrictions; staff access logs and audits
  • Rate Limiting: Protection against brute-force attacks and unauthorized access attempts
  • Firewalls & DDoS Protection: Network-level protections against malicious traffic
  • Regular Security Audits: Periodic penetration testing and vulnerability assessments
  • Secure Development: Code reviews, secure coding practices, dependency management
  • Incident Response: Process for detecting, investigating, and responding to security breaches

5.2 Limitations of Security

No system is 100% secure. While we implement reasonable safeguards, we cannot guarantee absolute security. You use Examify at your own risk. Potential risks include:

  • Unauthorized access despite security measures
  • Interception of unencrypted communications
  • Compromise of third-party service providers
  • Insider threats from malicious employees

If you discover a security vulnerability, please report it responsibly to info@alexiatechnology.com (see Responsible Disclosure Policy).

5.3 Your Responsibility

You are responsible for:

  • Maintaining the confidentiality of your password
  • Not sharing your login credentials with others
  • Logging out when using shared devices
  • Updating your password regularly
  • Reporting unauthorized account access immediately

6. Your Rights and Choices

6.1 Access and Portability

You have the right to:

  • Request a copy of the personal data we hold about you
  • Receive your data in a structured, portable format (CSV, JSON)
  • Verify the accuracy of your information

To request your data, contact info@alexiatechnology.com with subject line: "Data Access Request"

6.2 Correction and Deletion

You have the right to:

  • Correct inaccurate or incomplete information in your account
  • Request deletion of your account and associated personal data

Account deletion is processed within 90 days. Some data may be retained for legal compliance, fraud prevention, or aggregated analytics (from which you cannot be identified).

6.3 Opt-Out of Marketing Communications

You can opt out of non-essential communications:

  • Marketing emails — Click "Unsubscribe" link or manage preferences in account settings
  • Study reminders — Disable in account settings or notification preferences
  • Feature announcements — May still receive critical service updates

6.4 Cookies and Tracking

You can control cookies through:

  • Browser settings (accept, block, or delete cookies)
  • Do Not Track (DNT) signals (if your browser supports it)
  • Account preferences (analytics opt-out where available)

6.5 Analytics Opt-Out

You may opt out of analytics collection in your account settings, though this may limit our ability to personalize your experience or provide accurate platform analytics.

6.6 Third-Party Ad Targeting

If we use third-party advertising partners, you can opt out via:

  • Your device's advertising settings
  • Industry opt-out tools (e.g., Digital Advertising Alliance)

7. Data Protection Compliance

7.1 Personal Data Protection Act 2010 (PDPA) - Malaysia

Examify complies with Malaysia's Personal Data Protection Act 2010 (PDPA). Key principles include:

  • Notice: You are informed how your data is collected and used (this Privacy Policy)
  • Choice: You can opt out of certain data collection and marketing
  • Security: We implement reasonable security measures
  • Integrity: Data is accurate and kept up to date
  • Access: You can request and access your personal data
  • Accountability: We take responsibility for compliance and respond to inquiries

7.2 GDPR Notice (EU/UK Users)

If you are located in the European Union or United Kingdom:

  • Legal Basis: We process your data based on: (1) contract performance (providing the Service), (2) legitimate interests (improving the platform, preventing fraud), (3) your consent (marketing emails)
  • Data Protection Rights: You have rights under GDPR including access, rectification, erasure, portability, and objection
  • Data Protection Officer: For GDPR-related inquiries, contact info@alexiatechnology.com
  • Supervisory Authority: You have the right to lodge a complaint with your local data protection authority

7.3 CCPA Notice (California Users)

If you are a California resident, you have rights under the California Consumer Privacy Act (CCPA):

  • Right to Know: What personal data we collect
  • Right to Delete: Request deletion of personal data (with exceptions)
  • Right to Opt-Out: Opt out of "sales" of personal data (we do not sell data, but you still have this right)
  • Right to Non-Discrimination: We will not discriminate against you for exercising your rights

To exercise CCPA rights, contact info@alexiatechnology.com with subject line: "CCPA Request"

8. Third-Party Services and Links

8.1 External Links

Examify may contain links to external websites, resources, or third-party platforms. We are not responsible for:

  • The privacy practices of external websites
  • The content, accuracy, or safety of external sites
  • Any data you provide to third-party services

Please review the privacy policies of any external sites before providing personal information.

8.2 Third-Party Integrations

If you use Examify's integrations with third-party services (e.g., Auth0 login, payment processors), those services' privacy policies apply to data they collect. These services may not be bound by this Privacy Policy.

9. Children's Privacy

Examify is intended for users 18 years or older. We do not knowingly collect personal information from children under 18. If we become aware that a child has provided personal information, we will delete that information promptly and terminate the child's account.

If you are a parent or guardian concerned about a child's use of Examify, contact info@alexiatechnology.com.

10. Contact Us

For privacy-related questions, requests, or concerns, contact:

Alexia Technology Sdn Bhd
Email: info@alexiatechnology.com
Website: https://alexiatechnology.com
Subject Line: "Privacy Request" or specify your request type

We will respond to legitimate requests within 30 days (or as required by applicable law).

11. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect:

  • Changes in our privacy practices
  • New features or functionality
  • Changes in applicable laws
  • Feedback from users and regulatory authorities

Changes become effective 30 days after posting. For material changes, we will provide prominent notice (email, website banner) and request your consent if required by law. Your continued use of Examify after changes means you accept the updated Privacy Policy.

Note: This Privacy Policy is complementary to our Terms of Service. In case of conflict, the Terms of Service takes precedence for contractual matters, while this Privacy Policy governs data handling.

© 2026 All rights reserved. Powered by Alexia Technology Sdn Bhd.

Last reviewed and updated: July 2026