List of active policies

Name Type User consent
Privacy Policy Privacy policy All users
Terms of Service Site policy All users
Site Policy Site policy All users


Privacy Policy for all users of Moodle VLE.

Full policy




“(together, “Montessori”)”

Montessori Moodle Privacy Policy

1.    Copyright
1.1.  Using Moodle to make materials available to students can raise copyright issues. A wide range of materials may be copied, uploaded and made available for instructional purposes but only in a manner consistent with copyright law, which gives legal protection to nearly all text, images, music and other material, whether purchased or found in a library or on the Internet or in other media.
1.2.  For further information, see Copyright Guidelines
2.    Accessibility
2.1.  Montessori is committed to making accessible for all users information and resources that are available via the web. We favour the principles of usability and universal design, which will be of benefit of all users. By following these principles and incorporating techniques to ensure information and resources are accessible with assistive technologies separate resources for disabled users should not be required.
2.2.  For further information, see the Reasonable Adjustments & Special Considerations Policy 
3.    Privacy
3.1.  This policy statement relates to personal data as defined by the Data Protection Act 1998, held in connection with the operation of Moodle.
3.2.  The policy explains what information is held about individual people by the Moodle system, how it is gathered and how it is used. Details of the data held or logged are given in the appropriate section below. This information is used to help support Moodle users, for system administration and bug tracking, and for producing usage statistics for management and planning purposes.
3.3.  Access to Moodle logs is restricted to authorised staff at Montessori and How To Moodle, with the exception of course-specific tracking data which is also made accessible to course maintainers where an appropriate course-specific privacy policy is in place. These logs are currently held for 6 years after course completion, but Montessori does not guarantee to retain the information. Logs are used to create summary statistics which may be made publicly available. Summary statistics do not include personal data.
3.4.  Relevant subsets of this data may be passed to the ICT team at Montessori or to the hosting company as part of an investigation into computer misuse.
3.5.  Personal information is not passed to any third party except where required by law.
3.6.  Moodle data is backed up at a facility managed by How To Moodle. The backups are held for the purpose of reinstatement of the data, e.g. in the event of failure of a system component.
3.7.  Moodle users who approach e-support for help with a fault implicitly grant permission to the Moodle support staff to investigate that fault, by looking at data held on the system including files in their personal areas and the Moodle courses to which they belong.
4.    Data held by the Moodle system
4.1. User-dependent system information
4.2.  Users who identify themselves through the Montessori login mechanism will have the user's name and email address retained.
4.3.  Information about contributions to courses, including contributions to chat rooms and discussion forums, ownership of resources and evidence of participation in other Moodle-based activities may be retained indefinitely.
4.4. Course-specific tracking information
4.5.  Moodle logs contain detailed information about user activity within each course, including the date and time of when course-specific information was viewed and/or updated, the address of the machine from which the access was made, the browser identification information and information about the referring web page.
4.6Access to personal data
4.7. You may contact us at: Data Protection Officer, Montessori St Nicholas Charity Our address is 4/4a Bloomsbury Square, London, WC1A 2RP. Tel: 020 7493 8300. Email:

4.8 Your right to your information
You have the right to request a copy of all information we hold about you. If you wish to exercise this right, please email or send your request to 4/4a Bloomsbury Square, London, WC1A 2RP
If the information we hold is incorrect or you disagree with it, you have the right to ask us to correct it and we will always aim to correct any requests within 24 hours.

5.  Your consent

5.1 By using Moodle, users agree that they understand how their personal data will be used by the system. Your personal information is important to us. Your data will be protected by our secure IT service. If at any point you would like to opt out, please visit our website to complete the opt out form or call 020 7493 8300. If you would like to know more about how your data is secured, you can call 020 7493 8300, Monday to Friday, 9.00am – 5.00pm, or email

