Health and Safety Policy

Effective date: May 10, 2025

ProctorEdu Inc. dba OctoProctor ("we," "us," "our," or "OctoProctor") is committed to promoting the health, safety, and well-being of all individuals who use our online proctoring Services. This Health and Safety Policy ("Policy") applies to test-takers, Testing Institution staff, and any other users of the OctoProctor platform.
This Policy supplements our Terms of Service, Privacy Notice, and Regional Data Protection Policy, and should be read in conjunction with these documents.

1. Scope and application

1.1 Who this Policy applies to

This Policy applies to:

• Test takers: Individuals taking proctored examinations through the OctoProctor platform
• Testing Institution administrators: Staff members who configure and manage proctoring sessions
• Pilot participants: Individuals evaluating OctoProctor services during pilot programs
  

1.2 When this Policy applies

This Policy applies during:

• All proctored examination sessions
• Platform configuration and testing activities
  
• Pilot program participation
• Training and demonstration sessions
• Any other interaction with OctoProctor Services

2. Physical health and ergonomics

2.1 Workstation setup

To minimize physical discomfort during proctored sessions, we recommend:

Seating and posture:

• Use a chair that provides adequate back support
• Maintain an upright posture with feet flat on the floor
• Position yourself at arm's length from the screen (approximately 50-70 cm)
  
• Ensure the top of your screen is at or slightly below eye level
  

Lighting:

• Ensure adequate ambient lighting to reduce eye strain
• Avoid positioning screens directly in front of or behind windows
  
• Use indirect lighting to minimize glare on screens
  
• Adjust screen brightness to match ambient light levels

Equipment positioning:

• Place keyboard and mouse at a comfortable height to keep wrists straight
• Ensure the camera is positioned to capture your face clearly without requiring uncomfortable positioning
  
• Keep frequently used items within easy reach
  

2.2 Screen time and breaks

For test takers:

OctoProctor recommends that Testing Institutions implement the following break guidelines:

• Examinations under 2 hours: Consider a 5-10 minute break at the midpoint
• Examinations 2-4 hours: Minimum 10-minute break every 90 minutes
  
• Examinations over 4 hours: 15-minute break every 90-120 minutes
  

Important note: Break policies are determined by Testing Institutions. Contact your Testing Institution regarding specific break allowances for your examination.

During breaks:

• Look away from the screen and focus on distant objects (20-20-20 rule: every 20 minutes, look at something 20 feet away for 20 seconds)
• Stand, stretch, and move around if permitted
  
• Rest your eyes by closing them for several seconds
  
• Stay hydrated
  

For administrators and support staff:

We recommend following standard occupational health guidelines for computer work:

• Take a 5-10 minute break every hour when working continuously with the platform
• Alternate between computer-based and non-computer tasks when possible
  
• Follow the 20-20-20 rule to reduce eye strain
  

2.3 Vision and eye health

Screen-related eye strain:

Prolonged screen use may cause:

• Eye fatigue or discomfort
• Dry or irritated eyes
  
• Blurred vision
  
• Headaches
  

Preventive measures:

• Adjust screen brightness and contrast to comfortable levels
• Use appropriate text size settings (we recommend font sizes that are easily readable without straining)
  
• Blink frequently to prevent dry eyes
  
• Consider using artificial tears if you experience dry eyes
  
• If you wear corrective lenses, ensure your prescription is current and appropriate for computer use
  

When to seek medical attention:

Consult an eye care professional if you experience:

• Adjust screen brightness and contrast to comfortable levels
• Use appropriate text size settings (we recommend font sizes that are easily readable without straining)
  
• Blink frequently to prevent dry eyes
  
• Consider using artificial tears if you experience dry eyes
  
• If you wear corrective lenses, ensure your prescription is current and appropriate for computer use
  

2.3 Audio and hearing protection

Microphone and audio monitoring:

• Test audio levels before examinations to ensure comfortable volume
• Keep system volume at moderate levels
  
• If using headphones, avoid maximum volume settings
  
• Take breaks from headphone use during extended sessions when permitted
  

Hearing protection:

If you experience:

• Test audio levels before examinations to ensure comfortable volume
• Keep system volume at moderate levels
  
• If using headphones, avoid maximum volume settings
  
• Take breaks from headphone use during extended sessions when permitted
  

Immediately adjust volume settings and consult a healthcare professional if symptoms persist.

