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Full policy

Moodle Data Privacy Policy

Introduction

The Royal Free London respects your privacy and is committed to protecting your personal data. This privacy policy sets out details of the data that we may collect from you and how we may use that information.

This policy relates to the Moodle learning environment used as part of the Royal Free London’s teaching provision. 

Moodle is an open source project, for more about Moodle please see: https://moodle.org/

The Moodle instance used by the Royal Free London is maintained and managed by Titus Learning (https://www.tituslearning.com/)

 

Please read this Privacy Notice carefully – it describes why and how we collect and use
personal data and provides information about your rights. It applies to personal data provided to us, both by individuals themselves or by third parties and supplements any other privacy notices which may apply. We keep this Privacy Notice under regular review. It was last updated on 2^nd September 2020.

 

What’s covered by this Privacy Notice?

Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as: “any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.

 

What is Our Legal Basis for Collecting Information?

We collect and process your data in order to provide you with educational resources and activities for the course you are enrolled on.

 

How do we collect information?

We use information on each user as part of the registration process to enable you to access the Moodle site. This is your name and work email address. This information will be provided by your line manager or educational supervisor in order to set up a profile for you and register you on the site. You will also be given a Moodle user ID, and will need to choose a password for Moodle (this password should be unique). We will never ask for your date of birth, home postal address or any other domestic information.

You may choose to fill out other information in your Moodle user profile, or submit a photo for this, and this information will also be stored as part of your profile.

Moodle also stores a record of all activity on the Moodle site by logging user activity. This includes user ID, timestamp of the activity, the Moodle activity and the IP address that was used for the activity.

Moodle will also store any information that you enter or submit. This includes forum entries, messages, answers to quizzes and any work or anything else that you submit through or enter into Moodle.

Moodle will also store scores on quizzes and records of other learning activities within Moodle.

Some courses run by us using Moodle also use the ‘Turn-it-in’ originality detection facility. Use of this is subject to a separate privacy notice.

 

How do we use this information?

From this information Moodle can generate reports that are accessible to our Moodle administrators such as the course leader(s) on your Moodle course. Moodle reports enable our administrators to monitor course activity and to see what resources in the course are or are not being accessed. These reports may be used by course teams to support your teaching and learning, and develop current and future courses.

 

Who we share your data with:

We will share data on learner access and progression with line managers of those supported on courses.

Your personal data will not be shared wider – aggregated reports of the number of staff and their learning activities may be generated and used to develop courses and teaching including wider sharing of this data but will be anonymised as to the individual’s details.

 

Data security:

All static data (both the database and the Moodle content data) is encrypted using GDPR compliant encryption algorithms which provide effective protection against unauthorised or unlawful processing of personal data.

All data is held on web servers within the UK.

We will communicate with you about any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

 

Data retention:

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. We will regularly review user data in conjunction with course leaders and this will be deleted where this is appropriate.

 

Your rights: 

Under certain circumstances, you may have the following rights under data protection laws in relation to your personal data:

·         Right to request access to your personal data;

·         Right to request correction of your personal data;

·         Right to request erasure of your personal data;

·         Right to object to processing of your personal data;

·         Right to request restriction of the processing your personal data;

·         Right to request the transfer of your personal data; and

·         Right to withdraw consent.  Please note that if you withdraw your consent then at this point you will not be able to demonstrate completion of the training.

If you wish to exercise any of these rights, please contact us using the details set out below.

 

Data Protection Officer

The Data Protection Officer ("DPO") for the Royal Free London will address any issues or queries you raise.

If you have any questions about this privacy notice, please contact the Royal Free Data Protection Officer using the details set out below:

Contact details: Tosh (Subir) Mondal – smondal@nhs.net

 

Complaints:

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) (the UK data protection regulator). For further information on your rights and how to complain to the ICO, please refer to the ICO website at https://ico.org.uk.