Moodle Data Privacy Policy

Moodle data and privacy policy   https://www.ucl.ac.uk/legal-services/privacy/ucl-staff-privacy-notice

Moodle Data Privacy Policy

 

UCL ISD (“we” “us”, or “our”) respects your privacy and is committed to protecting your

personal data.

 

UCL uses the Moodle learning platform as part of its teaching provision for students and for

staff training activities. Moodle is an open source project, for more about Moodle please

see: https://docs.moodle.org/34/en/About_Moodle. The Moodle instance used by UCL is

maintained and managed by UCL in the UK on our own web servers.

 

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 UCL privacy notices which may apply, for example the privacy notice applicable when

you visit UCL’s website (see here for further information).

 

We keep this Privacy Notice under regular review. It was last updated on 22nd November 2018.

 

Personal data that we keep about you:

 

As part of its operation, Moodle logs user activity. We will gather the following data via

these logs:

·         User ID

·         Moodle Course ID

·         Time stamp of activity

·         Action type

·         Moodle object the action was on e.g. Quiz

 

From these logs Moodle generates a number of reports that are accessible to the

administrators on each Moodle course. Moodle reports enable course administrators to

monitor activity in the course and to see what resources in the course are or are not being

accessed. These may be used by course teams to support your teaching and learning.

 

Who we share your data with:

 

As part of the teaching provision, many courses will make use of Turnitin, Lecturecast (Echo360 video platform) and Blackboard Collaborate. These are third party services, in order to facilitate the service provided identifiable data is shared between the UCL Moodle installation and these services.

 

These tools have their own privacy statements, these can be viewed at:

• Turnitin

• Echo360 (Lecturecast)

• Blackboard Collaborate


The following LTI (Learning Tools Interoperability) integrations are active within Moodle and have been reviewed and approved.  Each tool uses aspects of Moodle personal data as listed above to facilitate access to the tools and allow activities such as the calculation and storage of grades inline with the Moodle Privacy Policy. Each LTI tool has their own privacy policy and can be viewed by following the associated Link.

We use Microsoft Clarity to capture anonymised and aggregated data on how students and staff use and interact with UCL Moodle. This data is transformed into behavioural metrics, heatmaps, and session replays to analyse and improve the UCL Moodle service. For more information about how Microsoft collects and uses your data, visit the Microsoft Privacy Statement.


For students:

 

Students will be automatically enrolled onto Moodle courses that they are taught via a

direct link with the university’s student information system (Portico/SITS). This data will

include data that has been provided as part of your student record. module, student name

and student code.

 

Feedback from assessments will be provided to students via MyFeedback, this information

will also be stored in the Moodle database along with the user activity logs.

Where required to either provide support or to investigate an issue, the Moodle database

may also be accessed by ISD staff.

 

As part of your studies, some Moodle courses may also make use of Turnitin and

Lecturecast.

 

Lecturecast policy and guidance can be viewed at:

https://wiki.ucl.ac.uk/x/BLo3B

https://wiki.ucl.ac.uk/x/YwS9B

https://wiki.ucl.ac.uk/x/qpFDB

 

All data collected and processed by Moodle is done so in accordance with the UCL privacy

policy for students: https://www.ucl.ac.uk/legal-services/privacy/student-privacy-notice.

 

For staff:

 

A combination of mandatory and optional CPD activities are provided via Moodle.

Some Moodle courses make use of electronic submission e.g. Advance HE Fellowship

Applications, this is facilitated via Turnitin, these are subject to an additional privacy notice:

http://www.turnitinuk.com/en_gb/privacy-center/privacy-pledge

 

All data collected and processed by Moodle is done so in accordance with the UCL privacy

policy for staff: https://www.ucl.ac.uk/legal-services/privacy/ucl-staff-privacy-notice .

 

For staff facilitating courses:

 

Moodle reports enable course administrators to monitor activity in the course and to see

what resources in the course are or are not being accessed. These may be used by course

teams to support your teaching and learning and must be used in compliance with the UCL

privacy policy for students.

 

If your course uses electronic submission or lecturecast please ensure that you have

familiarised yourself with the corresponding guidance and privacy policies.

 

Turnitin:

https://wiki.ucl.ac.uk/x/BRdiAQ

http://www.turnitinuk.com/en_gb/privacy-center/privacy-pledge

 

Lecturecast:

https://wiki.ucl.ac.uk/x/ZBhiAQ

https://wiki.ucl.ac.uk/x/l5FDB

 

Data security

 

We have put in place appropriate security measures to prevent your personal data from

being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We

have established procedures to deal with 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.

 

At the end of each academic year a snapshot is taken and the data is stored and made

available to Moodle users in a read-only format. Each Moodle snapshot is retained for 5

years from the date of capture. After this time period, the files are then destroyed.

 

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.

 

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

 

Contacting us

 

You can contact UCL by telephoning +44 (0)20 7679 2000 or by writing to:

 

University College London,

Gower Street,

London

WC1E 6BT.

 

 

If you have any questions about this Privacy Notice, including any requests to exercise your legal rights, please contact our Data Protection Officer using the details set out below:

Data Protection & Freedom of Information Officer

data-protection@ucl.ac.uk

+44 (0)20 3108 8726

 

Complaints

 

If you wish to complain about our use of personal data, please send an email with the

details of your complaint to data-protection@ucl.ac.uk so that we can look into the issue

and respond to you.

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.


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