3. Psychological well-being

3.1 Test anxiety and stress management

We recognize that proctored examinations can be stressful. While OctoProctor provides the technical platform, your Testing Institution is responsible for examination policies and procedures.

Preparation recommendations:

• Familiarize yourself with the OctoProctor system before your examination through practice tests or demos if available
• Test your equipment and internet connection in advance
  
• Understand your Testing Institution's examination rules and proctoring policies
  
• Ensure you have all required materials ready before beginning
  
• Allow extra time to address any technical issues before the examination start time
  

During examinations:

• Use permitted breaks to practice relaxation techniques (deep breathing, brief stretches)
• Stay hydrated
  
• Remember that the proctoring system is designed to maintain examination integrity, not to increase anxiety
  
• Focus on your examination rather than the monitoring technology
  

Support resources:

If you experience significant test anxiety or stress:

• Contact your Testing Institution's student support services or counseling resources
• Discuss accommodation needs with your Testing Institution's disability services office
  
• Speak with your healthcare provider about anxiety management strategies
  

For Testing Institutions:

We encourage institutions to:

• Provide clear information about proctoring procedures to reduce uncertainty
• Offer practice sessions or system checks before high-stakes examinations
  
• Ensure adequate support resources are available for test takers
  
• Consider reasonable accommodations for individuals with anxiety disorders
  

3.2 Privacy and monitoring concerns

We understand that being monitored can feel intrusive. Our commitment to your privacy includes:

• Data minimization: We collect only data necessary for proctoring services
• Secure storage: All recordings are encrypted and securely stored
  
• Limited access: Only authorized Testing Institution personnel can access your proctoring data
  
• Defined retention: Data is retained only as long as necessary (6-12 months depending on consent) as outlined in our Terms of Service and Regional Data Protection Policy
  
• No commercial use: We do not sell your data or use it for advertising purposes
  

Your rights:

Under applicable data protection laws, you have rights regarding your personal data. See our Regional Data Protection Policy for details on how to exercise these rights.

Questions or concerns:

If you have concerns about privacy or monitoring practices:

• Review our Privacy Notice at https://octoproctor.com/policies/privacy-policy
• Contact your Testing Institution to understand their specific policies
  
• Contact us at info@octoproctor.com for OctoProctor-specific questions
  

3.3 Accessibility and inclusive design

OctoProctor is committed to ensuring our Services are accessible to all users, including those with disabilities.

For comprehensive information about our accessibility features, accommodations, and compliance measures, please visit our Accessibility Policy at https://octoproctor.com/policies/accessibility.

Requesting accommodations:

• Contact your Testing Institution's disability services office to request examination accommodations
• Allow adequate lead time (typically 2-4 weeks) for accommodation requests
  
• Testing Institutions are responsible for implementing approved accommodations within the OctoProctor platform
  

4. Photosensitivity and seizure warnings

4.1 Photosensitive epilepsy warning

IMPORTANT NOTICE: A small percentage of individuals may experience seizures when exposed to certain visual stimuli, including flashing lights or patterns that may appear on computer screens.

Risk factors:

Individuals with the following conditions may be at increased risk:

• History of epilepsy or seizures
• Family history of epilepsy or photosensitive epilepsy
• Previous experience of seizures while watching television or using computers
  

Symptoms of photosensitive seizures may include:

• Lightheadedness or dizziness
• Altered vision or eye twitching
• Jerking or shaking of arms or legs
  
• Disorientation or confusion
  
• Brief loss of awarenessInvoluntary movements
  
• Involuntary movements
  
• Convulsions or loss of consciousness
  

4.1 Photosensitive epilepsy warning

Before using OctoProctor:

If you have a history of photosensitive epilepsy or related conditions:

• Consult your healthcare provider before participating in proctored examinations
• Discuss your condition with your Testing Institution to explore alternative examination formats or accommodations
• Ensure someone who can assist you in case of a seizure is nearby during the examination
  

During use:

To reduce the risk of photosensitive seizures:

• Use the platform in a well-lit environment
• Take frequent breaks as permitted
• Reduce screen brightness to a comfortable level
  
• Avoid using the platform when fatigued
  
• Sit at a comfortable distance from the screen
  

If you experience symptoms:

• IMMEDIATELY stop using the platform
• Do not resume use until you have consulted a healthcare provider
• Sit at a comfortable distance from the screen
  

For Testing Institutions:

We recommend including photosensitivity warnings in your examination instructions and providing alternative testing arrangements for individuals with known photosensitive conditions.

