Topic outline

  • General

    Core iLearn (Moodle) Policy – Fife College Digital Learning


    iLearn is the Virtual Learning Environment (VLE) used at Fife College. It is based on the Moodle LMS (Learning Management System) (, a free open source software package. Moodle is distributed under the GNU General Public License, and is used, maintained and managed by Fife College Digital Services on our own server based in the UK.

    Please read this Privacy Notice carefully – it describes why and how we collect and use personal data and provides information about your rights. It applies to personal data provided to us, both by individuals themselves or by third parties and supplements any other Fife College privacy notices which may apply, for example the privacy notice applicable when you visit the Fife College website (see here for further information).


    Purpose of the Site Policy

    The purpose of the Moodle Site Policy is to specify user responsibilities and to promote the appropriate use of the Fife College VLE for the protection of all members of the College community. The Site Policy applies both within and out with College premises.

    Please note that users include:

    • Students, including enrolled students, those who have access before enrolment, associate students, and distance learning students;
    • Students of partner institutions who are granted access;
    • Ad hoc learners attending short courses at the College;
    • Users external to Fife College i.e. those who hold affiliate accounts such as external examiners, students enrolled on commercial courses.


    Personal data that we hold about you and how we use it

    As part of its operation, Moodle logs user activity. We will gather the following data via these logs:

    ·       User ID (College email address)

    ·       First and Last name

    ·       Moodle Course ID

    ·       Time stamp of activity

    ·       Action type

    ·       Moodle object the action was on e.g. Quiz

    From these logs Moodle generates a number of reports that are accessible to the authorised VLE administrators. Moodle reports enable administrators to monitor activity in the course and to see what resources are or are not being accessed. These may be used to create summary statistics (which do not include personal data) or by department/course teams to support your teaching and learning and to help sustain and improve the service.


    Who we share your data with


    As part of the teaching provision, many courses will make use of Turnitin. This is a third-party Similarity checking service, and in order to facilitate the service provided, identifiable data is shared between the Fife College Moodle installation and this service.

    This tool has their own privacy statement, which can be viewed at:


    Google Analytics

    In addition to the standard user logs that Moodle collects, Moodle also uses Google Analytics (GA) to collect basic user data. This supplements the current Fife College cookies GA policy here.

    GA is Google’s free analytics monitoring service that collects specific user metrics, with the aim of supporting and improving services that underpin Fife College’s strategy to deliver online content anywhere, anytime and on any device.

    GA DOES NOT collect personally identifying data (i.e. user names, email addresses, first or last names).

    Moodle and Google use cookies together to help us distinguish between different users and understand how often a particular user may visit our Moodle, how the user got to our Moodle, and the user’s activity on our Moodle.

    To provide website visitors with the ability to prevent their data from being used by Google Analytics, Google have an opt-out browser add-on for websites using the supported version of Google Analytics JavaScript (analytics.js, gtag.js).

    If you want to opt out, download and install the add-on for your web browser. The Google Analytics opt-out add-on is designed to be compatible with Chrome, Internet Explorer 11, Safari, Firefox and Opera. In order to function, the opt-out add-on must be able to load and execute properly on your browser. For Internet Explorer, third-party cookies must be enabled. Learn more about the opt out and how to properly install the browser add-on here.

    Get Google Analytics Opt-out Browser Add-on

    For further information and help on using the GA opt-out, please contact us at

    Further information on GA can be found on the official Google Analytics Privacy Policy.

    Who has access to data

    The Digital Spaces team at Fife College has access to all information stored within Moodle for the purposes set out above.

    All course administrators and lecturers have access to the personal information of the other users of the course, given that they are assigned the user role of ‘Lecturer’ within that course.

    Access to Moodle logs is restricted to authorised staff at Fife College, and relevant subsets of this data may be passed to department administrators in the event that there are technical issues that may prevent the use of the service.


    Data retention

    We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.



    Moodle will set the following cookies:

    * MoodleSession - This cookie provides continuity and maintains your login from page to page. When you log out or close the browser this cookie is destroyed (in your browser and on the server

    * MOODLEID_ This cookie records the username you log in as when you visit the site, and allows the username field to be automatically filled in the next time you visit

    Turning cookies on and off in your browser

    You have a number of options when it comes to receiving cookies. You can set your browser to reject all cookies, allow only 'trusted' sites to send them, or accept only those cookies from websites you are currently using.

    We recommend you don't block all cookies as parts of Moodle won't work correctly without them and you may not be able to log in.

    See the following links for further information on turning cookies on and off in your particular browser:

    ·       Google Chrome

    ·       Mozilla Firefox

    ·       Apple Safari

    ·       Internet Explorer

    ·       Apple Safari for iOS


    You have the right to:

    Request details of the data held about you in this system.  You can do this via your profile page (accessed by clicking on your name in the top right corner)

    Request for any incorrect information to be corrected

    Request data about you to be removed or made anonymous (if it falls outside of required use).

    Right to object to processing of your personal data;

    Right to request restriction of the processing of your personal data;

    Right to request the transfer of your personal data; and

    Right to withdraw consent.

    If you wish to exercise any of these rights, please contact us using the details set out below.




    If you wish to complain about our use of personal data, please visit the Fife College complaints page so that we can look into the issue and respond to you.

    You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) (the UK data protection regulator). For further information on your rights and how to complain to the ICO, please refer to the ICO website at