6.  Information and outside parties 
6.1 We do not sell, trade, or otherwise transfer to outside parties any user’s personally identifiable information. This does not include trusted third parties who assist us in operating our systems, conducting our business, or servicing staff and students, so long as those parties agree to keep this information confidential. We may also release information when we believe release is appropriate to comply with the law, enforce our policies, or protect ours or others rights, property, or safety. However, non-personally identifiable visitor information may be provided to other parties for marketing, advertising, or other uses.
6.2.  Some information will be shared with our awarding bodies Cache, Crossfields and London Metropolitan University. This will primarily consist of student names, IDs and academic data. 
Data controller for Cache is NCFE and their privacy policy can be found here:
Data controller for Crossfields is Alison Richards and their privacy policy can be found here: 
The data controller for London Metropolitan University is Hobsons PLC and their privacy statement can be found here:
7.    Cookies
7.1.  Cookies are small files which sit on your computer and record specific interactions between you and this website, and in some cases, other websites. This information is sometimes shared with Montessori, and in other cases, third parties. Below is more detail about the cookies we use, what they record and who the information is shared with. You are of course free to disable cookies.
7.2.  Moodle will set the following cookies:
          i.Moodle Session: This cookie provides continuity and maintains 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)
          ii. MOODLE ID_: This cookie records the username you log in as when you visit the site, and allows the username field to be automatically filled in the next time you visit.
          iii. Third party cookies: Moodle is linked to our Facebook, Twitter and YouTube accounts to originate or syndicate some of our content. As a result, if you visit one of our pages on these sites, or a page on our site which has content embedded from them, you may be presented with their cookies. We do not control these cookies and you should check the relevant site for more information about the cookies placed on external third party sites.
8.    Terms and Conditions
8.1.  Moodle is a Virtual Learning Environment which offers file sharing, communication tools and pedagogical resources to users. Montessori provides these services subject to the Montessori Moodle Terms and Conditions/ Terms of Service Statement.
9.    Archiving
9.1.  At the end of each course, content will be archived for up to seven years. Access is permitted for seven academic years from the date the course was archived by permission of the Head of Education.


Terms of Service and Conditions for Moodle VLE users.

Full policy




“(together, “Montessori”)”


Montessori Moodle Terms and Conditions/ Terms of Service Statement.


1. Introduction
1.1  Moodle is a Virtual Learning Environment (VLE) which is used for the purposes of teaching, training, research, coursework or associated administration and offers file sharing and communication tools to users. Montessori provides these services subject to the following rules and guidelines. 
1.2  These guidelines should be used in conjunction with the following Montessori policies which can be found in the Policies section on Moodle:

·         ICT Acceptable Usage Policy

·         Misconduct Procedure

·         Data protection Policy and Code of Practice

·         Social Media Policy

Any questions regarding Moodle usage can be directed to the Head of Education 
2  Use of Moodle
2.1  When using Moodle and connecting services, each user must:

a)    Respect the rights of others. 

b)    Remember to logout at the end of each session. 

c)    Comply with current and future legislation including: 

·         The Data Protection Act 1998 

·         Copyright, Designs & Patents Act 1988

·         Computer Misuse Act 1990

·         Telecommunications Act 1984

·         Protection from Harassment Act 1997 

·         Counter Terrorism and Security Act 2015 Prevent Guidelines

d)   Each user (this includes tutors, guest lecturers, placement tutors, learners or guests) is responsible for ensuring that their use of Moodle complies with Montessori policies and this document.
e)   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 e-support immediately. 
3       Montessori VLE Policies Document
3.1  Montessori 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.
3.2  Users accessing Moodle from non-Montessori owned equipment (such as mobile phones or personal laptops) and users accessing Moodle from outside College premises (such as their home or workplace) are bound by the same conditions of use.
3.3  In accordance with the Montessori ICT Acceptable Usage Policy, use of Moodle must be for the purpose of teaching, training, research, coursework, associated administration or other authorised use.
4       Security
4.1      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.
4.2      Users should never attempt to access any protected Moodle area unless they are a member of the course and have been given permission to do so by the course lecturer or supervisor.
4.3      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 lecturers or supervisors 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.
4.4      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.
4.5      When information is placed onto Moodle by users, you are acknowledging that you are making it available for download, and therefore we cannot guarantee that such resources will not be seen by/distributed to third parties.
4.6      Often tutors and managers, and other users, will place links to useful websites on Moodle for the Montessori community to investigate. Montessori cannot accept any responsibility for the contents of external sites.
4.7      Access to Moodle will be withdrawn when a user is no longer employed by Montessori or when the student’s participation in one of our courses has expired.
5       Content
5.1      Users are responsible for ensuring that the learning materials added to their areas does not infringe confidentiality, copyright or the intellectual property rights of others (including colleagues).
5.2      Users should not upload any materials which would breach the ICT Acceptable Usage Policy (such as illegal or obscene content) or add links to any web pages that host such material.
5.3      Users taking part in online course activities (including assignment submission, chat rooms, forums, etc.) are prohibited from transmitting any words or pictures which are libelous, insulting, and abusive or would otherwise contravene codes of conduct.
5.4      All work submitted electronically by users should be their own. Copying others work, cheating, collusion, plagiarism and attempting to obtain unfair assessment advantages are in violation of Montessori policies.
5.5      Tutors and managers are responsible for supervising their Moodle areas and ensuring that any violations of Montessori policies are dealt with. Any violations of policies identified by learners should be made to their lecturer or supervisor in the first instance.
5.6      Moodle areas should reflect current learning provision. Once an area has been created for a tutor it is their responsibility for ensuring the academic content remains up-to-date.
5.7      Moodle areas may be removed without warning if:

