Policies & terms
Privacy Policy
The key points
- We do not sell, rent or trade your personal information or your data.
- SmartTest Offline and SmartTest Exam do not send exams, questions, answer keys, candidate lists, answer sheets or scores to our servers. Everything the software sends is listed in full in section 4.
- The website uses no advertising cookies and installs no third-party analytics or advertising tools.
1. Scope
This policy describes how SmartTest ("we") collects, uses and protects information when you use the smarttest.vn website (SmartTest Online), the SmartTest Offline software and the SmartTest Exam software. This policy forms part of the Terms of Service.
2. Information we collect
2.1. Information you provide
- Accounts and software registration: full name, email, phone number, organization name (school, training center).
- Content on SmartTest Online: exams, questions, materials, candidate lists, answer sheets and exam results that you put on the website.
- Payments: plan, amount, time and bank transfer transaction ID. We do not receive or store your card number or banking passwords.
- Contact and support: what you send us by email, phone, Zalo or web forms.
2.2. Information collected automatically on the website
- IP address, browser type, referring page and time of access, recorded in server logs and sign-in logs to secure accounts, prevent abuse and measure the effectiveness of product landing pages.
- Cookies needed for sign-in and to remember your language (see section 9).
2.3. Information from installed software
Only license information and technical data, listed in full in section 4.
3. How we use information
- To provide the service: managing accounts, storing exams, running exams, grading, handling your AI requests.
- To issue and check licenses and to release software updates.
- To fix bugs and improve the products based on technical data.
- To process payments, issue invoices and support customers.
- To send notices about your account, license and maintenance. Marketing messages are sent only with your consent, and you can opt out at any time.
- To detect fraud and unauthorized access, and to meet legal obligations.
We do not use your exams, answer sheets or candidate information for advertising, and we do not give them to others for advertising.
4. What the installed software sends over the Internet
SmartTest Offline and SmartTest Exam keep all your working data on your computers. Below are all the cases in which the software connects to our servers, and what it sends.
4.1. SmartTest Offline
| When | What is sent |
|---|---|
| First registration (when you click to get the code) | The full name, organization, email and phone number you enter; a request code generated from computer information (computer name, operating system version, Windows user name, Windows identifier); language |
| Each start | Your registered email, to check that the license is still valid. If the computer is offline, the software still works normally. |
| Each start (automatic updates) | A request to download the version list and updates from smarttest.vn. None of your data is included. |
SmartTest Offline does not send usage data, does not send error reports and has no AI features that run over the network. Buttons such as "Upload to online exam", "User guide" or "Download sample bank" only open a web page in your browser; the software does not send any files by itself.
4.2. SmartTest Exam
| When | What is sent |
|---|---|
| License activation | License key, registered email, machine ID, computer name, software version |
| Each start of SmartTest Server; when you transfer or deactivate a license | License key, machine ID, installation ID, computer name |
| When you buy a license with a QR code inside the software | Machine ID, so the software knows the payment is complete |
| Each start of SmartTest Server and SmartTest Client (automatic updates) | A request to download the version list and updates from smarttest.vn. None of your data is included. |
| Periodically when online: usage data (on by default, can be turned off) | Number of times the software is opened; names of screens and features opened; number of candidates, number of subjects and duration of exams (numbers only); software and operating system version; machine ID; license key (if any) |
| When the software encounters an error (on by default, can be turned off) | The technical error message. Before sending, the software removes user folder paths, email addresses, the computer name and the Windows user name from the error content. |
| Only if Microsoft WebView2 is missing | Downloads the WebView2 installer from Microsoft's servers |
The machine ID is a string generated randomly at installation, combined with the computer name and then hashed one-way (SHA-256). It is used only to recognize an activated computer and contains none of your documents or data.
Candidate computers (SmartTest Client) do not send usage data. When an error occurs, a candidate computer sends the error report to SmartTest Server on the local network, and SmartTest Server forwards it to our servers if data sending is turned on.
How to turn off data sending: on SmartTest Server, open Organization settings ("Cấu hình tổ chức") and clear the checkbox "Send usage data (anonymous) to improve the product" ("Gửi số liệu sử dụng (ẩn danh) để cải thiện sản phẩm"). Any data not yet sent is deleted immediately. When this is off, error reports from candidate computers are not sent either.
4.3. What the software never sends
Neither SmartTest Offline nor SmartTest Exam sends: exam content, questions, answer keys, question banks, candidate lists, candidate names or candidate numbers, answer sheets, files and audio recordings submitted by candidates, scores, or reports.
6. How we protect data
- The website, and the license activation and update connections of SmartTest Exam, use HTTPS (TLS encryption).
- SmartTest Exam exam packages (.stexam) are encrypted with AES-256. Images and audio in an exam are downloaded to candidate computers in advance, encrypted with AES-256, and can be decrypted only when the exam starts.
- Access to data on our systems is limited to staff who need it for their duties.
Data on your computers is under your control. We recommend that you set passwords for Windows accounts, turn on drive encryption (BitLocker) on the computer running SmartTest Server, back up the data folder regularly, and allow only authorized staff to access the exam server.
No system is completely secure. If a data breach occurs on our systems, we will notify you and the competent authorities as required by law.
7. Retention
Account information and SmartTest Online data are kept while your account is active. When you delete data or your account, the data is deleted from our systems, except for backups, which are deleted on a rolling schedule, and information the law requires us to keep (for example, payment records). Technical data is kept only as long as needed to fix bugs and improve the products.
8. Your rights
Under Vietnamese law on personal data protection, you have the right to:
- Know which of your data is being processed, and view and correct it.
- Request an export of your SmartTest Online data.
- Request deletion of your data or your account.
- Withdraw consent, object to processing or request that processing be restricted.
- Lodge a complaint with us or with the competent authorities.
Send your request to the email address at the bottom of this page. We may need to verify your identity before handling a request.
10. Student and children's data
Candidate and student information is usually entered by schools, training centers or teachers to run exams. In that case, the organization entering the data is responsible for obtaining consent from the student, parent or guardian as required by law. We process that data only to provide the service to the organization. If you are a parent and believe your child's information was provided improperly, contact us and we will help delete it.
Certificates and public verification pages. When an organization issues a certificate with a QR code to a candidate, the certificate's verification page publicly shows the holder's name, the certificate title, the subject and exam, the issuer, the dates and register number, and the score if the certificate prints one. This information is copied at the time of issue. The page opens only with the random code printed on the certificate, cannot be searched by name, limits the number of lookups and asks search engines not to index it. The issuer can revoke a certificate; the reason is not shown publicly. When a candidate's data is deleted, the verification page only says the certificate is no longer shown. Certificates are issued by the organization; SmartTest only stores them and shows the verification page on its behalf.
11. Changes to this policy
When we update this policy, we post the new version on this page with its effective date at the top. For significant changes, we will notify you by email or on the website. Later changes will not reduce our commitment not to sell data you provided before the change.
