List of active policies

Name Type User consent
Site Policy Site policy Authenticated users
Privacy Policy Privacy policy Authenticated users
Cookies Other policy Authenticated users


The purpose of this Site Policy is to specify your responsibilities and to promote the appropriate use of the VLE for the protection of all students, tutors and managers. The Site Policy applies wherever you are using the VLE. 

Please note that the policy applies whether we register you or you register yourself.

Full policy

What is Moodle?

Moodle is the software used by AiTS to create our Virtual Learning Environment (VLE). Moodle is a free open source software package designed using sound pedagogical principles, to help educators create effective online learning communities. Moodle is distributed under the GNU General Public License.

The VLE provides a range of features for the delivery, support, administration and participation in teaching and learning activities. The features include content delivery and collaboration between tutors and learners, such as:

  • Content creation and upload/download;
  • Discussion forums and chatrooms;
  • Messaging tools;
  • Assignments;
  • Quizzes; and
  • Monitoring of users' online activity.


All users of the VLE must be registered.

  • These policies cover the whole period that the user is a registered user of the VLE.
  • By accepting registration and logging onto the VLE you are agreeing to AiTS’ policies.


Your Responsibilities

By using the VLE you agree:

  • Not to use the VLE for anything else other than for the purposes of teaching, learning and research. However, incidental personal use, for example via the social forums, is acceptable.
  • Not to use the VLE for personal commercial use, for example marketing.
  • Not to use the VLE for uploading, storing, viewing or transmitting any material which is (or may be considered to be) defamatory, inflammatory, discriminatory, obscene or offensive.
  • Not to misrepresent AiTS or bring it into disrepute in any way through the use of the VLE.
  • To be responsible for moderating discussion forums which they may have created.
  • To always act in a professional manner. Be polite and courteous to others when using the VLE. The VLE is not to be used to libel, slander, or harass any other persons.
  • To report to the Site Administrator or a member of staff any content you consider inappropriate.
  • Not to plagiarise in submitted postings or assignments.
  • Not to breach the copyright of AiTS or any third party by copying from the VLE without authorisation. Copyright of the course materials and content of the VLE are owned or controlled by AiTS unless otherwise stated. Any copies of third party materials will be clearly labelled with warnings about any copyright restrictions.
  • Not to re-distribute the material downloaded from this site in any form.
  • Not to disclose other people’s personal information on a public forum.

Where we find material that does not conform to these requirements it will be removed from the VLE.

You agree that some material will not be provided via the VLE and that it is at the sole discretion of the individual tutor if they wish to post additional material to the VLE.

You use the VLE at your own risk. All material is posted “as is” without warranty of its accuracy. If you have any doubts about the veracity and accuracy of material posted on Moodle, you should consult your tutor.


Your Responsibilities and Data Protection

You agree:

  • To look after your own username and password. Do not share your password with anyone else and do not use the username and password of other users. 
  • To keep physical access to Moodle secure.  For example, do not login to Moodle and then leave your computer unattended.  You must not allow any other individual to log-in using your username and password. 
  • Not to attempt to gain unauthorised access to any part of Moodle. 
  • Not to post material which contains viruses or other programs which may disrupt the VLE.
  • Not to upload private, confidential or sensitive material unless this is authorised. 
  • To keep your own data up-to-date and secure. 


Certain activities will be regarded very seriously by AiTS and are subject to penalties for users, including suspension from the VLE. These activities include,

  • deliberate interruption to the use of the VLE;
  • gaining or attempting to gain unauthorised access to any part of the VLE or information stored therein;
  • unauthorised disclosure of personal data;
  • wilful or reckless infringement of any intellectual property rights of AiTS or third parties; and
  • the viewing, transmitting or storing any material which is (or may be considered to be) defamatory, inflammatory, discriminatory, obscene or offensive.

 Please read our data protection policy for more information on the way we store and use your data.


What is this Notice about? 

This notice explains what personal data is collected when the course you are studying involves the use of our Virtual Learning Environment (VLE).  It explains how we use the data and who we may share the data with.

Who is the Notice for?

The notice is of primary interest to students whose use the VLE. It supplements the more general Student Data Protection Notice.

How does AiTS check this Notice is read?

The VLE flags when a student has accepted this notice.

Who can you contact if you have any queries about this Notice?

You may contact the company’s Data Protection Officer, Richard Goddard.

Full policy

Who is processing your personal, and sensitive personal data?

If you use the VLE provided by Ai Training Services Ltd (AiTS), AiTS will Control the personal data we collect as part of the VLE enrolment process and as part of your ongoing use of the VLE. 

If you enrol on a course that is a Higher Education Qualification with our partner De Montfort University, AiTS will control and process much of your data however we will also share data with the university, such as the results of any assessments.

If you have any questions about how we process your data, you can contact our data protection officer at;

The Data Protection Officer, Richard Goddard


Unit A5 Lakeside Business Park

South Cerney


Main switchboard: +44 (0)1285 864650.  


