List of active policies

Name Type User consent
Privacy Policy Privacy policy All users
Terms and Conditions Site policy All users
Cookies Policy Site policy All users


Privacy Policy / Statement

Full policy


The IPA’s Virtual Learning Environment – Moodle - collects, holds and processes personal information in order to deliver education and training programmes.


Legal basis

The legal basis for holding personal information on Moodle is in order to deliver our contractual obligations students or other participant on one of our programmes. We use personal information with your consent, as given by you to the user who originally set your account up and added you to a Moodle course. You have the right to withdraw your consent. Should you wish to withdraw your consent you should contact


Data held by the Moodle system

Data held by Moodle includes your name, email address, username, and relevant courses enrolled to.  

Moodle logs hold information on user activity, including the date and time of when course-specific information was viewed and/or updated, browser identification information and information about the referring web page. Logs are used to create summary statistics.

Moodle also holds student/participant contributions to programmes, including assignment/dissertation submissions and grades, contributions to forums,  and participation in other activities.

Additional personal data may be held within individual courses, either within documents/resources uploaded to the programme or within programme activities.


How the Moodle system uses your personal information

Moodle records and uses your personal information in order to:

  • identify registered students/participants
  • provide access to relevant programmes pages
  • enable registered students/participants upload certain material, e.g. assessed work
  • provide registered students/participants with access to resources and activities within Moodle
  • enable system administration and bug tracking
  • produce reports on programmes, resource and activity access, activity completion, course completion and course data
  • produce usage statistics for quality assurance, management and planning purposes
  • facilitate business processes


Where Moodle information comes from

Moodle records information supplied by the user. This includes information entered into your profile, such as email addresses and full names. Additional information maybe uploaded onto individual courses by users of the system.

Who has access to Moodle data?

Relevant IPA staff have access to all information stored within Moodle for the purposes set out above.  For the technical support and service provision, Moodle data may also be accessed by the specific third-party service providers the IPA works with to manage its Moodle site.


Moodle information and other systems

Certain Moodle data (e.g. names and email addresses) are shared with:

  • Our plagiarism and assessment feedback software (Turnitin).
  • Our video capture and recording software (Panopto). 


Their privacy notices can be found at:


Where Moodle data is stored

Moodle data is either stored within IPA data centres or within third party cloud systems.


Moodle data retention

Information and data uploaded to Moodle is retained under the terms of the IPA’s data retention policies and strictly only for as long as is necessary to deliver the contractual service and to fulfil

Where can I review the IPA Privacy Policy, Cookies Policy, Terms & Conditions and Data Retention policies?

All policies are available in the footer of all pages on our Moodle platform:


Terms and Conditions

Full policy

Primary Use of Moodle

Moodle is a Virtual learning Environment used to deliver various IPA programmes and services. It supports the delivery of teaching and learning across the Institute.


Other Uses of Moodle

Moodle is also used, to a far lesser extent, to support administrative processes and some secure file-sharing.


Responsibility for Moodle

Moodle is hosted and maintained centrally. However, individual business units are responsible for the management and administration of their own areas in Moodle.  It is the responsibility of local managers to ensure that Moodle is both appropriate and suitable for the purpose for which it is being used, and that its use complies with IPA policies and guidelines. These policies include data protection, GDPR compliance, and copyright.


Support for Moodle Users

Support for Moodle users is provided by local managers and centrally by the IPA ICT team. Online guides are provided. Orientation sessions explain how the system works in the context of a specific programme.



The policies governing Moodle use are under regular review to ensure the system meets the IPA’s requirements. Significant changes are logged and communicated as per IPA policy.


Cookies Policy

Full policy


Cookies are text files containing small amounts of information which are downloaded to your device when you visit a Site. Cookies are then sent back to the originating Site on each subsequent visit, or to another Site that recognises that cookie. Cookies are useful because they allow a Site to recognise a user’s device. You can find more information about cookies at:

Cookies and Local Storage are standardised ways for a website to store a small text file in your browser, and uses cookies to make the experience of using the site easier for you. 


We use only use first party cookies which fall into the ‘strictly necessary’ category. Your consent is not required for us to use this type of cookie. uses "Session Cookies" to distinguish you from other users of the website. These cookies are necessary for to work for you. They provide you with seamless access as you move from one area of the site to another based on your session login. Once your session ends these cookies forget about you.

Strictly necessary cookies are essential in order to enable you to move around the Site and use its features and/or services. Without these absolutely necessary cookies, the Site will not perform as smoothly for you as we would like it to and we may not be able to provide the Site with certain services or features. Under the GDPR, your consent for the use of such cookies is not required. This is the only type of cookie used on this website.


Cookie Name


Expiry Date

1st party or 3rd party

(where X= a number)

To enable front page viewing and maintain the user login from page to page

24 hours

1st also uses "Local Storage" to keep track of the progress you have made within each course. They will remain in your web browser after you have logged off, and allow you to continue a learning programme at the point you previously ended it next time you log on.

You may delete cookies or other storage from your browser at any time you like by visiting your web browser settings.