5. Environmental safety

5.1 Testing environment requirements

Physical space:

For optimal safety and examination integrity:

• Use a quiet, well-lit, private space free from distractions
• Ensure adequate ventilation and comfortable temperature
• Remove any tripping hazards or unsafe conditions from your testing area
  
• Have access to emergency exits
  
• Keep a phone or communication device accessible for emergencies
  

Electrical safety:

• Ensure all equipment is properly connected and grounded
• Avoid overloading electrical outlets
• Keep liquids away from electronic equipment
  
• Check that power cords are in good condition and not creating tripping hazards
  

Internet and equipment:

• Test your internet connection before the examination
• Have a backup power source (battery-powered laptop) if possible
• Keep device charged or connected to power
  
• Ensure your device meets OctoProctor's technical requirements
  

Emergency preparedness:

• Know the location of your nearest emergency exit
• Keep emergency contact numbers readily available
• Inform someone of your examination schedule
  
• Understand how to exit the proctoring session in case of emergency
  

5.2 Emergency procedures during proctored sessions

In case of medical emergency:

• Your safety is the priority: Exit the examination immediately if you experience a medical emergency
• Call emergency services (911 in the US, or your local emergency number)
• Notify someone nearby who can assist you
  
• Contact your Testing Institution as soon as safely possible to explain the situation
  

In case of fire, natural disaster, or other emergencies:

• Follow standard emergency procedures for your location
• Evacuate immediately if necessary
• Do not remain in an unsafe environment to complete an examination
  
• Contact your Testing Institution after the emergency has passed
  

Technical emergencies:

• If you experience technical difficulties, use the support features within OctoProctor or contact your Testing Institution's technical support immediately
• Document any technical issues that occur during your examination
• Your Testing Institution will determine appropriate next steps based on their policies
  

Testing Institution responsibilities:

Testing Institutions should:

• Provide clear emergency procedures to test-takers before examinations
• Have protocols for handling examination interruptions due to emergencies
• Maintain emergency contact procedures
  
• Train staff on emergency response procedures
  

6. Data security and technical safety

6.1 Secure data handling

OctoProctor implements comprehensive security measures to protect your data:

Technical safeguards:

• Encryption: AES-256 encryption for data at rest, TLS 1.2+ for data in transit
• Access controls: Role-based access with multi-factor authentication
• Monitoring: 24/7 security monitoring and intrusion detection
  
• Infrastructure: Hosted on secure AWS infrastructure in Ireland (eu-west-1 region)
  

Organizational safeguards:

• Regular security audits and penetration testing
• Employee data protection training
• Established incident response procedures
  
• Compliance with ISO 27001 security standards
  

For detailed information, see our:

• Data Security Policy: https://trust.octoproctor.com/?itemUid=fda2a459-5adb-4f1a-a5f3-06a5c09adc6c
• Encryption Policy: https://trust.octoproctor.com/?itemUid=ebb9d0ce-15da-4d04-aadc-fe1cd5b827c6
• Access Control Policy: https://trust.octoproctor.com/?itemUid=ddee6fb4-ffcc-40bc-892c-ca344768d1ff
  

6.2 User responsibilities for security

Account security:

• Keep your login credentials confidential
• Use strong, unique passwords
• Enable multi-factor authentication if available
  
• Never share your account access with others
• Log out after completing sessions
  
• Report any suspected unauthorized access immediately
  

Device security:

• Keep your operating system and browser updated
• Use reputable antivirus/anti-malware software
• Avoid using public or shared computers for proctored examinations when possible
  
• Ensure your device is free from malware before using OctoProctor
• Be cautious of phishing attempts or suspicious communications

Network security:

• Use secure, private internet connections when possible
• Avoid public Wi-Fi networks for proctored examinations
• Use a VPN only if explicitly permitted by your Testing Institution
  
• Ensure your home network is secured with a strong password

6.3 Reporting security concerns

If you suspect a security issue:

• Immediate threats: Contact support@octoproctor.com immediately
• General security concerns: Email info@octoproctor.com
• Data breaches: We will notify affected individuals in accordance with our Regional Data Protection Policy and applicable laws
  

7. Children's health and safety

7.1 Use by minors

Our Services may be used by individuals under 18 years of age only through Testing Institutions who have:

• Obtained verifiable parental consent in accordance with applicable laws (COPPA, GDPR-K, etc.)
• Implemented age-appropriate safeguards
• Taken responsibility for compliance with children's data protection laws
  

