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Privacy and Cookies Policy Site policy All users

Privacy and Cookies Policy

Summary

Please ensure you carefully read the Privacy Notice and then agree before proceeding. Thank you.

Full policy

 

Privacy Notice

Lane4 Management Group Ltd have partnered with Overt Software Solutions Ltd to who provide the hosting services for this Learning Management System (LMS). Overt is registered in England and Wales, No. 7354763, and any information you enter here will be subject to applicable data protection laws, namely the UK Data Protection Act 2018.

The privacy and security of all personal data processed by Overt Software Solutions Ltd is paramount and this document explains how Overt meets the requirements of both the UK Data Protection Act 2018 and General Data Protection Regulation. 

Contact details

We aren’t required to appoint a Data Protection Officer (DPO) under the GDPR, but we have decided to do so voluntarily. You can contact our DPO with data protection related queries at any time using the following contact details: 

Data Protection Officer 

Lane4 Management Group Ltd

TOR, Saint-Cloud Way

Maidenhead

SL6 8BN 

Telephone: +44 (0)1628 533 733 Email: dataprotection@lane4.co.uk 

Purpose of processing data 

  • To provide a virtual learning environment platform for our clients (your employer) and end users   
  • To provide technical support for this service  

What data is processed? 

  •  The IP address, browser version, page accessed and time of each access to the site 
  •  End user attributes required for operation such as username and email address 
  •  Other end user attributes configured or approved by your employer such as firstname, surname, city 
  •  History of individual’s activity within the LMS, e.g. course and resource access stating times 
  •  Cookies to maintain session state and user preferences
  •  Personal data provided by the end users themselves 
  •  Personal data provided by your employer 

Where is personal data located? 

Your data may be hosted on any, or all of the following.

  •  UK hosting supplier: RapidSwitch (iomart Hosting Ltd)   
  • UK hosting supplier: UK Dedicated Servers Limited 

The following to store encrypted offsite backups: 

  •  Hetzner Online GmbH (EU) 

Retention periods 

Personal data in web server log files will be purged after 4 weeks by default. This period can be changed on request by your employer.  

Retention periods of data within the LMS, such as the LMS’s own logs, backups, courses and resources are purged after 24 months. 

Cookies

This site uses 2 cookies which are essential for the smooth running of this site, details below.

  • MoodleSession - You must allow this cookie into your browser to provide continuity and maintain your login from page to page. When you log out or close the browser this cookie is destroyed (in your browser and on the server).
  • MOODLEID - This remembers your username within the browser. This means when you return to this site the username field on the login page will be already filled out for you. It is safe to refuse this cookie - you will just have to retype your username every time you log in.

Sub-processors 

Overt Software Solutions Ltd 

Unit 2 Hawford Business Centre 

Hawford 

Worcester 

WR3 7SG 

Telephone: +44 (0)1905 886377 

Email: dpo@overtsoftware.com  

Other sub-processors used are those which provide hosting hardware and infrastructure. They can only access the LMS at our request.  

  • UK hosting supplier: RapidSwitch (iomart Hosting Ltd) 
  • UK hosting supplier: UK Dedicated Servers Limited   
  • EU hosting supplier: Hetzner Online GmbH 

Other non-EU hosting suppliers are not classed as sub-processors as they have no access to the data contained in our systems, they just supply the hardware and infrastructure.

Your rights under data protection law

Under the data protection laws in the UK, you have the right to know if your data is being processed, why and for how long. Lane4 will uphold this, and other rights afforded to you under the applicable data protection laws in the UK. You can contact us via the above contact details to exercise any of your rights. 

You may also contact the Information Commissioner’s Office via the following link: https://ico.org.uk/makea-complaint/ 

Technical and organisational security measures 

Some of the measures we use to secure your personal data are: 

  •  Lane4 and Overt are Cyber Essentials accredited, a UK Government backed security framework 
  •  Retention of log entries can be customised to ensure they are kept for only as long as required 
  •  Our employees only access personal data when requested by your employer to resolve a support query 
  •  All communications between the end user and the LMS are encrypted using TLS following industry best practices for cipher selection 
  •  When hosted on our cloud or when backup services are purchased, backups are performed frequently to a different data centre, encrypted in transit and at rest (AES 256) and tested regularly 
  •  Software security fixes are implemented promptly 
  •  We configure our systems and applications following industry best practice to help mitigate intrusion 
  •  All cloud hosted systems receive regular security scans 

 We have clear security and privacy policies and regularly perform security awareness and privacy training for all staff 

 

For more information on our practices around information security and how we may treat your data, please click the following link to access our Privacy Policy: https://www.lane4performance.com/privacy-policy/

 

 

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