List of active policies
With the Learning Management System Moodle, the Leuphana Professional School of the Leuphana University of Lüneburg offers teachers and students of the Professional School a Distance Learning Platform that supports the organisation of classes and projects, the communication between participants as well as learning itself. Accordingly, course rooms are available in Moodle for seminars and projects, and the course participants can use the course elements. The use of Moodle requires the user’s prior consent to this Data Protection Policy. The validity extends to the web-based application as well as to the web services and applications provided for mobile devices. By using Moodle, you are giving your consent to the data storage and data use described in detail below and you are expressing that you are aware of this explanation.
If you use the Distance Learning Platform, we will collect and store personal information, such as your name and your e-mail address, the courses you visit and your activities within these courses. We also store results from the courses (i.e. quiz scores etc.).
The information we collect and store is personal. We are therefore required by law to inform you that we store and process these data and state your rights.
We fully respect your right to privacy and actively seek to preserve the privacy rights of those who share information with the Professional School. Any personal information which you volunteer to the Professional School will be treated with the highest standards of security and confidentiality.
In addition to the information you provide yourself, some of the data we collect are automatically produced during the process of grading your tests and assignments or by course managers, e.g. study programme coordinators or teachers. User protocols are automatically generated on our server. This technical information is used to ensure the smooth running of the Distance Learning Platform and for statistical, scientific or administrative purposes.
2. Data Collection
During the registration process with the Professional School, the basic data of every user has to be stated (given name, surname, e-mail address, city/location, country, time zone). In addition, optional information can be stated on the user’s own responsibility.
Users can change their profile at any time.
You should be aware that the following information (given name, surname, self-description, e-mail address and voluntary information) will be available to other users in the same courses. You can adjust the visibility of your e-mail address in your profile.
2.2 Contributions and ratings
Over the course of the use of Moodle further data will be generated in the courses, like for instance contributions of lecturers and other course participants. They are only visible for the course participants and the administrators. Normally they will be blocked when the user unsubscribes from the specific course and will not be visible for the other participants any longer. However, contributions will be preserved in cases of activities whose context would be disrupted by blocking the contributions. These activities include (but are not limited to) message boards, chats, the glossary and the Wiki. Deleting the entire activity or course also means an explicit deletion of the contributions and ratings within Moodle.
Contributions to activities that serve the cooperation among course participants are visible to all course participants. This also applies to the contributions’ ratings.
In the case of activities that represent a participant’s individual performance, their contributions are only visible for the lecturers, tutors and the coordinators of the specific programme of study.
Data and files are saved in Moodle without any time restrictions. Nevertheless, Moodle cannot assume any long-term archiving function of all information. Any material made available via Moodle should therefore be saved using other data carriers as well. Data that is of legal relevance in terms of examination law (e.g. academic achievements, coursework relevant to examinations) must be archived elsewhere.
2.3 Log files
In addition, all individual actions within the learning management system Moodle are logged in the system’s log files with the specification of time, IP-address, the user’s full name and action. These data and summarizing reports based on it will only be made available for purposes of teaching and research, and this will only be done exclusively anonymized and accumulated. They will be deleted after 180 days, the approximate period of a semester.
Only registered users are able to work in Moodle. At present, the communication with Moodle takes place via an unencrypted connection. The course rooms are protected from an identification by search engines. A backup with a definite storage time will be created for the case of a potentially necessary system restoration.
Cookies are small pieces of information, stored in simple text files, placed on your computer’s internet browser by a website. Cookies have to be accepted by the internet browser so that access to Moodle is possible.
Administrators have access to all data created within the learning management system Moodle and saved in the underlying database, including personal data. The administrators are only allowed to access this data within the limited boundaries of their tasks and are not allowed to transfer it to third parties. Statistical analysis or evaluation is only permitted with accumulated data.
