List of active policies

Full policy

1. Who we are and scope

This Moodle site (“Whitetree Learning (sandbox)”) is operated by Whitetree Group Limited (11365046) and Whitetree Resourcing Limited (11727311), One New Street, Wells, Somerset, BA5 2LA (“Whitetree”, “we”, “us”).
This policy explains how we handle personal data inside Moodle. It sits alongside our website Privacy and Cookies Policies; if you follow links to external services, their policies apply as well.

2. Our legal basis and compliance

We process personal data under the UK GDPR, the Data Protection Act 2018, and the Data (Use and Access) Act 2025. Depending on the activity, we rely on:

• Contract / steps to enter into a contract – provide you with courses, assessments, and support.
• Legitimate interests – secure and improve the service; manage enrolments; quality assurance; prevent abuse.
• Legal obligation – comply with law/regulators.
• Consent – only for genuinely optional features (e.g., certain analytics or integrations if presented with a choice).

3. Data we collect in Moodle

• Account & profile: name, email/username, role, cohort/group, optional profile fields you provide.
• Course participation: enrolments, activity completion, attempts, forum posts, messages, attendance.
• Assessment: submissions, grades, feedback, originality/plagiarism reports (if enabled).
• Support: helpdesk tickets and communications with us.
• Technical & logs: IP address, device/browser details, access times, error/audit logs, security events.
• Cookies: session and security cookies; optional analytics cookies if enabled (see Cookies Policy).
  Please avoid uploading special category data unless explicitly requested for an agreed purpose.

4. Where data comes from

Directly from you; from your organisation (if they create your account or enrol you); from activity generated by your use of Moodle; and, where integrations are enabled, from/to those tools (see 6.).

5. How we use data (purposes)

• Deliver courses, enrol users, track progress, provide feedback, and issue certificates.
• Provide user support and service communications.
• Secure, monitor, troubleshoot, and improve Moodle (including performance and capacity).
• Meet legal/regulatory requirements and exercise/defend legal claims.
• Run optional services (e.g., Zoom/Teams meetings, Turnitin, H5P.com), when enabled.

6. Sharing and processors

We use trusted processors that act on our instructions, such as:

• Hosting and platform operations, email delivery, monitoring/backups.
• Learning tools integrated with Moodle (examples: Zoom/Teams, H5P.com, others if enabled).
  We may disclose data to regulators or law enforcement where required by law. We do not sell personal data.

7. International transfers

If any processor stores data outside the UK, we use a lawful transfer mechanism (e.g., UK IDTA/Addendum, adequacy decision, or standard contractual clauses). Details are available on request.

8. Retention

We keep personal data only as long as needed for the purposes above and in line with our Data Registry and organisational policy. Typical examples:

• Course/assessment records: 6 years after course end.
• Activity and access logs: 12 months.
• Backups: encrypted rolling backups kept for up to 90 days.
  When periods expire, data are deleted or anonymised via Moodle’s privacy tools. Some courses/regulations may require different periods.

9. Children and age of consent

This service is provided for employees, contractors and authorised adult learners. It is not directed at children. Accounts are issued by Whitetree; self-registration and guest access are not available. If you believe a child has obtained access, contact info@whitetree.co.uk and we will take appropriate steps.

10. Your rights

You have the right to access, rectify, erase, restrict, port, and object to certain processing.
How to act on your rights:

• In Moodle: Profile → Privacy and policies → Data requests (for export/erasure), or
• Contact us using the details below.
  We will respond within legal timeframes. You may complain to the ICO (ico.org.uk).

Export downloads remain available for 14 days.

11. Security

We use TLS encryption in transit, role-based access controls, least-privilege administration, audit logging, and vetted processors. You are responsible for keeping your credentials secure.

12. Cookies

Moodle uses essential session/security cookies and may use optional analytics cookies if enabled. See our Cookies Policy for details and how to control cookies.

13. Changes and versioning

We keep this policy under review and create a new version for material changes. Moodle will prompt you to review and accept new versions where required.

14. Contact

Whitetree (Data Protection):
📧info@whitetree.co.uk
📮 One New Street, Wells, Somerset, BA5 2LA
You can also complain to the Information Commissioner’s Office (ICO): ico.org.uk.

Full policy

1. What are cookies?

Cookies are small text files placed on your device by websites you visit. They help the site function, keep it secure, remember preferences, and, where enabled, support analytics.

