– INTRANET Governance, Policies & Procedures

B5e: Privacy Notice

This privacy notice tells you how we, Outreach Rescue (‘Outreach Clinical’) Ltd, will collect and use your personal data to provide education services which allows you as a student to create a private space online, using courses and activities, all optimised for collaborative learning.

We use Moodle software, which is free and open source, and which is hosted by ICDSoft who host the servers where the databases are located. Your data is hosted in the European Union.

Outreach Clinical has a Data Protection Officer and you can contact them if you have queries:

Contact details of the Data Protection Officer

Data Protection Officer / GDPR Owner contact details
Contact Name:Outreach GDPR Officer
Address line 1:The Outreach Organisation Ltd
Address line 2:Tan-y-Bwlch Centre
Address line 3:Llanllechid
Bangor
Address line 4:Gwynedd LL57 3HY

Wales (UK)

Email:enquiries@outreachrescue.com

Personal data

Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as: “any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.

Why does Outreach Rescue Ltd need to collect and store personal data?

In order for us to provide you with educational services through the Moodle/iLearn environment we need to collect personal data for correspondence purposes and/or to allow us to provide you our service. In any event, we are committed to ensuring that the information we collect, and use is appropriate for this purpose. Outreach Ltd. is a company which values its user’s data protection and privacy rights and we have no interest in collecting data beyond what we need to make the information work for you.

If you are going to be contacted by us for marketing purposes, we will not rely solely on this notice, but will always seek an additional confirmation from you that it’s OK to do that.

Will Outreach Ltd share my personal data with anyone else?

We may pass your personal data on to third-party service providers contracted to Outreach Rescue Ltd in the course of dealing with you. We do this because there are some services, such as a video conferencing facility, which will not work unless we are able to make these transfers. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only to deliver the service they provide on our- and of course, your-behalf. When they no longer need your data to fulfil this service, they will dispose of the details in line with Outreach Rescue Ltd’s procedures. If we wish to pass your sensitive personal data onto a third party we will only do so once we have obtained your consent, or if it is necessary to comply with an employment contract, unless we are legally required to do otherwise. If you would like an up-to-date register of all our third-party service providers, please contact enquiries@outreachrescue.com and we will be happy to provide it.

How will Outreach Rescue Ltd use the personal data it collects about me?

Outreach Rescue Ltd will process (collect, store and use) the information you provide in a manner compatible with the EU’s General Data Protection Regulation (GDPR). We will endeavour to keep your information accurate and up to date, and not keep it for longer than is necessary. Outreach Rescue Ltd maintains a register of its data processes which includes a record of the data retention policy for each type of data collected and is committed to only ever trying to process the minimum amount of data needed. Outreach Rescue Ltd is required to retain certain information in accordance with the Law, such as information needed for income tax and audit purposes. How long certain kinds of personal data should be kept may also be governed by specific business-sector requirements and agreed practices. Personal data may be held in addition to these periods depending on individual business needs.

Can I find out the personal data that the organisation holds about me?

Outreach Rescue Ltd at your request, can confirm what information we hold about you and how it is processed. If Outreach Rescue Ltd does hold personal data about you, you can request the following information:

  • Identity and the contact details of the person or organisation that has determined how and why to process your data.
  • Contact details of our data protection officer in the EU, where applicable.
  • The purpose of the processing as well as the legal basis for processing.
  • If the processing is based on the legitimate interests of Outreach Rescue Ltd or a third party, information about those interests.
  • The categories of personal data collected, stored and processed.
  • Recipient(s) or categories of recipients that the data is/will be disclosed to.
  • If we intend to transfer the personal data to a third country or international organisation, information about how we ensure this is done securely. The EU has approved sending personal data to some countries because they meet a minimum standard of data protection. In other cases, we will ensure there are specific measures in place to secure your information. These will rely on measures approved by the EU Commission.
  • How long the data will be stored.
  • Details of your rights to correct, erase, restrict or object to such processing.
  • Information about your right to withdraw consent at any time.
  • How to lodge a complaint with the supervisory authority.
  • Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
  • The source of personal data if it wasn’t collected directly from you.
  • Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.

