Data retention summary

This summary shows the default categories and purposes for retaining user's information on this system. Certain areas of the system may have more specific categories and purposes than those listed here.

Site

Category

Administrative Data

Data needed to manage your course access and completion


Purpose

Access Records

We store access logs automatically - these are records of when you have logged in, which pages you have visited, and how long you spent on each item in your course. We keep this data so that we can issue you with a certificate based on 80% course completion.

For our courses which are externally assessed, we also keep this data so that we can prove your course attendance to our external evaluators, and ensure you get your certificate. We also use this data if we need to ask for resubmission, or certificate reissue.

Retention period
3 years
Lawful bases
Consent (GDPR Art. 6.1(a)) The data subject has given consent to the processing of his or her personal data for one or more specific purposes
Vital interests (GDPR Art. 6.1(d)) Processing is necessary in order to protect the vital interests of the data subject or of another natural person
Legitimate interests (GDPR Art. 6.1(f)) Processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child

Users

Category

Personal Data
Profile information: name, email address, city, country, courses


Purpose

Personal Information

We store the personal information you provide in your profile (if you complete it).  We keep this data so that we contact you if we need to, and so that you can have access to your course after it finishes. We also retain users in case they want to return to do further courses with us. We also retain this data as its removal would also lead to the removal of other records of your course participation and performance which may be needed for certificate reissue, etc.

Retention period
3 years
Lawful bases
Consent (GDPR Art. 6.1(a)) The data subject has given consent to the processing of his or her personal data for one or more specific purposes
Vital interests (GDPR Art. 6.1(d)) Processing is necessary in order to protect the vital interests of the data subject or of another natural person
Legitimate interests (GDPR Art. 6.1(f)) Processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child

Course categories

Category

Access Data

Data on your access and site use logged automatically by Moodle.


Purpose

Access Records

We store access logs automatically - these are records of when you have logged in, which pages you have visited, and how long you spent on each item in your course. We keep this data so that we can issue you with a certificate based on 80% course completion.

For our courses which are externally assessed, we also keep this data so that we can prove your course attendance to our external evaluators, and ensure you get your certificate. We also use this data if we need to ask for resubmission, or certificate reissue.

Retention period
3 years
Lawful bases
Consent (GDPR Art. 6.1(a)) The data subject has given consent to the processing of his or her personal data for one or more specific purposes
Vital interests (GDPR Art. 6.1(d)) Processing is necessary in order to protect the vital interests of the data subject or of another natural person
Legitimate interests (GDPR Art. 6.1(f)) Processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child

Courses

Category

Access Data

Data on your access and site use logged automatically by Moodle.


Purpose

Access Records

We store access logs automatically - these are records of when you have logged in, which pages you have visited, and how long you spent on each item in your course. We keep this data so that we can issue you with a certificate based on 80% course completion.

For our courses which are externally assessed, we also keep this data so that we can prove your course attendance to our external evaluators, and ensure you get your certificate. We also use this data if we need to ask for resubmission, or certificate reissue.

Retention period
3 years
Lawful bases
Consent (GDPR Art. 6.1(a)) The data subject has given consent to the processing of his or her personal data for one or more specific purposes
Vital interests (GDPR Art. 6.1(d)) Processing is necessary in order to protect the vital interests of the data subject or of another natural person
Legitimate interests (GDPR Art. 6.1(f)) Processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child

Activity modules

Category

Course Data

Course work:  forum contributions, activities and collaborative tasks


Purpose

Course Contributions

We retain a backup of your course, with all the forum entries, discussions, posts and other materials provided by us, and contributed by you. We keep this data so that we can issue you with a certificate based on 80% course completion.

For our courses which are externally assessed, we also keep this data so that we can share your course contributions with our external evaluators, and ensure you get your certificate. We also use this data if we need to ask for resubmission, or certificate reissue.


Retention period
3 years
Lawful bases
Consent (GDPR Art. 6.1(a)) The data subject has given consent to the processing of his or her personal data for one or more specific purposes
Vital interests (GDPR Art. 6.1(d)) Processing is necessary in order to protect the vital interests of the data subject or of another natural person
Legitimate interests (GDPR Art. 6.1(f)) Processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child

Blocks

Category

Course Data

Course work:  forum contributions, activities and collaborative tasks


Purpose

Course Contributions

We retain a backup of your course, with all the forum entries, discussions, posts and other materials provided by us, and contributed by you. We keep this data so that we can issue you with a certificate based on 80% course completion.

For our courses which are externally assessed, we also keep this data so that we can share your course contributions with our external evaluators, and ensure you get your certificate. We also use this data if we need to ask for resubmission, or certificate reissue.


Retention period
3 years
Lawful bases
Consent (GDPR Art. 6.1(a)) The data subject has given consent to the processing of his or her personal data for one or more specific purposes
Vital interests (GDPR Art. 6.1(d)) Processing is necessary in order to protect the vital interests of the data subject or of another natural person
Legitimate interests (GDPR Art. 6.1(f)) Processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child