Privacy policy

Introduction

This privacy statement explains how your personally identifiable information is being used in this Virtual Learning Environment (VLE). Your personally identifiable information is stored, used and accessed in accordance with the General Data Protection Regulations (GDPR). Personally identifiable information is information that can be used on its own or with other information to identify, contact, or locate a person, or to identify a living individual in context. Please read our privacy policy carefully to get a clear understanding of how we collect, use, protect or otherwise handle your personally identifiable information.

What personal information do we hold?

When using this VLE or registering on it, you may be asked to enter your name, email address, employment reference number or other details. Birmingham Community Healthcare NHS Foundation Trust only collects and holds the minimum information required on the VLE to help you with your learning and overall experience on the site. Other personally identifiable information that Birmingham Community Healthcare NHS Foundation Trust hold about you for other purposes - such as payroll and HR, will not be transferred to this VLE.

Your right to data portability

All training records which are held about you within this VLE can be accessed by you at any time. To access your information please go to My Profile and click on Grades Overview or you can click on Dashboard in the Navigation panel, the information will then be displayed.   You can also request that this information is exported at any by going to My Profile and selecting ‘Export all of my personal data’.     

When do we collect information?

We collect the information from you when you fill out a form, enter information on our site, or it will be created automatically via an automatic feed from another computer system of Birmingham Community Healthcare NHS Foundation Trust

How do we use your information?

We use the information we hold on you to personalise your experience and to allow us to deliver the type of learning content which is most relevant to you.

How do we protect your information?

We only provide learning materials and information.

We never ask for sensitive information such as your date of birth, national insurance number or home address.

Your personal information is contained behind secured networks and is only accessible by a limited number of persons who have special access rights to such systems, and are required to keep the information confidential in accordance with GDPR laws.

We implement a variety of security measures when a user enters, submits, or accesses their information to maintain the safety of your personal information. For example, all sensitive information you supply, such as your username and password when logging on, is encrypted via Secure Socket Layer (SSL) technology as it is transmitted.

Your password (if stored in the VLE) is stored in an encrypted format.

Do we use 'cookies'?

Yes. Cookies are small files that a website or its service provider transfers to your computer's hard drive through your Web browser (if you allow) that enables the site's or service provider's systems to recognize your browser and capture and remember certain information. We use a cookie to remember your session ID once you are logged into the VLE, this ensures that as you move from one page to another, it remembers your session ID and keeps you logged in, until such time as you decide to log out. Cookies are not stored for purposes of advertising or marketing. You can choose to have your computer warn you each time a cookie is being sent, or you can choose to turn off all cookies. You do this through your browser settings. Since each browser is a little different, look at your browser's help menu to learn the correct way to modify your cookies.

If you disable cookies in your browser:

If you turn cookies off completely, this will prevent the proper functioning of the VLE and it is unlikely that you will be able to effectively use it.

Third-party links and disclosure

We do not include or offer third-party products or services on our VLE.

We do not sell, trade, or otherwise transfer to outside parties your personally identifiable information.

We may use Google analytics to collect data such as the region in the country you are connecting from and what browser you are using. This information allows us to optimise our site for a better user experience. We do not sell this data on to third parties.

Can I update the information held on me?

Some information held on you can be updated by yourself – such as your photo if you elect to upload one.  

What happens when I leave employment?

Your account will automatically be suspended. This means that you can no longer log into the VLE and by default your details do not appear in management information reports. However, your personally identifiable information and your training records are still retained within the VLE. This is because Birmingham Community Healthcare NHS Foundation Trust needs to retain this information for legal purposes for a period of 208 weeks from when you leave employment.   Also, as part of our Trust own HR policy we keep your record on the system for 4 years. Once this period has elapsed, your training records will be deleted and your personally identifiable information will be automatically deleted. Where the record needs to be retained because it is in a thread of information in a forum for example, your name will be removed and will show as "deleted user".

Who can I contact about the information held on me?

If you have any queries regarding your information or your use of the VLE then you should contact the following:

Virtual.campus@bhamcommunity.nhs.uk

Terms and Conditions

Virtual Campus - Code of Conduct

Last updated: March 2019

Introduction

All registered users on the Virtual Campus are required to sign up to the code of conduct when they log on for the first time. They must accept the conditions set out below in order to access any material.

If you have any questions about these conditions, please contact: virtual.campus@bhamcommunity.nhs.uk

Please note these conditions apply to the whole duration of your use the course.

If you breach any of these conditions, the Education and Development Service may regard this as misconduct.

Security

Each individual is responsible for the security and use of their Username and Password.

You are not allowed to use the account, Username or Password of any other user.

You must not disclose your Username or Password to anyone else.

Copyright

Copyright of the study material and all other content of this Virtual Campus are owned or controlled by the Education and Development Service.

You are permitted to view, copy, and print documents within this Virtual Campus subject to your agreement that:

Your use of the material is for your own personal information, and for non-commercial purposes only.

You will not modify the documents or graphics in any form or manner.

You will not copy or distribute graphics separately from their accompanying text and you will not quote materials out of their context.

Information we collect

In order to use the Virtual Campus you must have ‘cookies enabled’ on your web browser. By accepting these conditions you agree to allow certain information about you to be collected from the Virtual Campus (see below).

We collect your information by cookies. Cookies are small file structures used by our server to 'request' information from the computer you are using. This information is then returned to the Virtual Campus and stored. The types of information we collect may include usage statistics e.g. when users last logged into the system, when they accessed certain activities, or when they uploaded their assignments.

We use this information to help improve the Virtual Campus services by ensuring that the material and content of the courses accord with the users' requirement and also to make sure users are not having problems with access.

The usage statistics are visible to the Virtual Campus administrators and may be visible to your ‘course’ manager/owner.

Data Protection

The Education and Development Service will deal with your personal data in accordance with the principles set out in the Data Protection Act.

In general, any personal information which you provide to the Education and Development Service will only be used within the Education and Development Service and by its service providers and will not be disclosed to any other person. By accepting these conditions, you are giving your consent to the Education and Development Service and your employer to process your personal data for the purposes described in the preceding paragraph.

Disclaimer

Whilst the Education and Development Service will endeavour to ensure that this Virtual Campus site is normally available 24 hours a day, the Education and Development Service will not be liable if for any reason the site is unavailable at any time or for any period. Access to this site may be suspended temporarily and without notice in circumstances of system failure, maintenance or repair or for reasons beyond the control of the Education and Development Service

This Virtual Campus may contain links to other websites outside control of the Education and Development Service; this service is not responsible for the content of these sites. The Education and Development Service gives no guarantee that these links will work all of the time and it exercises no control over the availability of the linked sites. Likewise, references and links to any such websites must not be taken as an endorsement by the Education and Development Service of opinions expressed or services provided at those sites. The Education and Development Service takes no responsibility for the privacy policies of any linked websites.