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Privacy Policy

This Privacy Policy describes the terms and conditions under which the University of the Aegean collects, uses, manages, or shares information and personal data of users visiting the Asynchronous e-Learning Platform.

Personal Data Collected During Platform Use

Personal data collected during the use of the platform is analyzed into the following two main categories:

Personal Information

Information that identifies or can lead to the identification of a natural person. The personal information collected includes:

• Full Name: The platform may request users to register their full name for identification, display in results, grades, etc.

• Email Address: The email address is used for communicating with users, sending notifications, and updates regarding the educational process.

• Profile Picture: Users may upload a profile picture representing them during their use of the platform. This photo may be used for user identification within the system and for display in relevant sections.

This personal information is collected to verify user identity, enable communication between the platform and users, and provide a personalized user experience.

Non-Personal Identification Information

Non-personal information is data that cannot identify you as a natural person. This includes:

• Usage Data: Information about how users interact with the platform (browsing pages, time spent on each page, browser type, device type, operating system, and screen resolution).

• Referral Mechanisms: Information regarding how users found the website (e.g., search engines, referrals from other sites).

• Anonymous Demographic Data: Anonymous data regarding the geographic origin, age, and gender of users.

Browser Cookies

The Asynchronous e-Learning Platform may use "cookies" to enhance the User's browsing experience. Details regarding the storage and use of cookies can be found in the "Cookies Policy."

How We Use Collected Information

The University of the Aegean may collect and use Users' personal information for the following purposes:

• To provide access and services: For the correct display of your information on the platform's webpages.

• To improve user service: To respond more efficiently to user service and support needs.

• To personalize user experience: To provide personalized navigation within the platform and its services.

• To send periodic emails: To respond to inquiries, questions, and/or other requests.

Data Retention Period

Your personal data is retained only for the reasonable period required by the nature of the data processing and only as long as necessary to achieve its purpose, unless there is a contrary legal obligation for further retention.

How We Protect Personal Data

We adopt and implement appropriate data collection, storage, and processing practices and required security measures to protect against unauthorized access, alteration, disclosure, or destruction of your personal information, username, password, and data stored on the platform and our information systems. Encryption techniques, restricted access, and strict security policies are applied.

Sharing Your Personal Information

We do not trade personal information or data with any private individual or entity. We reserve the right to share aggregated demographic information, not linked to any personal information, with trusted partner entities or services of the University of the Aegean.

Third-Party Websites

The Platform may contain links to third-party websites for informational purposes. The University of the Aegean is not responsible for the content or privacy practices of these third parties.

Changes to This Privacy Policy

The University of the Aegean has the discretion to update this Privacy Policy at any time. We encourage users to frequently check this page for any changes. It is your responsibility to periodically review this policy and be aware of modifications.

Acceptance of Terms

By participating in the educational process through the Asynchronous e-Learning Platform, you explicitly consent to the collection, recording, processing, and retention of your Personal Data for the educational, research, statistical, and administrative purposes of the Institution.

Contact

If you have any questions regarding this Privacy Policy, please contact us at moodle@aegean.gr.

Full policy

A cookie is a small piece of text sent to your web browser (e.g., Google Chrome, Safari, Mozilla Firefox, etc.) by a website you visit. It helps the website remember information about your visit, such as your preferred language and other settings. This can make your next visit easier and the site more useful to you. Cookies serve an important purpose; without them, using the web would be a much more complicated experience. We use cookies for many reasons, for example, to capture your safe search preferences, to count the number of visitors to a page, to facilitate your registration for our services, and to protect your data. More information on the use of cookies can be found here.

Cookies are unique to each web browser and contain anonymous information regarding the websites you visit and the devices you use. Two cookies are used by this website:

Cookie Name	Purpose	Duration	Type
MoodleSession	Maintains the continuity of the user's login session as they browse the platform's pages.	Expires when the browser is closed (Session)	Strictly Necessary
MOODLEID1_	Remembers the username for the automatic completion of the field on the login page.	60 days	Functionality / Preferences

Specifically:

• MoodleSession (Strictly Necessary): This is a session cookie that ensures the continuity of your login as you navigate from page to page. Without it, you would have to log in on every new page you open. It is a secure cookie transmitted via encryption and is automatically destroyed when you log out or close your browser.
• MOODLEID1_ (Functionality/Convenience): This cookie is used for your convenience as it stores your username in your browser. Thus, the next time you visit the login page, your username will already be filled in. It is safe to reject this; you will simply need to type your username during every new login.

Third-Party Cookies

Due to the nature of the educational process, the platform integrates third-party services. When you use these features, the respective providers may place their own cookies:

• Videos & Lectures (Panopto, YouTube): Used for content playback, view counting, and access security.
• Teleconferencing (Zoom, BigBlueButton): Necessary for connecting to and participating in live classes.
• Plagiarism Check (Turnitin): Used for identification during the submission of assignments.
• Interactive Content (H5P): May load cookies if it includes embedded videos from external sources.
• MathJax: For the correct rendering of mathematical symbols.

The University of the Aegean does not control the cookies of these third-party providers. You can find information about their policies on their respective websites.

Note: Disabling third-party cookies in your browser settings may make it impossible to use the above functions.

Information Collected Automatically (Log Files)

Due to the nature and operation of the internet, as soon as you visit the Asynchronous eLearning Platform of the University of the Aegean, the server records your IP address in a special file (log file). This IP address constitutes personal data, even if we are not able to identify you on our own based on this element.

The reason (legal basis and purpose of processing) for which we collect your IP address and maintain it in log files is, on the one hand, our legitimate interest in processing these data to ensure the security of networks, information, and services against accidental events or illegal or malicious actions that jeopardize the availability, authenticity, integrity, and confidentiality of stored or transmitted data (e.g., protection against "denial of service" attacks) and, on the other hand, our legal obligation to provide the most secure environment possible for the processing of your personal data.

This processing is permissible as it does not involve a serious risk to your rights and freedoms, while it is explicitly allowed under the General Data Protection Regulation (GDPR) of the European Union (EU) 2016/679 to be based on our legitimate interest.

How you can control cookies via the browser

Every user of the Asynchronous eLearning Platform of the University of the Aegean has the option to change the settings in the web browser they use regarding cookies and their acceptance.

Depending on the browser, you can choose to automatically accept all cookies, to be warned when cookies are used in certain cases, or to generally disallow the use of cookies.

To manage and disable cookies, please follow the relevant instructions provided for the major web browsers:

• Google Chrome
• Safari
• Microsoft Edge
• Mozilla Firefox
• Opera