Full policy

User Account

In order to fully participate in all site activities, you must have a registered personal account on this site (a “User Account”).

You agree that you will never divulge or share access or access information to your User Account with any third party for any reason. You also agree to that you will create, use, and access only one User Account and that you will not access the training platform using multiple User Accounts.

In setting up your User Account, you may be prompted or required to enter additional information, including but not limited to your name and location. Additional information may be required to confirm your identity. You confirm that all information provided by you is accurate, current and complete and you agree that you will maintain and update your information to keep it accurate, current and complete. You acknowledge that if any information provided by you is untrue, inaccurate, not current or incomplete, we reserve the right to terminate your use of the training platform.

Below are the terms of use that govern all NI4OS-Europe training courses:

• Neither NI4OS-Europe partners nor any third parties provide any warranty or guarantee as to the accuracy, timeliness, performance, completeness or suitability of the information and materials found or offered on this training platform for any particular purpose. You acknowledge that such information and materials may contain inaccuracies or errors and we expressly exclude liability for any such inaccuracies or errors to the fullest extent permitted by law.
• Your use of any information or materials on this training platform is entirely at your own risk, for which we shall not be liable. It shall be your own responsibility to ensure that any products, services or information available through the platform meet your specific requirements.
• The training platform contains material which is owned by or licensed to NI4OS-Europe partners. This material includes, but is not limited to, the design, layout, look, appearance and graphics. Reproduction is prohibited other than in accordance with the copyright notice, which forms part of these terms and conditions.
• All trademarks reproduced on the training platform that are not the property of, or licensed to, the operator are acknowledged or stated on the website.
• From time to time our training platform and courses may also include links to other websites. These links are provided for your convenience to provide further information. They do not signify that NI4OS-Europe endorses said website(s). NI4OS-Europe claims no responsibility for the content of the linked website(s).

If you have any questions about our training platform Privacy Policy or Terms of Use, please feel free to contact us at ni4os-europe-po@ni4os-europe.eu.

Full policy

The NI4OS-Europe project (https://ni4os.eu/) (“we” “us”, or “our”) respects your privacy and is committed to protecting your personal data when delivering its contractual obligation of training. The NI4OS-Europe project is funded by the European Commission under the Horizon 2020 European research infrastructures grant agreement no. 857645 and is thus bound by the European Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (General Data Protection Regulation – GDPR).

NI4OS-Europe uses the Moodle learning platform as part of its training services for relevant stakeholders training activities. Moodle is an open source project that is GDPR compliant. More information about Moodle can be found on: https://docs.moodle.org/37/en/Main_page. The Moodle instance used by NI4OS-Europe is maintained and managed by the computing center of the Ss. Cyril and Methodius University in Skopje, Faculty of Computer Science and Engineering in North Macedonia (UKIM), one of the partners in the NI4OS-Europe project. The instance and all of its third-party plugins is hosted on the institutions own web servers. Thus, when using the NI4OS-Europe training platform, UKIM is responsible for protecting your personal data.

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 (such as the NI4OS-Europe agenda system or BigBlueButton) and supplements any other NI4OS-Europe privacy notices which may apply, for example the privacy notice applicable when you visit the NI4OS-Europe website (https://ni4os.eu/privacy-policy-2/).

We keep this Privacy Notice under regular review. It was last updated on 9th November 2019.

Purposes of data use

The NI4OS-Europe training team will process the personal data of trainers and trainees on all trainings in order to compile statistical reports about the training events. All processed data will be published in a summarized fashion, completely anonymized.

Legal basis for the use of personal data on the training platform

All personal data stored and used are necessary for implementing the contractual obligation of the NI4OS-Europe project in the area of training materials creation and training services delivery.

Personal data that we keep about you

The user profile created for you on this training platform stores the following mandatory information:

• User ID
• Name and Surname
• Email address
• Organization
• Country
• Gender

In order to enroll in any course that is offered through this training platform, this information is required to create an account. An account is needed to have access to all training materials. 

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

• IP address
• User ID
• 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 administrators on each Moodle course (training) that you participate in. These Moodle reports enable course administrators to monitor the activity in the training and to see what resources are or are not being accessed. These may be used by the training teams to support your training and learning.

Moodle automatically stores user forum posts and contributions as part of each course. A user's contributions are proof of their activity on the course and this data may be necessary for proof of completion.

Third party plugins

As part of the webinar types of training the BigBlueButton webinar platform will be used (https://bigbluebutton.org/). It is a GDPR compliant third-party service, developed in Canada as an open source web conferencing solution for online learning that provides real-time sharing of audio, video, slides, whiteboard, chat and screen. In order to facilitate the service provided identifiable data, in particular full name, IP address and meeting ID, is shared between the NI4OS-Europe Moodle instance and the BigBlueButton service that is hosted within the same data center.

Please note that when participating in a webinar training your full name will be visible to all participants. In addition your IP address and meeting ID will be stored in logs related to the webinar. All webinars will be recorded and offered to webinar participants as video material for download. This will include all video and audio streams during the webinar. In the case you don’t want your audio or video to be available for download please turn off the camera and mute the microphone during the webinar session.

