Moodle™ User Data and Policy Management Documentation
Step-by-step Documentation
- Site:
- Learning Spaces
- Course:
- Moodle™ User Data and Policy Management Documentation
- Book:
- Moodle™ User Data and Policy Management Documentation
- Printed by:
- Guest user
- Date:
- Friday, May 3, 2024, 2:56 PM
Make a Data Inquiry
Importance
When a user has a question related to their data being held by the LMS, there is a mechanism available to reach out to the site's Privacy Officer (PO) or site administrator to seek answers.Location
User data and policy management functions are found in the Privacy and policies panel of the user profile page accessed via User menu ► ProfileSteps
- Select the Contact the privacy officer link in the Privacy and policies panel.
- Enter the data inquiry in the Message field.
- Select Send to submit the message to the site Privacy officer.
Request a Data Export
Importance
Users are able to submit a request to have a full export of their data within the LMS be provided to them within a compressed file that is HTML readable once expanded.Location
User data and policy management functions are found in the Privacy and policies panel of the user profile page accessed via User menu ► ProfileSteps
There are two approaches a user can take to request an export of the user's personal data
Approach 1
- Select the Export all of my personal data link in the Privacy and policies panel.
- If desired enter additional information regarding the request in the Comments field.
- Select Save changes to submit the export request to the site Privacy officer.
Approach 2
- Select the Data requests link in the Privacy and policies panel.
- Select the New request button.
- Choose "Export all of my personal data" for Type.
- If desired enter additional information regarding the request in the Comments field.
- Select Save changes to submit the export request to the site Privacy officer.
Downloading a Data Export
Importance
The user will receive a notification when the Privacy Officer (PO) or site administrator approves the request for the export of user data. This indicates that the export file is ready for download.Location
User data and policy management functions are found in the Privacy and policies panel of the user profile page accessed via User menu ► ProfileSteps
- Select the Data requests link in the Privacy and policies panel.
- Locate the export request in the Data requests table. A data export request that has been successfully processed will have the status of Download ready. To begin the download of the export file, expand the Actions menu and select Download. This will begin the download of an export.zip file to the local device as dictated by the specific browser being used.
- Unzip the export.zip file to produce a folder containing the exported files.
- Open the included index.html file. This opens a page in the default browser that offers a navigable structure of the exported user data.
Request Data Deletion
Importance
Users can request a complete deletion of their account and all related data on the site (i.e. to be "forgotten" by the LMS).Location
User data and policy management functions are found in the Privacy and policies panel of the user profile page accessed via User menu ► ProfileSteps
There are two approaches a user can take to request the deletion of the user's personal data
Approach 1
- Select the Delete my account link in the Privacy and policies panel.
- If desired enter additional information regarding the request in the Comments field.
- Select Save changes to submit the deletion request to the site Privacy officer.
Approach 2
- Select the Data requests link in the Privacy and policies panel.
- Select the New request button.
- Choose "Delete all of my personal data" for Type.
- If desired enter additional information regarding the request in the Comments field.
- Select Save changes to submit the deletion request to the site Privacy officer.
Important Note
Once the Privacy Officer or site administrator approves the request for account deletion, the account and all non-protected user data will be immediately deleted from the LMS, after which the user will no longer be able to access the site.
Manage Data Requests
Importance
The Data requests page displays all Privacy Officer (PO) contacts, data export requests, and data deletion requests that the user has previously made. These data inquiries and requests can be managed by the user.Location
User data and policy management functions are found in the Privacy and policies panel of the user profile page accessed via User menu ► ProfileSteps
General Inquiries
- Will be in Pending status until the PO or site administrator marks it as Complete.
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While in Pending status, the request can be cancelled by the user by expanding its Actions menu and selecting
Cancel request.
Export Requests
- Will be in Awaiting approval status until the PO or site administrator approves or denies the request.
- While in Awaiting approval status, the request can be cancelled by the user by expanding its Actions menu and selecting Cancel request.
- If approved, the status of the request will change to Approved while the LMS builds the export file.
- When the export file is ready, the status of the request will change to Download ready. At this time, the user can expand the Actions menu and select Download to download the export file.
- If the PO or site administrator denies the request, its status will change to Rejected.
Deletion Requests
- Will be in Awaiting approval status until the PO or site administrator approves or denies the request.
- While in Awaiting approval status, the request can be cancelled by the user by expanding its Actions menu and selecting Cancel request.
- If the PO or site administrator denies the request, its status will change to Rejected.
Reviewing Policies
Importance
Users can access the full content of all site policies, as well as when consent to each policy was provided by the user. In addition, in cases where consent to a policy is optional, the user can choose to withdraw consent.Location
User data and policy management functions are found in the Privacy and policies panel of the user profile page accessed via User menu ► ProfileSteps
Reviewing Site Policies
- Select the Policies and agreements link in the Privacy and policies panel.
- Optional site policies will afford users the opportunity to change their response. Those optional polices will provide a link allowing the user to Accept the policy or Withdraw consent as appropriate.
Reviewing Data Retention Policies
- Select the Data retention summary link in the Privacy and policies panel.