Privacy Policy
This privacy notice tells you when and how GRID3 Inc collects personal information for visitors to the GRID3 Learning Management System (LMS) website
Data Controller: GRID3 Inc. Email: info@grid3.org.
How we use your information
This privacy policy details when and how GRID3 Inc collects personal information of visitors to the GRID3 LMS website. It contains information for:
- Visitors to the home page for the LMS website who choose not to log in as a Guest or Authenticated User. Visitors may not view any available learning materials, courses, or content without logging in as a Guest (if Guest access is enabled on the site) or as an Authenticated User.
- Visitors who then register as Guests to the LMS (if Guest access is enabled on the site) and gain access to any publicly available learning materials, courses, and content.
- Visitors who register as 'Authenticated Users' of the LMS and are enrolled in courses.An authenticated user will have password access to available learning materials, courses, and content they have enrolled in or been granted access to.
Embedded links to other websites
This Privacy Policy does not cover the links that are embedded in the text on this website and link to other websites. We encourage you to read the privacy statements on any other website you visit.
Changes to the Privacy Policy
This Privacy Policy is regularly reviewed. The last update was 25 May 2023.
Visitors to the home pages of the GRID3 LMS website
The website home and introductory pages can be visited without registration, but full course access is not possible unless the user registers as an ‘Authenticated User’. No attempt is made to find out the identities of visitors who do not register.
Google Analytics are used to measure visitor traffic. “Traffic” refers to information such as time spent on the website, visitors’ locational information, and referring websites. This information is used by GRID3 Inc to understand how people are finding the LMS website.
This involves the use of cookies that are shared with Google Analytics, which is committed to privacy and compliance with applicable data protection laws, including GDPR. All visitors are informed that their use of the website requires Google Analytics.
What information does the organisation collect?
No information except as necessary for Google Analytics, as described above.
Use of HTTP cookies by GRID3 Inc
“Cookies” are small text files websites place on your computer, smartphone, or other device. Cookies allow the website to recognise your device and to record information about your activities and preferences in order to improve functionality and user experience.
People who register to be 'Authenticated Users', to access courses and materials
When you register on the LMS website and set up your account, we require information to create your Moodle user account and to enable access to courses.
What information does the organisation collect?
- Information necessary for Google Analytics and critical use of the Moodle website (cookies)
- Email address
- First name
- Last name
- Optional: User photograph
Why does the organisation process this personal data?
GRID3 Inc must process your data in order to provide access to the available learning materials, courses, and content, and for the purpose of reporting outcomes to GRID3 funders and partners. GRID3 Inc may also use your data to send periodic emails about learning resources and opportunities. GRID3 Inc does not process the contact details provided for any other purpose.
Where does the organisation store your data?
Personal data is stored on the LMS website. The LMS and domain are managed by Synergy Learning and stored on its secure servers.
Who has access to your data?
- Your information will be shared internally for the direct and sole purpose of delivering the requested services. Classmates will have access to your name, photograph (if uploaded by you as a user), and any comments made in discussions. Generally, the LMS website by default does not display your email address to other learners; however, you may choose to make it visible. Please note that website administrators and trainers will have access to your email address.
Personal data, such as your name or email address, will not be shared with any party beyond GRID3 and Synergy Learning (LMS hosting company).
How does the organisation protect your data?
GRID3 Inc takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused, or disclosed, nor is accessed by anyone other than GRID3 Inc employees in the course of the proper performance of their duties. However, though we strive to to ensure the security of your data, be aware that we cannot guarantee the security of information transmitted online.
When you register, you choose a password that enables you to access GRID3 LMS content. You are responsible for keeping this password confidential. We ask you not to share the password with anyone.
For how long does the organisation keep your data?
We retain information for 'Authenticated Users' for two years, from last login to the LMS website. After 2 years, users will be notified and given an opportunity to maintain their account by logging back in.
Your rights
As a data subject, you have a number of rights:
- You can access and obtain a copy of your data on request, as well as require GRID3 Inc to change incorrect or incomplete data
- You can require GRID3 Inc to delete or stop processing your data; for example, when the data is no longer necessary for the purposes of legitimate processing
- You can instruct GRID3 Inc to stop processing data for a period if data is inaccurate or there is a dispute about whether your interests override GRID3 Inc’s legitimate grounds for processing data.
If you would like to exercise any of these rights, please contact: info@grid3.org
Alternatively, any authenticated user can send a message to the site privacy officer via the “Contact the privacy officer” link on the profile page.
In addition, 'Authenticated Users' can request a copy of all of their personal data or request that their personal data be deleted. To do the latter, follow these steps:
- Go to your profile page (via the user menu)
- Click “Data requests” and then click the “New request” button
- Select “Export all of my personal data” or “Delete all of my personal data,” as appropriate
- Save changes
- If the user has requested a copy of all of their personal data, once the request is approved they will receive a notification that their personal data may be downloaded from their Data requests page. In Moodle 3.5.2 and later versions, the user has by default one week to download their data before the download link expires.
- If the user has requested that their personal data be deleted, once the request is approved they will receive an email to inform them and they will no longer be able to log in to the site