2. How we use cookies on this Moodle

We group cookies into:

• Essential (strictly necessary) – required for login, security, and core functions.

• Preference – remember your settings (e.g., language).

• Analytics/measurement  – help us understand usage and improve the service.

• Third-party (only when those tools are enabled) – set by integrated services such as video, plagiarism checking, or interactive content.

We do not use cookies to sell personal data.

3. Cookies set by Moodle 

The exact names may vary slightly by theme or configuration.

If you disable essential cookies, Moodle cannot function and you will not be able to log in.

4. Analytics cookies (only if enabled)

When we enable analytics, we may use one of the following:

• Matomo (self-hosted): cookies like _pk_id.*, _pk_ses.* (first-party measurement).

• Google Analytics 4: cookies like _ga, _ga_*.
  Analytics are used to understand aggregated usage and improve the service. We do not use them to make automated decisions about you. Where possible, IPs are truncated/anonymised.

Current status: Analytics are enabled: provider = Matomo; retention 14 months; IP anonymisation on.

5. Third-party tools used inside Moodle (if enabled)

Some activities embed or link to services that may set their own cookies. Examples include Zoom/Teams, Turnitin, H5P.com, Vimeo/YouTube, or Microsoft/Google services. Their cookies and retention are described in their own policies. We only enable these tools where necessary for learning delivery.

6. Managing cookies

You can control and delete cookies in your browser settings. Most browsers let you block cookies, delete existing ones, or set rules for specific sites. Blocking essential cookies will prevent you from logging in or using courses.

7. Changes

We may update this policy; Moodle will show you a new version if the changes are material.

8. Contact

Questions about this policy: info@whitetree.co.uk.
For general data protection matters, see our Privacy Policy.

Full policy

1. Who we are

These Terms apply to Whitetree Learning (sandbox) operated by Whitetree Group Limited and Whitetree Resourcing Limited, One New Street, Wells, Somerset, BA5 2LA (“Whitetree”, “we”, “us”).

2. Acceptance of Terms

By creating an account, enrolling, or using the site, you agree to these Terms and any policies referenced here (Privacy, Cookies, Accessibility). If you do not agree, do not use the site.

Note:

Audience & age

This service is for employees, contractors, and authorised adult learners.
Accounts are issued by Whitetree; self-registration and guest access are not available.
The service is not directed at children. If you believe a child has obtained access, contact info@whitetree.co.uk and we’ll take appropriate steps.

3. Eligibility & accounts

• You must provide accurate information and keep it up to date.
• Keep your credentials secret; you’re responsible for all activity under your account.
• We may require multi-factor authentication where enabled.

4. Acceptable use

You agree to:

• Use the site only for learning/teaching, support, and administration related to Whitetree courses.
• Be respectful in forums, messages, and submissions.
• Upload only lawful content and only data you have a right to share.
• Follow staff instructions and course rules.

You must not:

• Harass, bully, threaten, or discriminate against others.
• Share your account or attempt to access another user’s account.
• Circumvent access controls, probe/scan systems, or introduce malware.
• Upload or link to illegal, infringing, obscene, or defamatory content.
• Interfere with assessments, attempt to gain unfair advantage, or enable others to do so.
• Perform high-volume automated activity without written permission.

5. Academic integrity (where applicable)

All work you submit must be your own unless group work is explicitly allowed. Plagiarism, contract cheating, unauthorised collaboration, or misuse of AI tools is prohibited. Plagiarism prevention/originality tools  may be used.

6. Your content & intellectual property

• Your IP: you keep rights in content you create and submit.
• Licence to us: you grant Whitetree a non-exclusive, royalty-free licence to host, use, edit, and display your content for learning, assessment, quality assurance, support, and compliance.
• Third-party rights: only upload materials you are permitted to use; include attribution where required.
• We may remove or disable access to content alleged to infringe rights.

7. Our materials

All Whitetree course materials, branding, and software customisations are protected by IP law. You may use them for your study/teaching on this site only. Do not copy, redistribute, or resell without permission.

8. Third-party tools and links

Courses may embed or connect to services such as Zoom/Teams, H5P.com, Turnitin, Vimeo/YouTube, or cloud storage. Their terms and privacy policies apply in addition to these Terms. Some features may be unavailable if you refuse third-party terms.

