Full policy

Introduction

GRID3 Inc uses a Learning Management System (LMS) that is used to support GRID3’s stated aims of capacity strengthening around geographic information systems (GIS) and encouraging the use, uptake, and creation of spatial data. All users must agree to the Site Policy.

The GRID3 LMS website (referred to hereafter as “the LMS website”) is built using Moodle, a free open-source software package that relies on  sound pedagogical principles, helping educators develop active online learning communities. Moodle is distributed under the GNU General Public License. GRID3’s Moodle platform is hosted on secure servers and administered both internally by GRID3 staff and externally by Synergy Learning (a company that provides commercial hosting and support services).

The Moodle platform provides a range of features to facilitate the delivery, support, administration, and participation in teaching and learning activities. The features include content delivery and ways for tutors and learners to collaborate, such as:

• Content creation or upload
• Discussion forums and chat rooms
• Messaging tools
• Assignments
• Quizzes
• Monitoring users' online activity

Other third-party software and web services may also be linked in order to provide an integrated learning environment for staff, tutors, and students. However, this policy does not apply to unaffiliated third-party sites to which the site may link.

Purpose of the Site Policy

The purpose of the Site Policy is to specify user responsibilities and promote the appropriate use of the LMS website for the protection of other users, and all members of the administrative and teaching community at GRID3 Inc, as well as its subcontractors and agents.

Site Policy

“Users” are defined as any person or system that accesses the LMS website and includes all people attending short courses run at or by GRID3 Inc. “Users” also refers to trainers recruited specifically to teach GRID3 courses and non-teaching staff employed by GRID3 Inc, its’ subcontractors or agents.

Generally, users fall into three categories.

• Visitors to the home page who choose not to log in as an ‘Authenticated User’. Typically, visitors cannot view any learning materials, courses, or content without logging in as an Authenticated User or as a Guest (if Guest access is enabled on the site).
• Visitors who register as 'Authenticated Users' and enroll in available learning materials, courses, and content. An authenticated user will have password access to available learning materials, courses, and content to which they have enrolled or been granted access.
• Visitors who 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.

Registration for 'Authenticated Users'

All users must register in order to access learning resources on the LMS website. All users must agree to the following user policies: Site Policy, Cookie Policy, Privacy Policy, Google Analytics Policy. Upon registration, users must give their consent to GRID3 Inc's processing of their personal data. Details of how personal data is processed are listed in the Privacy Policy.

Your Responsibilities

Users of LMS website must agree to the following.

• Not use the LMS website for any purpose beyond teaching, learning, and research. However, incidental personal use (for example via the Moodle social forums) is acceptable.
• Not use the LMS website for commercial use, such as marketing.
• Not use the LMS website for uploading, storing, viewing, or transmitting any material which is (or may be considered to be) defamatory, inflammatory, discriminatory, obscene, or offensive.
• Not use the LMS website to misrepresent GRID3 Inc, its subcontractors, agents, and/or employees or bring them into disrepute in any way.
• Be polite, professional, and courteous to others when using the LMS website. Not use the LMS website to libel, slander, or harass any person.
• Report any inappropriate content to the Site Administrator.
• Not plagiarise in submitted postings or assignments.
• Not breach the copyright of GRID3 Inc, its subcontractors or agents, by copying and redistributing any text, images, video, or any other content from the LMS website. Copyright of the course materials and content of the GRID3 LMS website are owned or controlled by GRID3 Inc (and in relation to specific content, if stated as such, joint ownership and control with subcontractors). Any copies of third party materials will be clearly labelled with warnings about any copyright restrictions.
• Ensure that any copyright material reproduced and loaded onto Moodle conforms with the Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International (CC BY-NC-SA 4.0). All reproductions must be fully acknowledged. Material not conforming to these requirements will be removed.
• Only attempt to access courses in which you are formally enrolled (i.e. those courses you are attending as a registered student), which permit self-enrollment, or which allow public access as a Guest User (if Guest access is enabled on the site).
• Always use your real identity, including your first and last name.
• Do not disclose other people’s personal information on a public forum.

Full policy

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

If you believe that GRID3 Inc  has not complied with your data protection rights, you can complain to the Information Commissioner.

Full policy

GRID3 LMS Website Cookies Policy

Data Controller:  info@grid3.org

Use of cookies by GRID3 Inc

“Cookies” are small text files websites place on your computer, smartphone, or other device. Cookies allow the website to recognise the device used to access the website and to record information about visitors’ activities and preferences in order to improve the website’s functionality and user experience.

We use session and persistent cookies on the LMS website. We use different  cookie types.

• Essential cookies that are necessary for the operation of the site. We may use essential cookies to authenticate users, prevent fraudulent use of user accounts, or promote site features
• Analytical/performance cookies allow us to recognise and count the number of visitors and see how visitors move around the site. This helps us improve the way the site functions
• Functionality cookies are used to recognise you when you return to the site. This enables us to personalise our content for you, greet you by name, and remember your preferences (for example, your choice of language or region)
• Targeting cookies record your visit to the site, the pages you have visited, and the links you have followed. We will use this information to make the site more relevant to your interests. We may also share this information with third parties for this purpose.

