Moodle Privacy Notice

The Moodle Data Privacy Notice outlines how we collect and use the personal data of Moodle users and provides information about your rights.

The Tavistock and Portman NHS Foundation Trust (the ‘Trust’) uses Moodle (https://mylearning.tavistockandportman.ac.uk) as an online learning environment to deliver and support postgraduate and CPD education and training. Access to Moodle requires a username & password provided by the Trust.

This data privacy notice has been created in line with the Trust’s Privacy Policy which aligns with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

The Trust respects your privacy and is committed to protecting your personal data. 

Data we collect

We use your first name, last name and email address that you provided in the enrolment process (students) or thru your employment (staff). Our student records system (SITS) and our authentication service (Shibboleth) pass data to Moodle.

We also process any personal data you provide directly, for example if you share data that identifies you in an assessment.

Standard internet log information such as IP address, browser version and the Moodle pages accessed are also collected. 

How we store your information

Moodle is hosted by Synergy Learning with whom we have a Service Level Agreement that covers data protection. Available on request from DigitalEducation@tavi-port.ac.uk

Access to your personal data by members of the Trust is based on need. Only the relevant staff (e.g. system administrators and course teams) have access.

We store your information for as long as it is needed:

 

  • Your personal data will be deleted from Moodle three years after you last login. To do this, we delete your Moodle account, which removes your complete digital footprint in the platform. Account deletions occur during July and August each year.
  • Assessments are retained for at least 5-years based on advice from the UK Office for Students. They are archived on a Trust secure network drive.

 

Who we share your data with

Moodle is integrated with two third-party tools to provide additional functionality. We share your data with these platforms to provide access to their services. Each platform has its own data privacy notice:

 

 

Your data rights

Depending on the lawful basis and the personal data being processed, you have the following rights to your data:

 

  • The right to be informed: You can see clearly how we process your personal data and we will keep you informed if anything in this policy changes.
  • The right of access: You can request access to your data. We will respond to these requests within one month where the requests are not complex or numerous.
  • The right to rectification: You can request that your data be corrected (e.g. email address).
  • The right to erasure: You can request that your data be deleted. We will first explain the implications of this.
  • The right to data portability: You can request that your data be exported in a machine readable format to provide data portability.
  • The right to object: You can object to us processing your data by contacting DigitalEducation@tavi-port.ac.uk. Any consent given can be withdrawn at any time. The implications of this withdrawal for your relationship with the Trust will be clearly explained before proceeding.

 

Reporting a data breach or making a complaint

To report a data breach or to make a complaint related to data protection please use the contact details on the Trust’s website: Privacy policy - Tavistock and Portman

Further information

If you have any questions, please contact DigitalEducation@tavi-port.ac.uk

 

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