7.2 Additional protections for minors

For individuals under 18 using OctoProctor:

Parental/guardian involvement:

• Parents or guardians should review this Health and Safety Policy
• Adult supervision during technical setup is recommended
• Testing Institutions should provide clear information to parents about proctoring proceduresn laws
  

Enhanced safety measures:

• Testing Institutions must obtain appropriate consents for minors
• Additional data minimization applies
• Enhanced privacy protections are in place per our Regional Data Protection Policy
  
• Marketing and profiling activities are prohibited for minors
  

Reporting concerns:

If you are a parent or guardian with concerns about your child's use of OctoProctor:

• Contact your child's Testing Institution first
• Review our Privacy Notice for information about children's data
• Contact us at info@octoproctor.com with specific concerns
  

8. Incident reporting and response

8.1 Types of reportable incidents

We encourage reporting of:

Health and safety incidents:

• Injuries occurring during proctored sessions
• Medical emergencies during examinations
• Ergonomic issues causing persistent discomfort
  
• Seizures or other adverse health events
  
• Psychological distress related to the proctoring experience
  

Technical safety incidents:

• Security concerns or suspected data breaches
• System malfunctions that create safety risks
• Inappropriate access to monitoring data
  
• Privacy violations
  

Environmental incidents:

• Emergencies during examination sessions
• Equipment failures creating safety hazards

8.2 How to report incidents

For test takers:

• Immediate emergencies: Prioritize your safety; contact emergency services first
• After addressing immediate safety: Contact your Testing Institution
• Report to OctoProctor: Email info@octoproctor.com with incident details

For Testing Institutions:

• Report incidents to support@octoproctor.com
• Include date, time, nature of incident, and individuals affected
• Follow your institution's internal incident reporting procedures

What to include in reports:

• Date and time of incident
• Description of what occurred
• Follow your institution's internal incident reporting procedures

8.3 Our response procedures

When incidents are reported, we will:

• Acknowledge receipt within 1 business day
• Assess severity and determine appropriate response
• Investigate the incident thoroughly
• Take corrective action as needed
• Communicate outcomes to affected parties
• Implement preventive measures to avoid recurrence

For serious incidents:

• We may temporarily suspend Services pending investigation
• We will notify relevant authorities as required by law
• We will cooperate fully with any investigations
• We will provide support to affected individuals

9. Training and awareness

9.1 For test takers

We recommend that test takers:

• Review this Health and Safety Policy before their first proctored examination
• Complete any orientation or practice sessions offered by their Testing Institution
• Understand basic ergonomic principles for computer use
• Know how to report health and safety concerns

Resources:

• Testing Institutions should provide orientation materials
• System checks and practice tests help users become familiar with the platform
• Our support documentation at https://octoproctor.com/resources/documentation

9.2 For Testing Institutions

We recommend that Testing Institutions:

• Provide health and safety information to test takers before examinations
• Train administrators on emergency procedures
• Include accessibility and accommodation processes in staff training
• Review and update health and safety procedures regularly

OctoProctor support:

We provide:

• Technical documentation and training materials
• Customer support for health and safety questions
• Consultation on implementing safety best practices

10. Regulatory compliance

10.1 Applicable regulations

OctoProctor is committed to compliance with relevant health and safety regulations, including:

Data protection and privacy:

• General Data Protection Regulation (GDPR)
• UK GDPR
• California Consumer Privacy Act (CCPA/CPRA)
• Children's Online Privacy Protection Act (COPPA)
• Lei Geral de Proteção de Dados (LGPD - Brazil)
• Other regional data protection laws as outlined in our Regional Data Protection Policy

Accessibility:

• Americans with Disabilities Act (ADA)
• Web Content Accessibility Guidelines (WCAG) 2.1 Level AA
• Section 508 of the Rehabilitation Act
• European Accessibility Act
• Other regional accessibility standards

Occupational health and safety:

• Occupational Safety and Health Administration (OSHA) guidelines for computer workstation ergonomics
• Display Screen Equipment (DSE) regulations in the UK and EU
• Safe Work Australia guidelines

Children's safety:

• Child Online Protection regulations in applicable jurisdictions
• Educational privacy laws (FERPA in the US, etc.)

