The UBC Exam Card Scanner app is operated by the University of British Columbia (UBC) to support exam administration by authorized staff. The app is used exclusively by UBC employees or other individuals granted permission by UBC to administer examinations (“Authorized UBC Exam Staff”).
UBC is responsible for the collection, use, and protection of personal information processed through the app. The app processes only the information necessary to verify student identity and manage exam attendance. Personal information is not used for commercial purposes.
The app is intended for official university use and functions only when linked to a university-managed course or examination session.
During examinations, Authorized UBC Exam Staff use the app to scan a student’s UBCcard or manually enter a student number to confirm the student's identity to support attendance confirmation. The app does not require students to create accounts. All associated student information is retrieved from authorized UBC systems.
Unauthorized use, access, or disclosure of information is prohibited and may violate university policy and applicable privacy legislation.
When joining or managing an exam session, Authorized UBC Exam Staff must enter limited information required to operate the session, such as:
This information is used only for exam administration and session management.
After Authorized UBC Exam Staff joins an exam session, the app retrieves limited exam administration information from authorized UBC systems. This may include:
This information is used only to display session details to Authorized UBC Exam Staff and support exam administration.
During an active exam session, the app temporarily maintains a record of scan activity so Authorized UBC Exam Staff can review attendance and verify completed check-ins. This may include:
These records are visible only to Authorized UBC Exam Staff during the active exam session and are used solely for exam administration.
During an exam, Authorized UBC Exam Staff may:
This information is used only to look up associated student records through authorized UBC systems.
After a scan or manual entry, the identifier is securely transmitted to authorized UBC services (for example, the UBCcard API). These systems return identity information required for exam administration, which may include:
This information is displayed to Authorized UBC Exam Staff solely for identity verification.
The app collects the device identifier of the mobile device used by Authorized UBC Exam Staff when performing exam scans. This information is used only for auditing, security verification, and to support the integrity of exam administration processes.
The device identifier:
Device identifiers are not visible to students and are not used for any commercial purposes.
Device identifiers are used only within the context of exam administration and are not used to track individuals across applications or services.
UBC systems supporting the app may generate limited technical logs for security, auditing, and troubleshooting purposes. These logs may include timestamps, device identifiers, and session‑related technical information. Technical logs do not include student photos or other sensitive content and are used only to ensure system reliability and security.
The app uses the device camera only for barcode or QR code scanning during exam check-in.
The app does not use facial recognition or biometric identification technologies.
Information processed through the app is used only to:
The app supports exam administration by displaying information retrieved from authorized UBC systems. This information is used in conjunction with established UBC exam procedures, and Authorized UBC Exam Staff remain responsible for verifying student identity and ensuring compliance with applicable UBC policies.
Personal information is not used for advertising, marketing, analytics profiling, or commercial purposes.
The app does not track users across apps, websites, or services.
Information is securely transmitted to authorized UBC systems used for exam administration.
The app retains session information only for the duration necessary to support an active exam session and removes it automatically when the session ends or is closed.
Limited session information may be stored temporarily on the device to maintain app functionality while an exam session is active. This information is removed when no longer required and is not used for tracking.
Any official exam records are managed and retained within authorized UBC systems according to university records‑management practices. The app itself does not maintain long-term records.
Information processed by the app is shared only with authorized UBC systems required for exam administration.
Information is not sold or shared with third parties for advertising or marketing purposes.
The app:
Personal information handled through university systems is managed in accordance with applicable privacy legislation, including British Columbia’s Freedom of Information and Protection of Privacy Act (FIPPA).
UBC collects, uses, and discloses personal information through this application under the authority of the University Act and sections 26(c) of FIPPA.
UBC uses technical and administrative safeguards, including secure network communication and authenticated access controls, to protect information during transmission and processing.
Authorized UBC Exam Staff are expected to use secure devices and follow applicable UBC information-security standards and practices, including maintaining device security settings, using strong passwords or passphrases, and keeping operating systems up to date with security updates.
This Privacy Policy may be updated from time to time.
If future versions of the app introduce additional features that involve personal information, those changes will be reflected in an updated version of this Privacy Policy.
The most current version will always be available on this page.
If you have questions about this application or about how information is handled when it is used, please contact:
LT.Hub@ubc.ca