What forms of ID will I need to provide in order to access this?

Outreach Rescue Ltd accepts the following forms of ID when information on your personal data is requested:

  • A colour copy of a Passport, driving licence or National ID Card

Data Policy

  1. Scope

All data subjects whose personal data is collected, in line with the requirements of the GDPR.

  1. Responsibilities

All data subjects whose personal data is collected, in line with the requirements of the GDPR.

    • 2.1 Where Outreach Rescue Ltd is hosting a website on its own behalf, it is the Data Controller for all the data collected. Where Outreach Rescue Ltd is hosting someone else’s installation of the Moodle Platform (as with Outreach Rescue Ltd) it is the Data Processor for the Site Admin for that installation.
    • 2.2 When Outreach Rescue Ltd is not hosting an installation of the Software Platform, it is neither the Data Controller or the Data Processor and those duties fall on the people or organisations who have installed and are hosting those installations.

Privacy notice

3.1 Who are we?

Outreach Rescue Ltd is a training company which allows educators to create a private space online, filled with courses and activities, all optimised for collaborative learning. We use Moodle software (which we refer to as ‘iLearn’ or ‘iLearn/Moodle’) is open source

We collect personal data relating to you for specific purposes, with the nature of the data collected depending on your interaction with Outreach Rescue Ltd. We are committed to transparency in this and have provided a very detailed breakdown of these processes in Annex 1 at the end of this document.

Our legal basis for processing for personal data:

  • Article 6.1(a), GDPR, Consent
  • Article 6.1(b), GDPR, Contract
  • Article 6.1(f), GDPR, Legitimate Interest

Any legitimate interests pursued by us, or third parties we use, are as follows:

  • Recruitment and Induction of new Candidates
  • Emergency Contacts for people who work with us, such as employees and Contractors for Health and Safety purposes.
  • Business Development
  • Providing login systems to users via their accounts

The special categories of personal data concerned are:

  • Biometric Data in the form of facial images
  • Any special categories of special personal data which any user volunteers while using the Moodle systems or any Moodle website- for example in a forum or submission

3.2 Consent

By consenting to this privacy notice you are giving us permission to process your personal data specifically for the purposes identified. Where consent is required for Outreach Rescue Ltd to process both standard and sensitive types of personal data, but it must be explicitly given. Where we are asking you for sensitive personal data we will always tell you why and how the information will be used. Agreement with this Privacy Notice and its accompanying Terms and Conditions (as applicable) (and any Data Processing Agreements, if they apply to you) will be explicit consent and we will keep a copy of the records of that consent for audit purposes.

You may withdraw consent at any time by:

Please identify your role in relation to Outreach Rescue Ltd (if you are a Contractor, Staff member, iLearn/Moodle Partner, End-user, Site Admin etc.), and the data you wish to withdraw consent to be processed. Please include a copy of a state-issued Photo ID, to confirm that you are the person whose data is removed.

3.3 Disclosure

Outreach Rescue Ltd will pass on your personal data to certain third parties.

