Purpose of this notice

This notice tells you how ACL Essex will collect and process your personal data when you access this website.

Automated collection of personal information

As with most other web servers, when you access these web pages certain information you provide will automatically be recorded by the ACL Essex. This may include your IP address, browser type, and information relating to the page you last visited. This information is processed to estimate how much usage of the server is made by different categories of users and in the event of a breach of security may be used to aid detection. This information will not be shared with third party organisations.

Cookies

Cookies are used to enable logging in to the VLE ( virtual learning environment). They are categorised as strictly necessary, which are essential to the operation of the website. By using our website you agree that we can place these types of cookies on your device.

We do not use cookies to collect personal information about you. Please be aware that restricting cookies will prevent access to our website.

Data held by the Moodle system

Data held by Moodle includes your name, email address, username and course information. 

Moodle logs contain detailed information about user activity within each course, including the date and time of when course-specific information was viewed and/or updated, the address of the machine from which the access was made, the browser identification information and information about the referring web page. Logs are used to create summary statistics which may be made publicly available. Summary statistics do not include personal data.

Information about contributions to courses, including contributions to chat rooms and discussion forums, ownership of resources, assignment/file submissions, text matching scores and evidence of participation in other Moodle-based activities is held within the Moodle system. 

Information and data related to users, including grades, feedback comments, scores, completion data, access rights and group membership is also recorded. 

Additional personal data may be held within individual courses, either within documents/resources uploaded to the course, or within activities within the course. Other than contributions to chat rooms and discussion forums which are submitted by individuals in a personal capacity, course maintainers are responsible for the information held about you that may be uploaded onto such courses.

How the Moodle system uses your personal information

Moodle records and uses your personal information to:

• Provide you an account  and identifies you within the VLE (Moodle) system
• Provide you access to courses/sites within Moodle
• Provide you the ability to upload, amend and delete certain information within Moodle 
• Provide you access to the information, resources and activities uploaded to Moodle
• Control access to different parts of the system. 
• Help support Moodle users
• For system administration and bug tracking
• Report on course, resource and activity access, activity completion, course completion and course data (such as grades, scores, submissions and content uploaded)
• For producing usage statistics for management and planning purposes

Individual courses within Moodle may collect additional personal information in order to: 

• Provide services to the users
• Facilitate and support business processes
• Support users in their use of Moodle

Where Moodle information comes from

For all users, Moodle records information supplied by the user. This includes information entered into your profile (such as telephone numbers, addresses and course related information.) As well as the information that you upload and submit to Moodle, Moodle also contains additional information.

Who has access to Moodle data

The Moodle systems team at ACL Essex has access to all information stored within Moodle for the purposes set out above.

All course administrators and maintainers have access to the personal information of the other users of that course.

Access to Moodle logs is restricted to authorised staff, with the exception of course-specific tracking data which is also made accessible to course maintainers where an appropriate course-specific privacy policy is in place.

Moodle data retention

Information and data uploaded to Moodle, including accounts, courses and about contributions to courses, including contributions to chat rooms and discussion forums, ownership of resources and evidence of participation in other Moodle-based activities will be retained for a period of 24 months.

Moodle data is backed up at a facility managed by ACL Essex. The backups are held for the purpose of reinstatement of the data, e.g. in the event of failure of a system component for a period of 24 months.