Privacy Policy — CAIO Online Competition System

Version 1 · Effective November 8, 2026

Who we are

This online competition system is operated by the Canada AI Olympiad (CAIO) for its competitions and was developed by ZenoWise. Questions about privacy, and any request under “Your rights” below, go to the CAIO organizers at info@iaio-canada.org.

What we collect and why

• Registration email and name. Your account is your registration email; your first and last name are collected when you first sign in. Used to identify your account and your results.
• ID photo. Before an exam, you take a live photo with your device camera holding your photo ID next to your face. It is used only so organizers can verify your identity by eye after the exam. We do not use automated facial recognition, and the photo is never matched by software against any database.
• Screen snapshots. During an exam, the system takes periodic snapshots of your entire screen. They exist so organizers can check that the exam was written fairly.
• Your answers and scores. Everything you answer in an exam, and the grades given to it.
• Messages to the proctor. If you use the in-exam chat, your messages and the proctor’s replies are kept with the exam record.
• Proctoring and sign-in records. The system logs events such as screen sharing being stopped, the page being refreshed, and sign-ins. These records are how the proctoring rules are applied and reviewed.

Consent

Your ID photo is taken only after you expressly agree to this policy on the check-in page, and that agreement is recorded. If you do not agree, contact the organizers before the exam to arrange an alternative identity check (live verification by a proctor over Zoom before the exam) instead. For students under 14, a parent or guardian must also have agreed during registration.

How long we keep it

• Screen snapshots are automatically deleted 30 days after they are taken.
• Your ID photo is automatically deleted 15 days after it is taken.
• Answers, scores, proctoring records and chat messages are kept until the end of the competition season and the close of its appeal period, and are then deleted.

Storage and safeguards

Your information is stored in Canada (Toronto region) and encrypted at rest. Access is limited to authorized CAIO organizers who need it to run and grade the competition. We do not sell personal information, and we do not disclose it to third parties for marketing. Our cloud hosting provider stores the data on our behalf and does not use it for its own purposes.

Your rights

You, or a parent or guardian, may ask us at info@iaio-canada.org to see the personal information we hold about you, to correct it, or to delete it. To withdraw consent for the ID photo, contact the organizers so an alternative identity check can be arranged; withdrawing consent after an exam may affect whether that exam result can be verified.

Changes to this policy

If this policy changes, the new version will be published on this page with a new version number and effective date. Where a change affects the ID photo, students will be asked to agree again before their next exam.