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Moodle Privacy Notice

General personal information collected on iTEE University’s Moodle system

iTEE University’s Moodle system collects, holds and processes personal information in line with the iTEE University Data Protection Notice. Within the iTEE University Moodle system, iTEE University uses your data as set out below.

Legal basis for the use of personal data on Moodle

Our Legal basis for using your personal information is to deliver our obligations to you as a user of our service. You always have the right to withdraw your consent and forfeit your access to Moodle. Should you wish to withdraw your consent you should email the iTEE University Data Protection Officer at privacyofficer@itee.university, or use the Moodle system capabilities to contact the Officer.

Data held by the Moodle system

Data held by Moodle includes your name, email address, username, and your iTEE University information such as your organization, department and course information. It may include other information such as phone number, country, location, time zone, picture and social media accounts if you enter these into your Moodle profile. It may also include educational background information for you, if you provided that as part of admission to your educational program.

Moodle logs contain detailed information about user activity within each course, including the date and time when course-specific information was viewed and/or updated, the IP address of the computer 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 do not include personal data.

The Moodle system also holds Information about your contributions to courses, including your posts to chat rooms and discussion forums, ownership of resources, assignment / file submissions, quiz responses and evidence of participation in other Moodle-based activities. This includes grades, feedback comments, scores, completion data, access rights and group membership.

Additional personal data may be held within individual courses, either within documents/resources you’ve 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 facilitators are responsible for the information held about you that may be uploaded onto courses.

How iTEE University’s Moodle system uses your personal information

Moodle records and uses your personal information to:

• Provide you an account on, and identify you within, the system
• Provide you access to courses/sites within the system including information, resources and activities uploaded there, and allow you to complete the requirements of those courses
• Provide you the ability to upload, amend and delete certain information within the system
• Communicate to you information relevant to your iTEE University courses and program
• Control access to different parts of the system
• Help support your use of the Moodle system
• 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)
• Produce anonymized usage statistics for management and planning purposes

Individual courses within Moodle may collect additional personal information specific to the needs of those courses, in order to support your education.

Where Moodle information comes from

Moodle records information supplied by you, by the Registrar or by course facilitators. This includes information entered by you into your profile (such as telephone numbers, addresses, pictures) or provided during your admissions process (such as educational background) and University related information (such as Department, Program and Course). It also may include comments about your educational achievement entered by the Registrar, training managers or course facilitators.

Additional information may be provided or uploaded by you during individual courses.

Who has access to Moodle data

The Moodle technical support team at iTEE University has access to all information stored within Moodle for the purposes set out above. This includes Moodle activity logs.

Course facilitators have access to the personal information of the students of the courses they facilitate, as well as course tracking data (e.g., completion of tasks within the course, posts made to forums, etc.).

The Registrar, Training Manager and Department Managers have access to personal information and course-specific data for all students and facilitators within their scope of responsibility.

Where Moodle information is shared

iTEE University does not share your personal information with any other users within Moodle, nor with any other systems. iTEE University does not share your personal information held by Moodle with any other organizations except IT service providers who assist in delivery of iTEE University as indicated below:

• Moodle runs on servers operated by the Microsoft Azure service, located in the United States. The Privacy Notice for Azure is here. The Microsoft Data Privacy Officer can be contacted by filling out the form at https://aka.ms/privacyresponse or by writing to:

• Microsoft EU Data Protection Officer
• One Microsoft Place
• South County Business Park, Leopardstown
• Dublin 18, Ireland

iTEE University data retention

Information and data uploaded to iTEE University, including accounts, courses and contributions to courses, chat rooms and discussion forums, ownership of resources and evidence of participation in other Moodle-based activities may be retained indefinitely in order to provide verification of your educational accomplishments.

Moodle data is backed up periodically. The backups are held for the purpose of recovery of the data, e.g. in the event of failure of a system component.

How the iTEE University technical support team uses your information

If you approach iTEE University Technical Support for help with a fault, issue or question, support staff may need to look at your data held on the system, including files in your personal areas and the Moodle courses to which you belong. We may need to perform any of the following:

• In the process of providing support, answering your helpdesk question, investigating your issue or when forming a response, the support team may navigate and interact with Moodle using your account. The support team does not add, edit or delete any data within Moodle when doing this without your prior permission. We will never ask you to send your password to us as part of any support that we provide.
• The support team, when providing support to your query, may also duplicate your course or data and transfer it into another part of the system or to a test system. This is to allow us to carry out investigations, test solutions and provide you with support.
• When providing support, the support team never gives out your personal information, including usernames and passwords.

Further Information

For more information about how we handle your personal information, and your rights under data protection legislation, please contact the iTEE University Privacy Officer at privacyofficer@itee.university.