  • Data storage is through ICDSoft who host the servers where the databases are located. Your data is hosted in the European Union.
  • ICDSoft’s Privacy statement can be found here: https://www.icdsoft.com/en/privacy
  • Your personal details will be created into a spreadsheet which is turned into a ‘CSV’ file for uploading into Moodle. A snapshot of Moodle to include individual course archives and a copy of the master MySQL database will be taken on or around 1st May annually and retained for 6 academic years. These files are stored in a Dropbox directory.
  • Dropbox’s Privacy statement can be found here: https://www.dropbox.com/privacy
  • Portfolio services are provided through a linked portfolio platform using the Mahara application. This is accessed through a ‘Single Sign On’ (SSO) protocol used to link Moodle and Mahara together.
  • Mahara has a detailed set of privacy statements here: http://manual.mahara.org/en/18.04/faq/privacy.htm
  • Turnitin is a plagiarism prevention service that allows tutors at Outreach Rescue to check student papers and written assignments for originality against Internet sources, other student submissions, and academic databases at the same time as students are electronically submitting them. Turnitin provides tutors and students with an “Originality Report,” which is a color-coded report matching student writing with matching sources that used identical strings of words.
    • The Turnitin service involves data transfer to the United States, by accepting this policy, you consent to that transfer.
    • In meeting the requirements of Directive 95/46/EC to meet data protection requirements, organisations are free to inspect or audit Turnitin’s services any time;
    • All student work and any associated personal information is encrypted and kept secure at all times.
    • Students can keep their identity secret by using a pseudonym and by submitting papers in formats that contain little if any identifying metadata.
  • Turnitin has a detailed set of privacy statements here: https://go.turnitin.com/turnitin-and-gdpr and https://guides.turnitin.com/hc/en-us/articles/27377195682317-Turnitin-Services-Privacy-Policy
  • Outreach may disclose student’s personal data and sensitive personal data/special category data to external agencies to which it has obligations; for example for council tax, electoral registration, and visa and immigration purposes, and to other arms of central or local government, to the Robert Gordon University, to the Higher Education Funding Council for England, Higher Education Statistics Agency, Student Loans Company, Office of the Independent Adjudicator for Higher Education, Research Councils, and potentially other such organisations for defined purposes.  It may also disclose information to examining bodies, external examiners, legal representatives, Police or security agencies, suppliers or service providers, survey and research organisations engaged by Outreach Rescue, and regulatory authorities such as HCPC.
  • If students have unpaid debts to Outreach Rescue at the end of their course Outreach Rescue may, at its discretion, pass this information to debt collecting agencies in order to pursue the debt.

Outreach Rescue Ltd will not transfer, disclose, sell, distribute or lease your personal information to any other third parties unless we have your permission or are required to do so by law. This process may involve sending personal information to other countries, whose data protection laws may not be as extensive as in the EU. However, we have carried out appropriate steps to ensure the same level of protection for the processing carried out in these countries as within the EU.

3.4 Retention period

Outreach Rescue Ltd will processes different forms of personal data for as long as is necessary and proportionate for the purpose for which it has been supplied and will store the personal data for the shortest amount of time possible, considering legal and service requirements. For further details on the retention period for any particular type of data, please see our B5a Data Retention Policy [link]

3.5 Your rights as a data subject

At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights:

  • Right of access – you have the right to request a copy of the information that we hold about you.
  • Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
  • Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
  • Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
  • Right of portability – you have the right to have the data we hold about you transferred to another organisation.
  • Right to object – you have the right to object to certain types of processing such as direct marketing.
  • Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.
  • Right to judicial review: in the event that Outreach Rescue Ltd refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain as outlined in clause 3.6 below.

Where Outreach Rescue Ltd is your Data Controller, you may make a request directly to the Data Protection Officer using the email address enquiries@outreachrescue.com

Where Outreach Rescue Ltd is a Data Processor, and act on behalf of a data controller any requests received by Outreach Rescue Ltd will be passed on to the Data Controller.

Where Outreach Rescue Ltd are not involved with your data, such as where the Moodle platform has been self-hosted, you should address your requests to the data controllers of those sites. Outreach Rescue Ltd will have no access to your data.

3.6 Complaints

In the event that you wish to make a complaint about how your personal data is being processed by Outreach Rescue Ltd (or third parties as described in 3.3 above), or how your complaint has been handled, you have the right to lodge a complaint directly with the supervisory authority and Outreach Rescue Ltd’s Data Protection Officer, Technical Footprint Ltd.

If you wish to make a complaint about how your personal data has been processed by Outreach Rescue Ltd., you should contact your Moodle Site Admin or the Data Controller for your Moodle installation. (For example, if your university or school hosts their own Moodle site, they will be the Data Controller).