10.2 Standards and certifications

OctoProctor maintains compliance with:

• ISO 27001: Information Security Management
• SOC 2 Type II: Security, Availability, and Confidentiality
• WCAG 2.1 Level AA: Web accessibility standards

For current certification status and audit reports, visit our Trust Center at https://trust.octoproctor.com

10.3 Regional considerations

We comply with specific health and safety requirements in jurisdictions where we operate:

• ISO 27001: Information Security Management
• European Union: GDPR, ePrivacy Directive, European Accessibility Act
• United States: State-specific privacy and accessibility laws
• Australia and New Zealand: Privacy Act 1988 (Australia), Privacy Act 2020 (New Zealand)
• Brazil: LGPD, accessibility regulations
• Canada: PIPEDA, provincial privacy laws

11. Continuous improvement

11.1 Policy review and updates

This Health and Safety Policy is reviewed:

• Annually as part of our regular policy review cycle
• Following significant incidents or near-misses
• When new health and safety risks are identified
• When regulations or standards change
• Based on user feedback and incident trends

Notification of changes:

Material changes to this Policy will be communicated through:

• Email notification to Testing Institution administrators
• Notice on our website at https://octoproctor.com
• Update notifications within the platform when appropriate

11.2 Feedback and suggestions

We welcome feedback on health and safety matters:

• Email: info@octoproctor.com
• Subject line: "Health and Safety Feedback"
• Include specific suggestions for improvement

What we do with feedback:

• Review all health and safety feedback
• Prioritize issues based on severity and frequency
• Implement improvements where feasible
• Communicate significant changes to users

12. Roles and responsibilities

12.1 OctoProctor's responsibilities

As the service provider, OctoProctor is responsible for:

• Maintaining a secure and reliable platform
• Implementing technical safety measures
• Providing clear health and safety information
• Responding to reported incidents
• Complying with applicable regulations
• Continuously improving health and safety measures
• Training our staff on health and safety protocols
• Maintaining appropriate insurance coverage

12.2 Testing Institution responsibilities

Testing Institutions are responsible for:

• Providing health and safety information to test takers
• Obtaining necessary consents and permissions
• Implementing appropriate accommodations
• Establishing examination policies and break schedules
• Responding to test-taker health and safety concerns
• Ensuring compliance with applicable educational and employment regulations
• Providing adequate support resources
• Reporting significant incidents to OctoProctor

12.3 Test-taker responsibilities

Test takers are responsible for:

• Following health and safety guidelines in this Policy
• Setting up appropriate testing environments
• Using equipment safely
• Reporting health and safety concerns promptly
• Following Testing Institution examination policies
• Seeking accommodations when needed
• Taking appropriate breaks during examinations
• Prioritizing their own safety and well-being

12.4 Parent/guardian responsibilities

When minors use OctoProctor, parents or guardians are responsible for:

• Reviewing health and safety information with their child
• Ensuring appropriate supervision during technical setup
• Providing a safe testing environment
• Reporting concerns to the Testing Institution
• Understanding consent requirements
• Supporting their child's health and safety needs

This Health and Safety Policy provides general information and recommendations but does not constitute medical advice. Users should:

• Consult healthcare professionals for medical concerns
• Follow their physician's recommendations
  
• Seek immediate medical attention for emergencies
  
• Not rely solely on this Policy for medical decisions
  

No warranty:

Health and safety information is provided "AS IS" without warranties of any kind. We do not warrant that following these guidelines will prevent all injuries or health issues.

• Email: support@octoproctor.com
• Available to Testing Institution representatives only
  
• For assistance with platform-related health and safety concerns
  

14.3 Emergency contacts

For immediate medical emergencies:

• United States: 911
• European Union: 112
  
• United Kingdom: 999 or 112
  
• Australia: 000
  
• New Zealand: 111
  
• Brazil: 192 (ambulance), 193 (fire)
  
• Canada: 911
  

Always prioritize your immediate safety. Contact emergency services first in any life-threatening situation.

14.4 Additional resources

• Privacy information: https://octoproctor.com/policies/privacy-policy
• Accessibility information: https://octoproctor.com/policies/accessibility
  
• Regional data protection: https://octoproctor.com/policies/regional-data-protection
  
• GDPR compliance: https://octoproctor.com/policies/gdpr
  
• Trust Center: https://trust.octoproctor.com
  
• Technical documentation: https://octoproctor.com/resources/documentation
  

14.5 Regulatory and compliance contacts

For questions about our compliance with specific regulations:

• Data protection: info@octoproctor.com (attention: Data Protection Officer)
• Accessibility: info@octoproctor.com (attention: Accessibility Coordinator)
  
• General compliance: info@octoproctor.com (attention: Compliance Team)