 Which  cookie types you encounter will depend on your interaction with the LMS website.

• Visitors to the website homepage who choose not to log in as a Guest (if Guest access is enabled on the site) or an ‘Authenticated User’:  As a Visitor, you may not be able to view learning materials, courses, or content without logging in as an Authenticated User
• Visitors who register and sign in as an Authenticated User of the LMS or a Guest (if Guest access is enabled on the site), are enrolled in available learning materials, courses, and content: As an authenticated user,  you will have password access to available learning materials, courses, and content

Third Party Cookies

In addition to our own cookies, we also use various third-party cookies to report how visitors interact with the GRID3 LMS website.

• Tracking cookies follow on-site behaviour and tie it to other metrics, allowing for a better understanding of usage habits.
• Optimisation cookies allow real-time tracking of user conversion from different marketing channels in order to evaluate their effectiveness.

Google Analytics

The information below is taken from Google Analytics Cookie Usage on Websites; visitors are encouraged to read and understand the information given on Google’s  webpage, as well as the Google commitment to privacy and compliance with applicable data protection laws, including GDPR.

GRID3 LMS Website Cookies Table: All Visitors

Cookie Name	Expiration Time	Brief Description/Information
_ga	2 years	Assigns a unique ID to you as a visitor to track how you use or interact with the website
_gid	24 hours	Assigns a unique ID to you as a visitor to generate data on how you use or interact with the website for a particular session
_gat	1 minute	Used by Google Analytics to throttle request rate

 

Third Party Cookies

Cookie Name	Expiration Time	Brief Description/Information
collect	Session	Used to send data to Google Analytics about you as a visitor, including the device used to access the webpage and your behaviour;for example, pages you visit on the website

GRID3 LMS Website Cookies Table: Guests (if Guest access is enabled on the site)

Cookie Name	Expiration Time	Brief Description/Information
MoodleSession	When you log out or close the browser, this cookie is destroyed (in your browser and on the server).	You must allow this cookie into your browser to provide continuity and maintain your login from page to page
_ga	2 years	Assigns a unique ID to you as a visitor to track how you use or interact with the website
_gid	24 hours	Assigns a unique ID to you as a visitor to generate data on how you use or interact with the website for a particular session
_gat	1 minute	Used by Google Analytics to throttle request rate

 

Third Party Cookies

Cookie Name	Expiration Time	Brief Description/Information
collect	Session	Used to send data to Google Analytics about you as a visitor, including the device used to access the webpage and your behaviour; for example, pages you visit on the website

GRID3 LMS Website Cookies Table: 'Authenticated Users'

Cookie Name	Expiration Time	Brief Description/Information
MoodleSession	When you log out or close the browser, this cookie is destroyed (in your browser and on the server)	You must allow this cookie into your browser to provide continuity and maintain your login from page to page
MOODLEID	When you log out or close the browser, this cookie is destroyed (in your browser and on the server)	Remembers your username within the browser. This means that when you return to this site, the username field on the login page will be already filled out for you
_ga	2 years	Assigns a unique ID to you as a visitor to track how you use or interact with the website
_gid	24 hours	Assigns a unique id to you as a visitor, to generate data on how you use or interact with the website for a particular session
_gat	1 minute	Used by Google Analytics to throttle request rate

 

Third Party Cookies

Cookie Name	Expiration Time	Brief Description/Information
collect	Session	Used to send data to Google Analytics about you as a visitor, including the device used to access the webpage and your behaviour; for example, pages you visit on the website

How to change your cookies settings

GRID3 LMS website

Most web browsers permit users to control aspects of most cookies via their browser settings. To find out more about cookies, including how to see what cookies have been set, visit www.aboutcookies.org or  www.allaboutcookies.org.

How to manage cookies settings on the most common internet browsers

You can follow the hyper-links below for guidance on how to manage your cookies settings.

• Google Chrome
• Microsoft Edge
• Mozilla Firefox
• Microsoft Internet Explorer
• Opera
• Apple Safari

Full policy

Google Analytics

The information below is taken from Google Analytics Cookie Usage on Websites, and visitors are encouraged to read and understand the information given on this webpage, and also the Google commitment to  privacy and  compliance with applicable data protection laws, including GDPR.

“Google Analytics is a simple, easy-to-use tool that helps website owners measure how users interact with website content. As a user navigates between web pages, Google Analytics provides website owners JavaScript tags (libraries) to record information about the page a user has seen, for example the URL of the page. The Google Analytics JavaScript libraries use HTTP Cookies to "remember" what a user has done on previous pages / interactions with the website.”

Google Analytics Related Cookies

Cookie Name	Expiration Time	Brief Description/Information
_ga	2 years	Registers a unique id to you as a visitor, to track how you use or interact with the website
_gid	24 hours	Registers a unique id to you as a visitor, to generate data on how you use or interact with the website for a particular session
_gat	1 minute	Used by Google Analytics to throttle request rate

 

Third Party Cookies

Cookie Name	Expiration Time	Brief Description/Information
collect	Session	Used to send data to Google Analytics about you as a visitor, including your device used to access the webpage and your behaviour, for example, pages you visit on the website.