 

 

The details of Contacts for where Outreach Rescue Ltd are the Data Controller:

Supervisory authority contact detailsData Protection Officer (DPO) / GDPR Owner contact details
Contact Name:Information Commissioner’s OfficeOutreach GDPR Officer
Address line 1:2nd floorThe Outreach Organisation Ltd
Address line 2:Churchill House, Churchill wayTan-y-Bwlch Centre
Address line 3:CardiffLlanllechid
Bangor
Address line 4:CF10 2HHGwynedd LL57 3HY

Wales (UK)

Email:wales@ico.org.ukenquiries@outreachrescue.com
Telephone:+44 29 2067 8400+44 1248 601546

For the details of Contacts for where Outreach Rescue Ltd are not the Data Controller, look in your installation of Moodle to identify your Data Controller.

Annex 1

Purpose of processingCategories of personal dataThe source of the personal data
sending e newsletters to ilearn.orms247.co.uk usersemail address, nameData subject
Presentation admission process run by admissions / marketing department for Outreach Rescue eventsemail address, name, workplace, summary of applicable presentationsData subject
Communicating marketing campaigns on Facebookname, email address, location, job title, interests, any other Facebook categories usedData subject
Communicating marketing campaigns on Twittername, email address, location, interestsData subject
RecruitmentName, Address, phone number, email, social media profile links, Photograph, educational and work history, interestsCandidate
RecruitmentContact detailsCandidate
On-boardingContact details, emergency contact details, drivers licence, passport, id documents, banking details, tax details, superannuation details, gender, qualifications, biometric data, date of birthEmployees
Health and SafetyName, phone number, email, relationship with EmployeeEmployees
HR RecordsHealth RecordsEmployees
On-boardingContact details, emergency contact details, drivers licence, passport, ID documents, banking details, gender, qualifications, biometric dataEmployees
On-boardingTelephone numberTeam Members
PerformancePerformance information contact detailsManagers/HR
EngagementContact details, job information, engagement informationEmployees/HR
Letter of OfferName, address, phone number, email and remuneration detailsEmployees/HR
Confirmation of InformationContact details, remuneration details, length of service, job informationEmployees, HR
Exit interviewsContact details, feelings about working at Outreach RescueEmployees
On-boardingPhotographEmployees
InterviewAnswers to questions around previous job and skillsMoodle HR
Central code repositorycontact details (name, surname, email, photo), activity and contributionData subject
Community education and feedback Outreach Rescue Ltd.contact details (name, surname, email, photo), activity and contributionData subject
Mirror of central code repositorycontact details (name, surname, email, photo), activity and contributionData subject
Conduct user studies, interviews, and surveysContact details, activity, contributionEmployee
Community engagement & recruitment for user studiesContact details, activity, contributionData Subject, Employees
Paying wages to employeesContact details (name, surname and email), Bank details, Tax details, sick leave, Annual Leave, salary, pensionEmployee
Collecting fees payable by direct clientsContact details (name, surname and email)Client
Collecting fees payable by partnersContact details (name of partner, email, name and surname of partner representative)Partner
Receiving event registration feeContact details (name, surname, email of the participant, phone number, business name and address)Attendee
Paying supplier invoicesSupplier details (name, surname, email, bank details)Attendee, supplier
Individual’s Profile on iLearn siteContact detailsData subject and data subject employer
Individual’s data on iLearn websiteUser and activity dataData subject, Controller
Lead / Customer InformationContact DetailsData Subject
Writing and storage of agreements/contracts/documentation with partners, and potential partnersContact detailsOutreach Rescue Partner / Applicant
General Business Documentation of meetings including attendeesPartner Organisation details, Partner details, Partner EmployeesController
General Business DocumentationPartner Organisation details, Partner detailsController
General Business DocumentationPartner Organisation details, Partner detailsController
