List of active policies

Name Type User consent
Acceptable use policy Site policy All users
HAFLS Data Protection Statement Privacy policy All users



Moodle is a Virtual Learning Environment ("VLE") which offers file sharing and communication tools to users. HAFLS provides these services subject to the following rules and guidelines.

These guidelines should be used in conjunction with other HAFLS policies, which can be found on the VLE, once you have logged in to the site.

In the event of any conflict between this document and any Policy the terms in the policy will govern. Any questions regarding Moodle usage can be directed to HAFLS manager.

Full policy

Terms and Conditions

Use of Moodle

When using Moodle and connecting services, users must

  • Respect the rights of others.
  • Remember to logout at the end of each session.
  • Comply with current and future legislation including:
  • The Data Protection Act 1998 and General Data Protection Regulations 2018
  • Copyright, Designs & Patents Act 1988.
  • Computer Misuse Act 1990.
  • Telecommunications Act 1984.
  • Protection from Harassment Act 1997.

Every user is responsible for ensuring that their use of Moodle complies with HAFLS policies and this document. By using our Moodle services users agree to be bound by these terms, which shall take effect immediately on their first use. If users do not agree to be bound by all the following terms they should cease using Moodle and notify HAFLS.

HAFLS may revise these terms without notice by posting the latest version of this document onto Moodle. A user’s continued use of Moodle will be deemed acceptance of the updated terms or amendments.

Users accessing Moodle from non-HAFLS/HCC owned equipment (such as mobile phones, tablets or personal laptops) and users accessing Moodle from outside the organisation (such as their home) are bound by the same conditions of use.

In accordance with the HAFLS E-safety and Acceptable Use Policy, use of Moodle must be for the purpose of teaching, training, research, coursework, associated administration or other authorised use.


Access to course information and resources on Moodle are controlled by user permissions. Users should log into Moodle with their own network user account and never allow another user to access Moodle under their network account.

Activities on Moodle are fully audited. Records are kept of when users access courses and resources along with a log of all communications such as forum posts, assignment submissions, etc. These records are available to tutors for course evidence, but may also be used as a point of reference for any matters arising, such as accounts of harassment, bullying or the transmitting of inappropriate material.

Users should not post personal or sensitive information to any part of Moodle including to their profile, blogs, or any course activities. Information sent through Moodle may be read by third parties.

When tutors place information onto Moodle they are acknowledging that they are making it available for download, and therefore we cannot guarantee that such resources will not be seen by/distributed to third parties. HAFLS cannot accept any responsibility for the contents of external sites.

Access to Moodle will be withdrawn when a user is no longer employed by/studying with HAFLS or its sub-contracted Providers.


Tutors are responsible for ensuring that the learning materials added to their areas does not infringe confidentiality, copyright or the intellectual property rights (IPR) of others (including colleagues). Permission of the copyright holder must be obtained in order to copy, adapt or perform the work or share it with others in order to avoid liability for yourself or HAFLS. IPR might include patents, trademarks and design rights. Patents may be relevant if you invent something new. Trade marks protect marks such as logos or names like Angry Birds, Coca-Cola and Apple. Design rights might be relevant if you design something as part of your studies or work placement. Further information on this is available on the Intellectual Property Office (IPO) website. HAFLS may ask you as a condition of enrolment to grant them the rights to use your work for specified purposes such as using for promotional activities. Where this occurs, users might want to ensure, as a minimum, that they assert their moral right to be credited as the author.

Course tutors should not upload any materials, which would breach the HAFLS acceptable usage policies (such as illegal or obscene content) or add links to any web pages that host such material.

Learners taking part in online course activities (including assignment submission, chat rooms, forums, etc.) are prohibited from transmitting any words or pictures, which are libellous, insulting, and abusive or would otherwise contravene HAFLS’ codes of conduct.

All work submitted electronically by learners should be their own. Copying others work, cheating, collusion, plagiarism and attempting to obtain unfair assessment advantages are in violation of HAFLS’ policies.

Course tutors are responsible for supervising their Moodle areas and ensuring that any violations of HAFLS’ policies are dealt with. Any violations of policies identified by learners should be made to their tutor in the first instance.

Moodle areas should reflect current learning provision. Once an area has been created it is the tutor’s responsibility for ensuring it remains up-to-date.

Moodle areas may be removed without warning if:

  • The tutor has not accessed the area for more than 12 months since it was created.
  • No resources and/or activities have been added to the area.
  • The area has had no access by learners during the academic year.
  • The area is inappropriately visible in the hierarchy.

Where a course area has multiple tutors then arrangements should be made by the teaching team to ensure that they work together collaboratively. HAFLS cannot accept any responsibility where a tutor makes changes to files or settings without informing their colleagues.

Moodle contains documents created with a variety of software. Where possible we encourage tutors to upload resources in commonly used formats to offer wider compatibility. HAFLS cannot support learners with problems opening files externally if they are caused by incompatible software and/or hardware.

