Privacy Policy

Privacy Policy

1. Introduction

This Privacy Policy outlines how the Operator Training Academy Moodle Learning Management System (LMS) collects, uses, shares, and safeguards personal information. The policy ensures compliance with Army Regulation (AR) 25-22, “The Army Privacy Program,” AR 25-2, “Cybersecurity,” and other applicable Department of Defense (DoD) and federal privacy regulations.

Privacy Act Statement

  • Authority: Title 10, United States Code, Section 3013; Army Regulation 25-22.

  • Purpose: To provide educational services, manage user accounts, track academic progress, and maintain system security.

  • Routine Uses: Data may be shared with authorized personnel and agencies as outlined in applicable System of Records Notices (SORNs) and in accordance with the Privacy Act of 1974.

  • Disclosure: Providing personal information is voluntary; however, failure to do so may limit access to LMS services and features.

2. Scope

This policy applies to all users of the Operator Training Academy Moodle LMS, including students, instructors, administrators, and guests. By accessing or using the LMS, users consent to the collection, use, and disclosure of personal information as described in this policy.

Disclaimer

The Operator Training Academy is not officially affiliated with or endorsed by the U.S. Department of Defense. However, it operates in compliance with applicable DoD and Army regulations, including AR 25-22 and AR 25-2.

3. Information Collected

The LMS collects the following categories of data:

  1. Personal Information

    • Name, email address, phone number, and other contact details.

  2. Account Information

    • Login credentials, user roles (e.g., student, instructor), and course enrollments.

  3. Usage Data

    • IP addresses, device/browser types, timestamps of access, and activity logs.

  4. Academic Records

    • Assignment submissions, grades, assessments, and instructor feedback.

  5. Communication Content

    • Forum posts, private messages, and other user-generated content.

4. Purpose of Data Collection

The collected information is used for the following purposes:

  • To provide access to LMS features and course materials.

  • To support communication and collaboration among users.

  • To monitor system performance and improve user experience.

  • To generate internal reports and analytics.

  • To ensure compliance with institutional, Army, and federal requirements.

5. Data Sharing and Disclosure

  • Internal Sharing: Data may be shared with authorized users (e.g., instructors, LMS administrators) for academic or administrative purposes.

  • Third-Party Service Providers: Data may be processed by vendors providing hosting, support, analytics, or security services. All providers operate under strict confidentiality and security agreements and must comply with applicable DoD data protection standards.

  • Legal Obligations: Data may be disclosed to military or federal authorities when required by law, regulation, or lawful order, in accordance with AR 25-22.

6. Data Security

The LMS employs comprehensive safeguards to protect personal information:

  • Encryption of data in transit and at rest.

  • Role-based access controls and multi-factor authentication (where applicable).

  • Regular audits, vulnerability scans, and monitoring procedures.

  • Use of FedRAMP-authorized services (if applicable).

User Responsibility: Users must safeguard their login credentials and report any suspected breaches to the LMS administrator immediately.

7. User Rights

Users have the following rights regarding their personal information:

  • Access and Correction: Users may request to view or correct their personal data.

  • Data Deletion: Users may request deletion of their data, subject to retention rules outlined in AR 25-400-2.

  • Inquiries: Requests should be directed to the LMS administrator via [Insert contact method, e.g., email or helpdesk portal].

8. Data Retention

  • Data is retained only as long as necessary to meet educational, legal, or regulatory obligations.

  • Retention schedules follow AR 25-400-2 (Army Records Information Management System).

  • Academic records and user activity logs may be retained for [insert example duration, e.g., "up to 5 years"], unless otherwise specified by applicable policy.

9. Policy Review

This Privacy Policy is reviewed annually by the LMS administrator in consultation with the institution’s data protection officer to ensure ongoing compliance with Army, DoD, and federal standards. Updates will be communicated to users through the LMS portal.

10. Acknowledgment

By using the Operator Training Academy Moodle LMS, you acknowledge that you have read, understood, and agreed to this Privacy Policy, and consent to the collection, use, and disclosure of your personal information as described herein.

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