User Data & Account Deletion Policy

This policy explains how users can request access to their personal data, export it, or request that their personal data or account be deleted. It sets out what data is collected, how it is protected, how long it is retained, and how users may exercise their rights under privacy laws.

User Data & Account Deletion Policy

1. Purpose
We are committed to protecting the privacy and security of all users. This policy describes how personal data is collected, used, stored, shared, and deleted, and how users can request export or deletion of their data or account.

2. What Personal Data We Collect

  • Information you provide when creating your account: name, username, email address, profile picture, etc.

  • Data generated by your activity on the site: courses enrolled, course progress, submissions, forum posts, grades, login history, as applicable.

  • System / log data: IP address, browser type, device type, timestamps, etc., if logged by the system for security, diagnostics, or analytics.

3. How We Use Your Personal Data

  • To operate the Moodle site: authentication, course access, grading, feedback.

  • To enable features such as course tracking, progress reports, and communication in courses.

  • For security, maintenance, debugging, and system improvement.

  • To comply with legal requirements where applicable.

4. Data Retention

  • Personal data will be retained so long as your account is active and required for the purposes specified.

  • Some data may be retained even after account deletion if required by law or if it is anonymised.

  • Specific retention periods for certain data types (e.g. grades, transcripts) will follow institutional or legal policy.

5. Exporting Your Data

  • You have the right to request a copy of all personal data we hold about you.

  • To do this, go to your profile → Privacy & policies → Data requests, then select "Export all my personal data".

  • The privacy officer or site administrator will review and approve the request (or automatically if configured).

  • Once approved, you will be notified; you will have a limited time to download the exported data.

6. Deletion of Data / Account Deletion

  • You may request that all your personal data be deleted.

  • To do this, go to your profile → Privacy & policies → Data requests, then select "Delete all my personal data" (or “Delete my account”).

  • This request will be reviewed by the privacy officer or administrator.

  • After approval, your account will be deactivated/deleted, you will lose access, and the data (except any data that cannot be deleted for legal or technical reasons) will be removed.

  • Forum posts or content posted by you may be “blanked” (i.e., the content is retained but anonymised) if needed to preserve course integrity or discussion continuity.

7. Legal Rights

  • You have the right to access your personal data, to request correction of inaccurate data, to request erasure, to restrict or object to processing, and to data portability, as per applicable data protection laws.

  • If you believe your rights are violated, you may contact our privacy officer or the relevant supervisory authority.

8. Privacy Officer

  • The site has a designated Privacy Officer. You can contact them via [contact details or link in user profile].

  • They are responsible for handling data requests, account deletions, and ensuring compliance with this policy.

9. Changes to this Policy

  • This policy may be updated from time to time.

  • Any changes will be posted, and users will be notified if required by law or institutional policy.

10. Contact Information

  • If you have questions or want to make a data/deletion request, please use the “Contact privacy officer” link in your profile → Privacy & policies panel, or send email to: privacyofficer@tandabuionline.ac.tz.

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