Log storing and searching for analysing and troubleshooting iLearn sites and signup/provisioningLocation, IP addressOutreach Rescue Ltd site admins and Outreach Rescue Ltd site users
Storing of historical logs – Moodle, web server, statisticswebsite name, location, IP addressOutreach Rescue Ltd site admins and Outreach Rescue Ltd site users
Facilitating the signup and control of the Outreach Rescue Ltd accountName, email, location, telephone numberOutreach Rescue Ltd site admins
Primary provider for text messaging. Logs for text message sendingPhone numbersOutreach Rescue Ltd site admins
Email processing (Moodle and signup)emailOutreach Rescue Ltd site admins and Outreach Rescue Ltd site users
Backup text messaging service.Phone numbersOutreach Rescue Ltd site admins
News, Updates, Product tip emails subscriber lists (opt in)Name, emailOutreach Rescue Ltd site admins
Email sent to site admins regarding their Outreach Rescue Ltd serviceName, email, financial dataOutreach Rescue Ltd site admins
Operational reporting on cloud servers and Moodle sitesLocation, IP address, Moodle activity dataOutreach Rescue Ltd site admin
Recurring subscriptions and Paymentname, email, countryOutreach Rescue Ltd site admins
Billing engine and subscription managementcontact details, country, website nameOutreach Rescue Ltd site users
Assignment submission document converter (when students submit assignments in various file formats, this process converts them into PDF file, so the teacher can grade and annotate the document)could be any data submitted in the fileOutreach Rescue Ltd site users
Web conferencing feature for all Outreach Rescue Ltd sitescontact details, voice, audio, video, biometrics, IP address, location dataOutreach Rescue Ltd site users
Authentication, Design, development and tracking of Moodle code, profile published on Tracker site, notificationsContact details, biometric (avatar)Data subject
Authentication, profile published, notificationsContact details, biometric (avatar), any details provided by userData subject
Authentication, notificationsContact details, biometric (avatar)Data subject
Statistics and error recordingIP Address, error logged messages potentially including usernames, and usage recordsWebsite records
Business Development statistics generationData compiled from other listed data sourcesWebsite records
Making and receiving phone callsCall metadata including phone numbers and time & call durationtelephone records
Making and receiving phone callsCall metadatatelephone records
Authentication, documents, usage, emailsNames, Addresses., emails, phone numbers, Health Records, Contact details, biometric (avatar), IP Address, document contents, email contents, usage recordsData Subjects, Outreach Rescue Ltd
Communication in and outside of companyNames, Addresses., emails, phone numbers, Health Records, Contact details, biometric (avatar), IP Address, document contents, email contents, usage recordsData Subjects, Outreach Rescue Ltd
Communication in and outside of companyNames, Addresses., emails, phone numbers, Health Records, Contact details, biometric (avatar), IP Address, document contents, email contents, usage recordsData Subjects, Outreach Rescue Ltd
Internal HR functions leave and communicationsHQ personal staff information leave information, communications detailsData Subjects, Outreach Rescue Ltd
Partner billing, record keeping and communicationsHQ authentication information contact details, Outreach Rescue partner contact details, client statistics & invoicingData Subjects, Outreach Rescue Ltd
Purchasing various services (domains, etc)Profile data and credit card for Outreach Rescue Ltd Staff or ContractorData Subjects, Outreach Rescue Ltd
Licenses for softwarePersonal contact information, cloud stored work may have personal data in itData Subjects, Outreach Rescue Ltd
Notifications of critical ICT eventsOutreach Rescue Ltd person information, possible data in alert if relevant to alertingData Subjects, Outreach Rescue Ltd
Authentication, subscribed marketing & security notifications, bounce records, read and open records, link click recordsPersonal contact information (Name & Email)Data Subjects, Outreach Rescue Ltd
Billing & PurchasingBilling information including name, addresses, order informationData Subjects, ORMOutreach RescueS Ltd
Authentication, document management & office licenseContact Details, IP addressesData Subjects, Outreach Rescue Ltd
Hosting corporate infrastructureHQ Person information, all data covered by other register entries.Data Subjects, Outreach Rescue Ltd