3. Contact Details
3.1 Contact details of the responsible entity
Pursuant to the General Date Protection Regulation, the responsible entity is:
Leuphana Professional School der Leuphana Universität Lüneburg
Herr Prof. Dr. Jörg Philipp Terhechte
Tel.: +49 4131 677-2975
3.1 Contact details of the Data Protection Officer
The Data Protection Officer of the Leuphana University Lüneburg is:
Thies Ove Zengel
Tel.: +49 4131 677-1557
3.2 Contact details of the processing department
Any queries or concerns you may have about the Distance Learning Platform should be addressed to the members of the e-learning service team:
Tel.: + 4131 677-2467
Tel.: +4131 677-2979
4. Purpose and objectives
The Distance Learning Platform forms part of the study programmes conducted by the Professional School. It supports the organization of courses and projects, the communication between the participants, and learning itself. In order to fulfil this purpose, the information described in 2. is collected. In addition, it is assessed for teaching evaluation purposes.
We will never disclose personal data to any third party.
The data is processed in accordance with the General Data Protection Regulation (Datenschutzgrundverordnung –DSGVO), the Federal Data Protection Act (Bundesdatenschutzgesetz – BDSG), the Data Protection Act of Lower Saxony (Niedersächsisches Datenschutzgesetz – NDSG), and the matriculation treaty.
5. Duration of storage
The information in your profile is stored until your profile is deleted. Information from your courses is stored until the course is deleted. Results from tests and assignments and information about course completion as well as the overall grades will be kept for periods of storage required by law.
Log files that record traffic within the Distance Learning Platform, including timestamp, IP address, full name, action and information as well as reports that are based on this information, will be deleted after 180 days.
6. Your rights
Pursuant to the General Data Protection Regulation, you have the following rights:
- The right to obtain a copy of the data held about you
- The right to rectification of inaccurate personal data
- The right to erasure of personal data no longer needed
- The right to restriction of processing
- The right to object the future processing of personal data
- The right to data portability unless they affect the rights and freedom of others
6.1 Right to evoke consent
You can exercise your right to evoke your consent to processing your personal data.
However, using the Distance Learning Platform is mandatory in order to complete your study programme. Not using the platform may lead to an exmatriculation.
6.2 Right to complaint
Any concerns you may have about the processing of personal information on the Distance Learning Platform should be addressed to the Data Protection Officer or the responsible Supervisory Authority.
7. Processing for other purposes
We will not use your personal information for other than the stated purposes. If any amendments are made to this Data Protection Policy, we will ask for your reapproval.
Anyone who wishes to participate in the courses in Moodle has to be registered to Moodle. The Professional School handles the basic registration for each user. At the user’s first login to Moodle the registration will be completed via the specification of an individual password.
Access to the individual courses is operated by the administrators and personnel of the specific program of study via a manual allocation. The administration of roles is exclusively handled by the Moodle administrators or the personnel of the programs of study.
Individual-related data from Moodle, including contributions to individual activities must not be transferred to other computers, servers or into other data files outside of the program, except for purposes of the specific course. Users have to make sure that no third party gains knowledge of these individual-related data and that the data is erased completely when storage is no longer necessary.
Copyrights and intellectual property rights concerning the content in Moodle
Every user has to respect and take account of the copyrights to all information and material submitted to Moodle and of all user generated or extern documents.
As operators of the learning platform, the Leuphana University Lüneburg and the Leuphana Professional School are freed from third party claims arising from the noncompliance with copyright.
Publication of Moodle content
A publication of Moodle courses for purposes of presentation is only allowed if it is conducted via exporting the data included in a course (without user data) into a new course. Individual-related data has to be removed or anonymized before the publication. A presentation of participants’ contributions is only allowed with their explicit approval.
a. The user is obligated to protect their access data (user name and password) against unauthorized use by any third party and to keep their password a secret.
b. When providing their data, the user is obligated to make true statements. Any subsequent change to this data must be entered in the system by the user themselves.
c. The user is obligated to observe and comply with the applicable law of the Federal Republic of Germany.
d. The user is allowed to upload, save, make available for retrieval and/or transmit or distribute only such content in which they have the required rights (especially copyrights and intellectual property rights) and which do not violate any third party rights.
e. Every user is fully responsible for any and all of their activities when using Moodle.
f. The user is not allowed to engage in any misuse of Moodle, especially in any illegal transmission or distribution of content via Moodle, either intentionally or negligently.
g. Any user activities aimed at making Moodle inoperative, making it more difficult to use or capturing the stored data for the wrong reasons or manipulating or deleting it, are prohibited and can be prosecuted under civil and criminal law.
h. Any transfer of the data made accessible by the system to any third party as well as any commercial use of this data are prohibited.