9. Availability & changes

We aim for high availability but do not guarantee uninterrupted service. We may modify or withdraw features, courses, or content; we’ll try to give reasonable notice for planned outages.

10. Breaches & actions we may take

We may remove content, restrict features, suspend or terminate accounts, report concerns to your organisation, and/or contact authorities where required. Serious or repeated breaches can lead to permanent loss of access.

11. Security & reporting

Report security issues, abusive behaviour, or content concerns to info@whitetree.co.uk
Do not test or disclose vulnerabilities publicly.

12. Personal data

See our Privacy Policy and Cookies Policy for how we handle personal data and cookies, including your rights under UK law.

13. Disclaimers & liability

The site is provided “as is” to support teaching and learning. We are not liable for loss that we could not reasonably foresee, for user-generated content, or for issues caused by third-party services we do not control. Nothing excludes liability that cannot be excluded by law.

14. Termination

You may stop using the site at any time. We may suspend or end access where reasonably necessary (e.g., security, misuse, course closure). We may retain limited records as required by law or our retention policy.

15. Governing law

These Terms are governed by the laws of England and Wales, and disputes are subject to the exclusive jurisdiction of its courts.

16. Changes to these Terms

We may update these Terms; material changes will be versioned in Moodle. You may be asked to accept the new version before continuing to use the site.

17. Contact

Whitetree •
📧info@whitetree.co.uk
 📮 One New Street, Wells, Somerset, BA5 2LA.

Full policy

1) Our commitment

We want as many people as possible to be able to use Whitetree Learning (sandbox). We aim to meet the Web Content Accessibility Guidelines (WCAG) 2.1 level AA and are working towards WCAG 2.2 AA where feasible.

2) What you should be able to do

Using Moodle, you should be able to:

• navigate most pages with a keyboard and by headings/landmarks
• use screen readers with course content and activities
• zoom up to 200% without loss of content or functionality
• turn on captions/transcripts for supported media
• use your own colour/contrast and font settings

3) How accessible this site is

Moodle core is designed with accessibility in mind, but some parts are not fully accessible yet:

• User-generated content and files (slides, PDFs, scans) may not be tagged or structured for screen readers.
• Some third-party tools/embeds (e.g., Zoom/Teams, H5P.com, Turnitin, YouTube/Vimeo) have their own accessibility constraints.
• A few legacy activities (e.g., old SCORM packages, drag-and-drop question types) can be hard to use by keyboard only.
• Occasional contrast or focus-indicator issues may appear in custom themes or plugins.

If you encounter an issue that blocks you, contact us and we’ll offer a suitable alternative or fix where possible.

4) What to do if you can’t access something

Email info@whitetree.co.uk with:

• the page or activity you’re trying to use
• what assistive tech you use (optional)
• the problem you’re experiencing
  We’ll acknowledge within 2 working days and aim to respond/fix or offer an alternative within 5 working days.

5) Requesting information in a different format

If you need course materials in a different format (accessible PDF, large print, audio, captioned video, structured DOCX), contact info@whitetree.co.uk    with your requirements and the course name/link.

6) Reporting accessibility problems

We’re always looking to improve. Report problems to lms-support@whitetree.co.uk . If you’re not satisfied with our response, you can seek advice from the Equality Advisory and Support Service (EASS).

7) Technical information about this site’s accessibility

• This site partially conforms to WCAG 2.1 level AA.
• Known non-compliances are described in §3. We prioritise fixes based on impact and frequency.
• Third-party tools embedded in courses are covered by their own accessibility statements.

8) Compatibility and supported browsers

Moodle works with current versions of modern browsers (Chrome, Edge, Firefox, Safari) on desktop and mobile. Some older browsers or heavily customised extensions may reduce accessibility.

9) What we’re doing to improve accessibility

• Accessibility checks for new themes/plugins before release
• Encouraging content authors to use headings, alt text, captions, and proper tables
• Replacing inaccessible legacy packages over time
• Periodic manual audits and user feedback reviews

10) Preparation of this statement

• Prepared on: 05 November 2025
• Last reviewed on: 05 November 2025
• Method: internal review of Moodle core features, theme checks, and sample course audit against WCAG success criteria.

11) Contact

Whitetree
📧lms-support@whitetree.co.uk
 📮 One New Street, Wells, Somerset, BA5 2LA