Sharing information

UKIM and NI4OS-Europe do not provide your information to third parties. Your information, whether public or private, will not be sold, exchanged, transferred, or given to any other third party for any reason whatsoever, without your consent, other than for the express purpose of delivering the training requested.

The email address you provide may be used for purposes including but not limited to, sending you information and updates pertaining to your registered training course and NI4OS-Europe news.

Training participants

Trainees are automatically enrolled into a Moodle training course if they registered for the training via the NI4OS-Europe agenda system. The data stored in Moodle will include the data that has been provided as part of your registration process.

When the Moodle training platform is accessed via self-enrollment for online only training offers the user will need to fill out the user profile on the platform itself.

All feedback from assessments will also be stored in the Moodle database along with the user activity logs.

Where required to either provide support or to investigate an issue, the Moodle database may also be accessed by UKIM admin staff.

Trainers

A combination of mandatory and optional CPD activities are provided via Moodle.

Moodle reports enable course administrators to monitor activity in the training and to see what resources in the course are or are not being accessed. These may be used by training teams to support your teaching and learning and must be used in compliance with the privacy policy for trainees.

If your training uses electronic submission or BigBlueButton for webinars please ensure that you have familiarized yourself with the corresponding guidance and privacy policies.

The processing of trainer personal data that takes place when using BigBlueButton is:

• recording the live training session
• storing, editing (for example by the addition of any questions or notes) and making available online to trainees registered on that course of the recording
• recording and making available any online comments added by the trainer.

The default trainees access methods for webinar recordings is via streaming. Where data is streamed, it is only processed by UKIM at its servers. Any personal data viewed via streaming will be processed by the trainee so any such viewing that takes place outside the EEA will not involve processing by UKIM.

Webinar recordings may be available for download by trainees at a per training level if so enables by content controllers (Moodle administrators, NI4OS training organizators, trainers etc.), and UKIM’s system administrators can not prevent this. If content is made available to download, please be aware that there are no mechanisms to monitor how that content is subsequently used or distributed, including compliance with GDPR.

In addition, the use of the Moodle platform entails storing the following data:

• Background information: given name, family name, email address, username, Moodle role
• Details about your courses: the modules on which you a trainer
• Details of all your activity in Moodle: e.g. logins, deletions, edits.

This data will be used in compliance with GDPR.

Data security

To prevent unauthorized access, maintain data accuracy, and ensure the correct use of information, we have put in place appropriate physical, electronic, and managerial procedures to safeguard and secure the information collected in Moodle database. 

Moodle also has safeguards in place. Feel free to visit their site policy   (https://docs.moodle.org/dev/Moodle_security_procedures ).

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.

For more information about the period of data retention please refer to the data retention policy.

Cookies Policy

Cookies are files with small amount of data, which may include an anonymous unique identifier. Cookies are sent to your browser from a web site and stored on your computer’s hard drive.

Like most websites, we use “cookies” to collect information. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our training platform.

We use cookies to help us gather information at our own discretion.

For more information refer to the Cookies Policy.

Your rights

You may have the following rights under data protection laws in relation to your personal data:

• Right to request access to your personal data;
• Right to request correction of your personal data;
• Right to request erasure of your personal data;
• Right to object to processing of your personal data;
• Right to request restriction of the processing 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 the assigned Data Protection Officer using the details set out below.

Contacting us

Please note that UKIM has appointed a Data Protection Officer, Vladislav Bidikov.

If you have any questions about this Privacy Notice, including any requests to exercise your legal rights, please contact the UKIM’s Data Protection Officer using the details set out below:

Vladislav Bidikov

Data Protection Officer

vladislav.bidikov@finki.ukim.mk

+389 (0)2 3070 377

Complaints

If you wish to complain about our use of personal data, please send an email with the details of your complaint to vladislav.bidikov@finki.ukim.mk so that we can look into the issue and respond to you.

You also have the right to lodge a complaint with the Directorate for Personal Data Protection - DPDP (the North Macedonia data protection regulator). For further information on your rights and how to complain to the DPDP, please refer to its website at https://dzlp.mk/en.

Full policy

As explained in our privacy policy, this training platform collects information through the use of "cookies" or similar technologies. Cookies are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.

The table below explains the main cookies set by this site and their purpose.

Service	Cookie Name	Purpose
PHP	PHPSESSID	This session cookie, provided by the The PHP Group, stores and tracks data for a user while travelling through a series of pages on the site
Moodle	MoodleSession	The session cookie, set by Moodle, is used to maintain a user’s login while they navigate through series of pages on the site.
	MoodleSessionTest	The session cookie, set by Moodle, is used to check if the ‘MoodleSession’ cookie is being created.
	MOODLEID	This persistent cookie is used to remember the username, so that when a visitor revisits the site, their username will be populated in the username field of the login page.
BigBlueButton	SESSION	The session cookie, set by BigBlueButton, is used to maintain a user’s login while they are using the conference system.

Option to decline use of cookies

As explained in the privacy policy, you can prevent your browser from accepting certain cookies, have the browser require your consent before a new cookie is placed in your browser, or block cookies altogether by selecting the appropriate settings on your browser's privacy preferences menu.  To avoid receiving cookies on the browser of your mobile device, you will need to refer to its user manual.