Protecting Data

Users of Moodle must agree to:

  • Look after their own username and password. They must not share their password with anyone else and must not use the username and password of other users.
  • Keep physical access to Moodle secure. For example, they must not login to Moodle and then leave their computer unattended.
  • Not attempt to gain unauthorised access to any part of Moodle.
  • Not post material which contains viruses or other programs which may disrupt HAFLS’ systems.
  • Not upload private, confidential or sensitive material unless this is authorised.
  • Keep their own data up-to-date and secure.
  • Understand that HAFLS will not take responsibility for any loss of information, which has been posted on Moodle, once users cease to be formally associated with HAFLS.

Access logs

Access to courses is logged and information recorded about course usage. This information includes which users have visited the course, when they visited and what they have looked at. These statistics are monitored.

Data storage limitations

Moodle is a platform for making files and resources available to learners throughout their course. It should not be used as a general storage area.

Staff should always keep original copies of work they upload onto Moodle. HAFLS accepts no liability for lost or corrupt data that has been stored on Moodle by staff or learners.

Whilst the server is routinely backed up for the purposes of disaster recovery it is the responsibility of users to ensure that they have copies of any important data, including uploaded resources, submitted assignments etc.

At the end of the academic year courses on Moodle will have to be reset ready for the next year’s intake of students. The exact mechanism for this will be shared nearer the time, but essentially:

All learner data and submitted work are purged from the server at the end of the summer term ready for the next academic year. Staff should ensure that they have copied off any submitted assignments, feedback, grades, forum posts, quiz scores, etc. that they need to keep as evidence.

Where course information needs to be retained, or where learners will be active through the summer period staff should consult (in advance) with the HAFLS Moodle Administrator to ensure data is not lost.

HAFLS/HCC computers are routinely virus scanned but HAFLS cannot guarantee that all files transmitted through Moodle will be virus free. Users accessing Moodle from home should ensure that they have adequate virus protection on their computer to help prevent their infection or distribution of viruses.

Disciplinary Action

Should a user contravene these terms of use or any other HAFLS Policy related to the use of Moodle, the offence will be logged and appropriate action will be taken, from a temporary restriction of services up to and including permanent removal of services and further disciplinary procedures.


HAFLS take Data Protection very seriously, the following information details how HAFLS will look after your data.

Full policy

How you need to look after your information

Whilst using the VLE, we expect learners to follow the guidance in the Acceptable Use policy. Here are some key parts of that for learners:

  • Look after your own username and password. You must not share their password with anyone else and must not use the username and password of other users.
  • Keep physical access to Moodle secure. For example, you must not login to Moodle and then leave your computer unattended.
  • Not post material which contains viruses or other programs which may disrupt HAFLS' systems.
  • Keep your own data up-to-date and secure.
  • Understand that HAFLS will not take responsibility for any loss of information, which has been posted on Moodle, once you cease to be formally associated with HAFLS.

What data is held

The following compulsory data is held on the system:

  • Your name
  • Email address
  • Your official firstname (if different to the above)

The following optional data is held on the system:

  • City/Town
  • Country
  • Timezone
  • Description
  • Picture
  • Phone (mainly used by staff to add in their work phone number)

You can edit the information held on you at any time by visiting your profile (by clicking on your name in the top right corner).

How 'Moodle' protects your information

Moodle is hosted in the UK, by a professional hosting company (Overt Software Solutions Ltd) on a dedicated server, operating strict security protocols. The Moodle is configured so that users only see the data that is relevant to them. For example, a tutor can only see information on the users on the courses that they teach, and a tutor at one provider, cannot see information on users at another provider.

How HAFLS protects your information

HAFLS takes your data privacy very seriously. We will only share your information with a third party where it is a requirement for providing this learning opportunity to you. We will keep your data secure. After the course ends, we will only use your contact details to contact you about progression, which is a requirement of our funding.

Your information will be securely destroyed after it is no longer required under agreed regulations from the funding body.

Your rights

You are entitled to request either:

  • Delete your data.
  • Export your data.

To carry out either of the above, visit your profile (click on your name in the top right corner) and select 'Data requests'. Your request will then be considered by the relevant person. Note that even if you request to have data deleted, some data will be retained if required by the funding or awarding bodies for your courses.

Further information about use of and access to your personal data; details of organisations with whom we share data; information about how long we retain your data; and how to change your consent to being contacted, please contact HAFLS on 01992 556194 or

If you are a partner or subcontractor with HAFLS’:

HAFLS partners can use the VLE to access useful information and resources.  Each partner or subcontractor also has their own upload area which only their staff can access.  The access is controlled by HAFLS who grant access only to the people who the partner or subcontractor management request access for.  It is the responsibility of the partner or subcontractor management to let HAFLS know of any changes to this access.  HAFLS will then delete, amend or add access as required.    HAFLS do not share your information with a third party, except we may share some information with Ofsted as part of an inspection of HAFLS provision overall.  All documents uploaded are saved to a restricted access shared drive for HAFLS staff only.   Information uploaded is held on the shared drive in accordance with the time frames required set by funding bodies i.e. 2030 for ESFA contracts.  At the end of each funding year, we will remove documents form the VLE.