·                The lecturer or supervisor has not accessed the area since it was created

·                No resources and/or activities have been added to the area

·                The area has no recent access by learners

·                The area is inappropriately visible.

5.8      Where a course area has multiple tutors or supervisors then arrangements should be made by the tutors or supervisors team to ensure that they work together collaboratively. Montessori cannot accept any responsibility where a tutor or supervisor makes changes to files or settings without informing their colleagues and the e-team.
5.9      Moodle contains documents created with a variety of software. Where possible we encourage users to upload resources in commonly used formats (such as Microsoft Office) to offer wider compatibility. Montessori cannot support learners with problems opening files externally if they are caused by incompatible software and/or hardware.
5.10    Many files on Moodle (such as videos) are quite large and best viewed over the Montessori network. Montessori cannot guarantee quality of performance or be responsible for connection issues when downloading these materials externally.
6       Data Protection
6.1   Users of Moodle must agree to:

  i. 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

 ii. Keep physical access to Moodle secure. For example, they must not login to Moodle and then leave their computer unattended

 iii. Not attempt to gain unauthorised access to any part of Moodle

 iv. Not knowingly post material which contains viruses or other programs which may disrupt the University's systems

 v. Not upload private, confidential or sensitive material unless this is authorised

 vi. Keep their own data up-to-date and secure

 vii. Ensure their computers and mobile devices are kept fully up to date with Operating System and application security patches, and that they have up-to-date virus protection on their computers to help prevent the infection or distribution of viruses.

 viii. Understand that Montessori will not take responsibility for any loss of information, which has been posted on Moodle, once users cease to be formally associated with Montessori.

7  Access logs
7.1  Access to courses and areas on Moodle is logged and the information recorded about course usage is available to the course managers. This information includes which users have visited the course, when they visited and what they have looked at. These statistics are monitored and may be used:

· to provide information on course usage

· as part of our student assessment

7.2      If you have any concerns, please contact e-support in the first instance.
8       Data storage limitations

8.1      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. Files that are not required for the delivery of a course should be stored in your network area. Where collaboration is required between lecturers, then your network shared area or another collaborative tool such as the network shared area should be used.
8.2      All users should always keep original copies of work they upload onto Moodle. Montessori accepts no liability for lost or corrupt data that has been stored on Moodle by staff or learners.
8.3      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.
8.4      All learner data and submitted work are removed from the system and archived for 6 years after user access has been removed.
8.5      Montessori computers are routinely virus scanned but Montessori 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.
8.6      Staff should not use Moodle as a tool to distribute software applications to learners (except where it has been created as part of a programming course).
9       Disciplinary Action
9.1      Should a user contravene these terms of use or any other College 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.
10    Information about us
Moodle is operated by Montessori (‘Montessori’ or 'we' or 'us') in conjunction with How To Moodle. Our registered addresses are: 4/4a Bloomsbury Square, London, WC1A 2RP and e-Innovation Centre, Priorslee, Telford, Shropshire, TF2 9FT


Site policy for all Moodle VLE users

Full policy

Your personal information is important to us. By ticking the box below, you are agreeing to letting us store your information and agreeing to the terms of service of our Moodle platform.

This allows you to access all the services provided by Montessori St Nicholas Charity and Montessori Centre International on Moodle. This also allows us to stay in touch with you and keep you up-to-date with the latest news and events about college developments and our charitable efforts.

Your data will be protected by our secure IT service. If at any point you would like to opt out, please visit our website to complete the opt out form or call 020 7493 8300. If you would like to know more about how your data is secured, you can call 020 7493 8300, Monday to Friday, 9.00am – 5.00pm, or email