Future Frontiers
Data retention summary
This summary shows the default categories and purposes for retaining user data. Certain areas may have more specific categories and purposes than those listed here.
Site
Category
- Site Data
This may include login records, system logs, preferences, policy acknowledgements, and other platform-level interactions.
Purpose
- Site Data
Site data includes information required for the operation, security, and administration of this Moodle platform.
Site logs are retained for security, troubleshooting, and audit purposes and are automatically deleted after 5 years
Some account-related administrative records may also exist in connected systems such as Salesforce and will be retained for longer periods of time in accordance with our organisational data retention policy.
- Retention period
- 5 years
| Lawful bases | |
|---|---|
| Legitimate interests (GDPR Art. 6.1(f)) | Processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child |
Users
Category
- User Data
User data includes personal information provided when creating or maintaining an account, such as name, email address, profile details, and enrolment history.
Purpose
- User Data
We retain volunteer account data for as long as necessary to support ongoing or future volunteering opportunities.
Inactive Moodle accounts are reviewed periodically and may be deleted after 5 years of inactivity.Please note: Certain volunteer information may also be securely stored in our constituent relationship management system (Salesforce) for administrative, safeguarding, and historical record purposes. Data retained in Salesforce may be kept for longer periods in accordance with our organisational data retention policy.
Users may request deletion of their personal data, subject to legal and safeguarding obligations.
- Retention period
- 5 years
| Lawful bases | |
|---|---|
| Legitimate interests (GDPR Art. 6.1(f)) | Processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child |
Course categories
Category
- Course Category Data
Purpose
- Course Category Data
Course category data relates to organisational structures used to group courses (for example, training programmes or subject areas).
This data does not normally contain personal information and is retained for administrative and reporting purposes.
- Retention period
- No retention period
| Lawful bases | |
|---|---|
| Legitimate interests (GDPR Art. 6.1(f)) | Processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child |
Courses
Category
- Course Data
Course data includes enrolment records, completion status, grades, and course participation history.
Purpose
- Course Data
This information is retained to:
-
Maintain training records
-
Support returning volunteers
-
Meet organisational and compliance requirements
Course participation and completion records are retained to maintain training histories and support returning volunteers.
Relevant training records may also be referenced in Salesforce for operational and compliance purposes.
Course data is removed from Moodle annually, but is retained in salesforce for longer periods
-
- Retention period
- 12 months
| Lawful bases | |
|---|---|
| Legitimate interests (GDPR Art. 6.1(f)) | Processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child |
Activity modules
Purpose
- Retention period
- No retention period was defined
Blocks
Purpose
- Retention period
- No retention period was defined