What data do we store on the VLE

To operate successfully the VLE stores the following personal information about you:

  • Your user name and password,
  • Your email address (your email address is visible to other members of your course),
  • The pages within the site you visit,
  • Any quizzes you complete including your score,
  • Your assessments and your results including feedback where given,
  • Your DMU number.

You may store the following optional information:

  • Information about where you live,
  • A photograph and information about your hobbies and likes.

What we use the data for

We use your data to provide you with access to online courses at Statistical information about usage of the site is also used to improve the site and services provided on the VLE.

It is your responsibility to ensure your personal data is correct.  You can usually correct any errors on your profile page or you can contact us to correct the information for you.

Our legal basis for processing your data

Our legal basis for processing your personal data, is that the processing is necessary for the performance of the contract you enter into with us when registering for a course. The data we collect is required data, and failure to provide this data may mean you cannot access your course on the VLE.

Who will have access to your data

Only those staff within AiTS who administrate your education will have access to the data you provide at registration. This will include staff within the Administration Department and academic staff.

Where your award is an external award such as a De Montfort University (DMU) Award we will also share your data including results of tests and exams.  Their privacy statements can be found here

Who else may receive your data

It is not possible to list all the bodies with whom we might have to share your personal data, but the following are examples of when AiTS will release data about you to third parties;

  • Where we have a legitimate reason in connection with your time studying with us, or 
  • Where we are under a legal requirement to do so, such as to a Court or enforcement authority.
  • AiTS has a duty of care to all its students and therefore, if we have a justifiable concern about a student’s welfare, we may pass a student’s contact details and information about the concern over the student to an appropriate third party, e.g. an employer or a mental health team, to safeguard that student.
  • Where students are enrolled on courses which are accredited by professional bodies, some identifying data may be passed to the appropriate professional body in order for students to be registered with that professional body.
  • Where students are sponsored by, for example, their employer or embassy or country, AiTS will provide details of attendance and attainment to the sponsor on request. Requests for any further data will be considered on a case by case basis and AiTS may contact the student concerned for their consent to this further disclosure.
  • AiTS uses the TurnitinUK© anti-plagiarism software which could involve some personal data being released to other HE institutions for comparison purposes.

AiTS will not released at a to any third person without there being a legitimate reason to do so or, where you ask us to release such data. This means that we will not release data to banks, friends, relatives, etc., without your prior agreement.  

If you wish us to provide data in these circumstances you should provide us with written consent to release the data, stating the name and contact details of the individual to whom you wish the data to be sent, and advise the particular data you agree can be released /discussed.

Will your data be sent or stored abroad

VLE data is stored on servers within the EEA.

How long will we store your data

We will retain your full student record for six years after you last studied with AiTS so that we can fulfil our function of recording details of the awards we or our Awarding Body partners make, and provide details of your education and references when asked to do so. (After these six years we will retain transcript data only to enable us to confirm details of your award.)

Your rights

You are entitled to;

  • Request a copy of the data you provide to us in an electronic format so that you may pass that data to another body (this is called a right to data portability).
  • Request a copy of the data we hold about you (this is called a Subject Access Request). 
  • You are also entitled to raise an objection to the processing where the processing of data we hold about you is likely to cause you damage or distress.
  • You are entitled to ask us to rectify any incorrect data.
  • You may ask us to restrict any further processing of your data or to erase your data (the right to be forgotten). However, although you have the right to withdraw your consent for processing your personal data where it been supplied with your consent (this would normally be additional data you voluntarily supplied and we recorded), you cannot withdraw your consent from data you supplied as part of your contract with us as the data is required to carry out the contract. For example, you could not ask us to delete your academic record.

Other documents you should read

As a student with AiTS you should read the general student data protection notice.  It is not specific to data stored on the VLE.  

If you require any further information on, or wish to object to any of the uses to which we put your data, you should contact our data protection officer whose contact details appear at the start of this page.

Finally, you have the right to complain about the processing of your data to the UK regulator, the Information Commissioner’s Office. For more information about this body and how to make a complaint, please see


UK legislation requires us to advise you how this site uses cookies and to give you the option not to allow cookies in order to protect your privacy.  Two cookies are used by the AiTS Virtual Learning site. One is essential to the running of the AiTS VLE and you will not be able to log in unless this cookie is allowed.  The other is provided simply to retain your user name in the login box between sessions.  Third party cookies (from advertisers etc) are not used on this site.  

Full policy

Further information: 

The essential cookie is the session cookie, usually called MoodleSession. You must allow this cookie into your browser to provide continuity and maintain your login from page to page. Without this cookie, the AiTS VLE cannot function.  When you log out or close the browser this cookie is destroyed (both in your browser and also on the server).

The other cookie is purely for convenience and is usually called MOODLEID. It just 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 but you will just have to retype your username every time you log in.