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Name Type User consent
Site Privacy policy Site policy All users

Site Privacy policy

Summary

Welcome to the Guildford Diocese Learning Platform

We care about your privacy and want to help you understand how we collect, use, and share your personal information.
Please read through the information below and click 'I agree to the Privacy Policy' to proceed.

Full policy

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Data Controller

The data controller is:

Guildford Diocese, {details TBC}

The Diocese of Guildford Learning Hub Privacy Policy 

Last Updated: April 2025 

 

  1. Introduction 

The Diocese of Guildford ("we," "our," "us") is committed to safeguarding your personal data and ensuring your privacy. This Privacy Policy outlines the principles we follow, the information we collect, and how we use, store, and share it. By using The Learning Hub platform, you agree to the terms outlined in this policy. 


  1. Information We Collect 

We may collect the following types of information: 

  • Personal Information: Name, email address, contact details, and other identifiers. 

  • Account Information: Username, profile details, and course enrolments. 

  • Usage Data: Interaction with the platform, logs, and analytics. 

  • Course Activity: Assignments, quiz responses, discussion posts, and other contributions. 

  • Technical Data: IP address, device information, and browser type. 

 

Category of Data 

Type of Data 

Lawful basis for processing 

Personal Data 

  • Your Full Name 

  • Your email address 

Necessary for our legitimate interests (to ensure that access to the site in general and to specific resources is only provided to people with the right access to these resources) 

Learning Activity Data 

  • Your participation in any online learning or resources on the site is recorded, including any answers to questions or comments. 

Your Consent – any participation data which is shared will be expressly stated on the individual modules. 

Optional Personal Data 

  • You may opt to add information to your profile.  

By entering this optional information, you are providing consent for it to be stored.  You can delete/edit it at any time. 

Technical Data 

  • browser type and version 

  • time zone setting & location 

  •  operating systems of the devices used to access this site 

  • IP address used to access this service 

Necessary for our legitimate interests (provision of administration and IT services, network security and to prevent fraud.) 

Usage Data 

  • pages visited on this site 

  • interaction with online learning and resources on this site 

  • submitted feedback responses 

Necessary for our legitimate interests (to ensure that access to particular resources is restricted to specific groups of users, troubleshooting and site optimisation) and to record numbers for evaluation purposes.  

 

  1. How We Use Your Information 

We use collected information to: 

  • Provide you with access and to manage your account on the Platform. 

  • Facilitate learning and communication between yourself and other users. 

  • Monitor and improve The Learning Hub’s performance. 

  • Ensure compliance with our internal policies. 

  • Respond to your inquiries and to provide support as requested. 

  • Maintain security and prevent unauthorized access. 

 

  1. Data Sharing and Disclosure 

We collect basic personal information about you from the information you give us and from your participation in resources. We do not collect personal information about you from any other source. 

a)    You may be asked to give more information via a questionnaire or other Moodle activity that will be visible only to the Site Administrator and, at times, other named people. 

b)     This will be optional, and we will explain why we want this information, who will see it and what we will do with it at the point of collection. 

c)     Your name and any optional profile information may be visible to other users participating in the same courses or activities, in accordance with the collaborative nature of the platform. 

d)    We report data on: numbers registered from each parish/deanery, content engagement, feedback responses. 

This site provides access and links to different resource providers. We do not provide these sites with any information about you. Each of these will have their own privacy policy and you should read their privacy policies before providing them with your information. 

We do not sell or share your personal data with third parties except in the following circumstances: 

  • With educators and administrators for course-related purposes. 

  • With service providers assisting in Platform maintenance. 

  • When required by law or in response to legal requests. 

Where third-party tools are used for assessments, communication, or analytics, we ensure these tools comply with data protection laws and their policies are made available to users. 

 

  1. Data Storage and Security 

We take appropriate measures to secure your personal data, including encryption, access controls, and regular security audits. However, no system is completely secure, and users are encouraged to protect their login credentials. 


  1. How long do we keep your information? 

Data is kept for a maximum of three years after your last access to the site. We conduct an annual review each January to identify and delete inactive user data. You may request that your personal data is deleted prior to this.      


  1. User Rights and Choices 

You have the following rights regarding your personal data: 

  • The right to be informed about the personal data we collect from you and how we use it.; 

  • The right to request a copy of your personal data which we hold about you; 

  • The right to request that we correct any personal data if it is found to be inaccurate or out of date; 

  • The right to request your personal data is erased where it is no longer necessary for us to retain such data; 

  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing; 

  • The right to object to the processing of your personal data. 

  • The right to obtain and reuse your personal data to move, copy or transfer it from one IT system to another 

To exercise these rights, please contact the Data Protection Team using the contact information provided below. The NCIs Individual Rights Policy is available on request. 


  1. Cookies and Tracking Technologies 

The Platform may use two cookies to enhance user experience and gather analytics. You can control cookie settings through your browser preferences. 

The cookies used by this site: 

  • The MOODLESESSION cookie is essential. It enables your browser to provide continuity and to maintain your login from page to page. When you log out or close the browser this cookie is destroyed from your browser and on the server. 

  • The MOODLEID cookie is optional.  It remembers your username within the browser so that when you return to this site, the username field on the login page will be already filled out for you. 

No other cookies are used by this site.       


  1. Queries, Complaints or Concerns 

If you have any queries regarding this processing activity, or how The Learning Hub Platform handles your personal data please contact, in the first instance:  

Data Protection Officer: 
[Name or Team Name] 
[Email address] 
[Phone number] 

Alternatively, you can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF 


  1. Changes to This Policy 

We may update this Privacy Policy periodically. Users will be notified of significant changes through the Platform or email. 

This policy reflects our commitment to transparency and compliance in managing your personal data. 

We process your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. 


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