Privacy Policy

This privacy policy was last updated on the 24th May 2018.

Please read this through and ensure you agree before continuing to use this site. Many thanks

Identiplant.co.uk uses Moodle software to provide an on-line course.  The purpose of this policy is to inform you of our obligations and to lay out appropriate use of this site and the data held.

By using Identiplant you agree to be bound by this policy, which will take effect immediately at your first login or subsequent login when you are notified of policy updates.  If you do not agree you should cease to use Identiplant and notify us at website@identiplant.co.uk

Privacy
Access to Identiplant is controlled by user permissions. You should log into Identiplant using your own user account and never allow another user access.

The Identiplant Facebook page is a private group.  Users ask to join and have to be enrolled members of Identiplant to be accepted.  Posts to the page are monitored.

Information we collect
Information we collect from you when you apply to be a student
From the student application form
First and Last name
Contact phone number
Contact email address
Address including county and postcode
Volunteer status and group
Date of previous application
Other additional information you share

From the reference form (only gathered for volunteers)
Volunteer details
First and Last name
Volunteer membership and length of membership
Membership continuation

Referee’s details
Name
Contact phone number
Contact email address
BSBI membership
Name of group or organisation
Position / role in the group
Does the group gather botanical records
Where are they stored
Other additional information shared

Information we collect from you when you apply to be a Tutor
First and Last name
Contact phone number
Contact email address
Address including county and postcode
Relevant experience/qualifications

All payment and financial data is collected and managed by Field Studies Council – http://www.field-studies-council.org/website/privacy-and-cookies.aspx

Data stored in Identiplant on-line course
For all on-line users
First and last name
Course reference number
User name – generated from your first and last name
Password – initial password sent to you – subsequent passwords known only to you and stored encrypted
Email address
County and country

For students
Tutor name
Group
Assessment records for units 1 – 14

Data we collect from you in the end of course questionnaire
First and Last name
Tutor
Email address
Age Group
Various information about fieldwork and course experiences

How long is data stored?
The application information is stored long enough to process the applications (usually one calendar month).  All data from unsuccessful applications is deleted.

Successful applicants and Tutor data is stored as long as you are enrolled in Identiplant.  All personal and course data is deleted when you leave the course.

End of Course Questionaire data is stored for statistical reporting.  All personally identifiable data is removed from this data set and only resultant statistical analysis is stored.

How is the information used?
Fellow students in your group, your tutor, course administrator and system administrator will have access to your name and email address, You and your fellow group members will be able to view each other’s profiles.

Only you and authorised persons (your tutor, course administrator and site administrator) will have access to your assessment information.

From time to time if a problem is reported, a system administrator may need to login as a user in order to observe exactly what the user is seeing. This is used for troubleshooting purposes and as a last resort, when all other avenues have been exhausted and the user is still experiencing difficulties. The administrator can do this without needing any login information from the user, thus preserving the security of the user’s password.

Activities on Identiplant are fully logged. Records are kept of when you access the site, courses and resources along with a log of all online communication such as forum posts, assignment submissions, page views etc. These records are available to course administrators and system administrator.

Non-personalised statistical data analysis from End of course questionaires is used for course quality control, review and reflection and improvement.  This analysis may be shared with third parties outside Identiplant.

YOUR RIGHTS
By law, you have a number of rights when it comes to your personal data

The right to be informed. You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. This is why we are providing you with the information in this policy.

The right of access.  You have the right to obtain access to your information, which you do when logged on to Identiplant.  This is so you are aware and can check that we are using your information in accordance with data protection law.

The right to correction.  You are entitled to have your information corrected if it is inaccurate or incomplete. You can do this through your profile or by contacting us at website@identiplant.co.uk

The right to erasure.   You can request the deletion or removal of your information where there is no compelling reason for us to keep using it.

The right to data portability.  You have rights to obtain and reuse your personal data for your own purposes across different services. For example, if you decide to switch to a new provider, this enables you to move, copy or transfer your information easily between our IT systems and theirs, safely and securely without affecting its usability.

The right to lodge a complaint.  You have the right to lodge a complaint about the way we handle or process your personal data with your national data protection regulator.

The right to withdraw approval.  By agreeing to our terms and privacy policy, you have given your consent to our use of your personal data. However you have the right to withdraw your consent at any time (although if you do so, it does not mean that anything we have done with your personal data with your consent up to that point is unlawful).

EMAILS
If you opt to accept our privacy policy you consent to our use of your email address.

SECURITY
Identiplant has implemented technology and security features, as well as strict internal guidelines, to safeguard the privacy of your personal information from unauthorised access or improper use. We will continue to enhance our security procedures as new technology becomes available.

While we make every effort to ensure that your information is secure on our system, you should bear in mind that submission of information over the internet is never entirely secure. As a result, we cannot guarantee the security of any information you transmit to us and you do so at your own risk.

Your account information is password-protected for your privacy and security. You can play an important role in keeping your personal information secure by maintaining the confidentiality of your password used on the site. We recommend that you change your password from time to time for additional security. Please advise us immediately if there is any unauthorised use of your account by any other internet user or any other breach of security.

Only key members of our personnel have access to personal information. Backups are run to prevent loss of information and our internet servers are housed in secure facilities.

It is advisable to close your browser when you have finished your user session to help ensure others do not access your personal information if you use a shared computer or a computer in a public place.

INFORMATION SHARING AND DISCLOSURE
Identiplant is committed to protecting your personal information. We will not disclose your personally identifiable information to anyone outside Identiplant.

CONTACT DETAILS
website@identiplant.co.uk