Full policy

Privacy Policy for Academy for Working Equids (AWE) LMS

Data Controller:
The Brooke Hospital for Animals (“Brooke”)
2nd Floor, The Hallmark Building, 52–56 Leadenhall Street, London, EC3A 2BJ
Registered Charity in England and Wales (No. 1085760) and Scotland (No. SC050582)
Company Limited by Guarantee (No. 4119581)

Introduction

This Privacy Policy explains how we collect, store, and use your personal data within our UK-based Learning Management System (LMS), built on the Moodle platform. By using the LMS via website or mobile app, you agree to the practices described herein. We are committed to protecting your privacy in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Platform Availability

Our LMS is accessible via:
- Website: All data handling practices described in this policy apply.
- Mobile App: Additional data such as device-specific information and app usage may be collected to enhance your experience. This data is treated with the same level of security and confidentiality.

Information We Collect

- Personal Data: Name, email address, location, and other details you provide during registration or use.
- Usage Data: IP address, browser type/version, pages visited, timestamps, and time spent on pages.

Data Storage and Security

- Storage: Data is stored securely on servers located in the UK.
- Security Measures: We use encryption, malware scanning, and access controls to protect your data from unauthorised access or disclosure.

Data Retention

We retain personal data only as long as necessary to fulfil the purposes outlined in this policy, or as required by law. Training records and learning-related personal data will be retained for up to six years from your last activity, unless you request deletion earlier.

How We Use Your Information

- Personalisation: To tailor your learning experience and provide relevant content.
- Communication: To send updates, newsletters, and LMS-related information.

User Responsibilities and Visibility

- Self-Registration: You are responsible for providing accurate information. Profile details may be visible to other LMS users.
- Third-Party Tools: The LMS may integrate with external services. Please review their privacy policies separately.

Cookies

Cookies are used to maintain session continuity and login status. You can manage cookie preferences via your browser settings, though disabling them may affect LMS functionality.

Legal Basis for Processing

We process personal data under the following lawful bases:
- Consent
- Contractual necessity
- Legal obligation
- Vital interests
- Legitimate interests (primary basis for LMS use)
- Public interest supported by law
For questions, contact: DataProtection@thebrooke.org

Your Rights Under UK GDPR

You have the right to:
- Access your personal and network data
- Rectify inaccuracies
- Object to processing based on legitimate interests
- Request erasure (in certain cases)
- Restrict processing
- Data portability (where applicable)
You may export your training records and update profile information directly. For other updates, please contact us.

App Usage Analytics (Firebase Analytics)

To improve the functionality and user experience of our Moodle mobile application, we use Firebase Analytics, a service provided by Google LLC.

Purpose of Data Collection

Firebase Analytics helps us understand how users interact with the app in an anonymous and aggregated manner. This insight allows us to identify popular features, areas for improvement, and make informed decisions about future updates.

What Data is Collected

Firebase Analytics collects non-personally identifiable information, including:
- Session duration and frequency of use
- In-app events (e.g. screen views, button taps)
- Device information (e.g. model, operating system version)
- General geographic location (e.g. country)
We do not send any personal information—such as your name, email address, or student ID—to Firebase Analytics. All data is processed in a way that does not personally identify you.

Data Processing and User Choice

As a Google service, Firebase Analytics may store and process data on servers located outside the UK, including in the United States. For more information, please refer to https://policies.google.com/privacy and https://firebase.google.com/support/privacy.
You can typically opt out of analytics collection via:
- The settings within our mobile application
- Your device’s operating system privacy settings

Implementation Notes

- Anonymity: We have confirmed that Firebase Analytics is configured to avoid collecting personally identifiable information (PII).
- Opt-Out: We provide users with a clear mechanism to opt out of analytics tracking, in line with GDPR best practices.

Policy Updates

We may revise this Privacy Policy periodically. Updates will be posted on this page and communicated to users.

Contact Us

For questions or concerns, email: DataProtection@thebrooke.org