This Policy relates to personal data, as defined in data protection legislation, which is held within Moodle (http://moodle.chi.ac.uk/).
What is Moodle?
Moodle is the University online learning system. It is a key method of interaction between students and their modules where they can, among other things, access resouces, post to forums, submit work and receive communications from tutors.
What is our legal basis for processing your personal data in Moodle?
We need to process your personal data (as defined below) in order to meet our contractual obligations to staff, students and partners i.e. respond to provide resources and other support for learning and teaching on modules. We need to indentify you to enrol you on the page(s) for the module(s) on which you are enrolled.
What is personal data?
In accordance with data protection legislation, “personal data” is information, which identifies you as an individual, or which is capable of doing so.
What are special categories of personal data?
In accordance with data protection legislation this covers information relating to an individual’s racial or ethnic origin, political opinions, religious beliefs, trade union activities, physical or mental health, sexual life, or details of criminal offences.
What personal data is collected?
The system automatically records the following personal data:
- First name
- Last name
- Username
- University email address
- Student Number (if applicable)
- Enrolment details (taken from the University Registry systems)
- The last time you accessed the system
- A log of your activity
Moodle does not automatically record or process any special category personal data.
When do we collect your personal data?
When you join the University, either as a student or member of staff, the personal data described above is collected within the University’s centralised network management system and then imported into Moodle every night. This ensures that the personal data within Moodle is kept up to date.
Why we collect your personal data
We only collect personal data for the following reasons:
- To identify you as a student, tutor or other role (e.g. library staff)
- To provide you access to learning resources
- To facilitate communication
Who has access to your personal data?
We take appropriate measures to ensure that your personal data remains safe and secure, and that it is only processed in a way that is consistent with our privacy policy.
Your personal data will not be used, made available or otherwise disclosed for purposes other than those specified within this privacy policy. We will not share your personal data with any third parties, without your explicit consent, unless there is a legal requirement or basis for doing so, other than as described below.
Any data posted (e.g. to a forum) can be viewed by others enrolled on that module. Various staff with administrator rights in Moodle can acces when required, for testing or support purposes.
How do we protect your personal data?
We are serious about protecting the security of your personal data. We implement appropriate organisational and technical security measures to protect your personal data against unauthorised access, disclosure or processing. We use a secure server to store the personal data you give us and in addition to this, access to Moodle is controlled by the use of ‘single sign-on’ usernames and passwords.
Keeping your personal data up to date
If any of the personal data we hold about you is inaccurate or incomplete this can be corrected by contacting the Support and Information Zone.:
Telephone: 01243 81(6222)
Email: help@chi.ac.uk
Online: SupportMe self-service portal
In person: SIZ counter, Learning Resource Centres
Retention of your personal data
Unless there is a specific legal requirement for us to keep your personal data, we will not retain it for longer than is necessary for the purposes it was collected for. Specific retention periods are set out in the Moodle Retention Policy.
Contact details and further information
If you have any concerns about how your personal data is being processed you can contact the University’s Data Protection Officer: DPOfficer@chi.ac.uk
You can access the University’s data protection policy and privacy notices on the University’s main website.
If you wish to complain about any aspect of our information rights practice you may do so by contacting the Information Commissioner’s Office.