Legacy ticketing systemContact details, biometric (avatar), any details provided by userData Subjects, Outreach Rescue Ltd
Ticketing System / Public Comms HubContact details, biometric (avatar), any details provided by userData Subjects, Outreach Rescue Ltd
CRM for Services teamContact details, contract details with partners, any other information related to partnership with Outreach Rescue LtdData Subjects, Outreach Rescue Ltd
MonitoringNo personal data, just system level metricsData Subjects, Outreach Rescue Ltd
Authentication, Database/API query derived statisticsContact detailsData Subjects, Outreach Rescue Ltd
Credential and secure information storeUsername and passwords for cloud services, may contain other notesData Subjects, Outreach Rescue Ltd
Public site spam preventionUser contributed content (forum posts)Data Subjects, Outreach Rescue Ltd
DNS and Denial of Service Protection (gradually being phased out)Website usage and all passed traffic dataData Subjects, Outreach Rescue Ltd
Voice and Video MeetingsOutreach Rescue Ltd Employee contact information and recorded videoData Subjects, Outreach Rescue Ltd
Monitoring sitesEmail address & Name for AuthenticationData Subjects, Outreach Rescue Ltd
Virus & Malware scanning for Windows UsersEmail address, Name, Scan data from local computerData Subjects, Outreach Rescue Ltd
Moodle Staging Sites for internal use onlyAny non-anonymised data from production instances for testingData Subjects, Outreach Rescue Ltd
Test specific features as part of developmentShould be no personal data stored, however IP addresses and other data may end up in logs, Moodle will also display IP data in internal logs which is publicly availableData Subjects, Outreach Rescue Ltd
Demo most recent version of software to the publicShould be no personal data stored, however IP addresses and other data may end up in logs, Moodle will also display IP data in internal logs which is publicly availableData Subjects, Outreach Rescue Ltd
Statistics and Marketing TrackingIP addresses and logs, site behaviour analyticsData Subjects, Outreach Rescue Ltd
Ongoing testing of softwareLogins for staff, possible other data as test casesData Subjects, Outreach Rescue Ltd
Distribution of softwareSource code with names in it and Moodle profiles for HQ Staff and ContractorsData Subjects, Outreach Rescue Ltd
Language translations for MoodleProfile dataData Subjects, Outreach Rescue Ltd
Moodle documentation repositoryProfile dataData Subjects, Outreach Rescue Ltd
Private Moodle Code RepositoryProfile DataData Subjects, Outreach Rescue Ltd
Learning Moodle courseProfile data, course resultsData Subjects, Outreach Rescue Ltd
Public Moodle Code RepositoryProfile dataData Subjects, Outreach Rescue Ltd
Storage of documents and other communicationsFree form storage of documents, so any personal data is possibleData Subjects, Outreach Rescue Ltd
Service status notificationsUser logins for HQ StaffData Subjects, Outreach Rescue Ltd
User login and other informationLogin and other personal profile informationData Subjects, Outreach Rescue Ltd
Course hosting serviceLogin and other personal profile informationData Subjects, Outreach Rescue Ltd
Testing accessibility features in MoodleLogin and other personal profile informationData Subjects, Outreach Rescue Ltd
Collaborative document/code editingOpen system with varied data as well as user IP addressesData Subjects, Outreach Rescue Ltd
Register of research related to MoodlePublished research documents, login details and profileData Subjects, Outreach Rescue Ltd
Hosting applications for MoodleLogin informationData Subjects, Outreach Rescue Ltd
Legacy Moodle sitesLogin informationData Subjects, Outreach Rescue Ltd
Indexing for search purposesAny data supplied over our sites networkData Subjects, Outreach Rescue Ltd
Collection and processing of anonymized data from third partiesAnonymized data from other institutions as well as login/profile for Outreach Rescue Ltd employees and contractorsData Subjects, Outreach Rescue Ltd
News and information for the Development communityLogin and other personal profile information. Details of specific development project participantsData Subjects, Outreach Rescue Ltd
Communication to Moodle communityLogin and other personal profile informationData Subjects, Outreach Rescue Ltd
Accounts for access to software and licensingLogin and other personal profile informationData Subjects, Outreach Rescue Ltd