Privacy and Cookie Notice

Last updated: August 3, 2026

1. Who we are

This Moodle learning platform is operated by:

Organisation: Maxcademy bv
Address: Oder 20, Unit A9933, 2491 DC, the Hague, the Netherlands
Email: privacy@maxcademy.com
Telephone: +31705690998
Data Protection Officer: J.C. Kouwenhoven

For the purposes of applicable data-protection law, Maxcademy is the data controller for the personal information described in this notice.

2. What this notice covers

This notice explains:

• what personal information we collect through this Moodle site;

• why we use it;

• who may receive it;

• how long we keep it;

• what cookies and similar technologies are used; and

• the rights you have concerning your information.

It applies to learners, teachers, course administrators and other people who use this Moodle site.

3. Information we collect

Depending on how you use the platform, we may collect the following information:

Account information

• your name;

• username;

• email address;

• user ID;

• profile information;

• organisation, school or department;

• account preferences; and

• your role on the platform.

Course and learning information

• courses in which you are enrolled;

• assignments and files you submit;

• quiz attempts and answers;

• grades, feedback and completion records;

• forum posts, messages and other contributions;

• attendance or participation information; and

• certificates or other learning records.

Technical and activity information

• your IP address;

• browser and device information;

• login and logout times;

• pages, courses and activities accessed;

• actions taken within the platform;

• system and security logs; and

• information needed to diagnose technical problems.

Information sent to external learning tools

Some courses may contain videos, presentations, conferencing services or other external learning tools.

When you choose to use one of these services, the service may receive information such as:

• your name or username;

• email address;

• Moodle user ID;

• course membership and role;

• information about the activity you opened;

• work submitted through the tool; and

• grades or completion information, where the tool requires it.

The exact information shared depends on the service and how it has been configured. The external services currently used are listed in section 9.

4. Why we use your information

We use personal information to:

• create and manage user accounts;

• provide access to courses and learning materials;

• deliver teaching, training and assessment;

• record participation, progress, completion and grades;

• allow communication between learners and teaching staff;

• provide technical support;

• maintain the security and reliability of the platform;

• investigate suspected misuse or security incidents;

• meet our legal, educational and administrative obligations; and

• provide external learning tools that form part of a course.

We do not use information collected through this Moodle site for third-party advertising.

5. Our legal bases

We process personal information only where we have a lawful reason to do so.

Depending on our organisation and your relationship with us, our legal bases may include:

• performance of a contract, where processing is needed to provide a course, training service or related service you have requested;

• compliance with a legal obligation, where the law requires us to maintain particular educational, financial or administrative records;

• performance of a task in the public interest, where we are a public educational body or are carrying out an official educational function;

• legitimate interests, where processing is reasonably necessary to administer, secure and improve the learning platform and those interests do not override your rights; and

• consent, where you are given a genuine choice—for example, before optional third-party content places non-essential cookies on your device.

Site administrator: Delete any legal bases above that do not apply and specify the correct basis for each main purpose. Public institutions should confirm whether their educational processing is based on a legal obligation or a public task rather than legitimate interests.

Where we rely on consent, you may withdraw it at any time. Withdrawing consent does not make earlier processing unlawful.

6. Who can see your information

Your information may be available to:

• authorised teachers, trainers and course administrators;

• Moodle site administrators and technical-support staff;

• staff responsible for education, assessment or administration;

• our Moodle hosting and IT-service providers;

• providers of external learning tools used in your courses;

• regulators, courts or public authorities where disclosure is legally required; and

• other users, where you deliberately post information in a shared area such as a forum.

Access is limited according to each person’s role and responsibilities.

We do not sell your personal information.

7. How long we keep information

We keep personal information only for as long as it is needed for the purposes described in this notice and to meet our legal and administrative obligations.

Our normal retention periods are:

Information	Retention period
User account and profile	While the account is active, then 24 months after the last course ends or the user becomes inactive
Course participation and completion records	While the account is active, then 24 months after the last course ends or the user becomes inactive
Assignments, quiz attempts and grades	While the account is active, then 24 months after the last course ends or the user becomes inactive
Forum posts and course communications	While the account is active, then 24 months after the last course ends or the user becomes inactive
Technical and security logs	While the account is active, then 24 months after the last course ends or the user becomes inactive
Support requests	While the account is active, then 24 months after the last course ends or the user becomes inactive
Consent records	While the account is active, then 24 months after the last course ends or the user becomes inactive

Information may be kept longer where this is required by law, needed to establish or defend a legal claim, or necessary to investigate a security incident.

When information is no longer required, it will be deleted or anonymised in accordance with our retention procedures.

8. Cookies used by Moodle

Cookies are small text files stored by your browser. This Moodle site uses cookies needed to provide the service and may use an optional cookie to remember your username.

Moodle cookies

Cookie	Purpose	Type	Typical duration
MoodleSession	Maintains your session and keeps you logged in while you move between pages. Moodle cannot provide a logged-in session without it.	Strictly necessary	Deleted when you log out or close your browser
MOODLEID or a similarly named cookie	Remembers the username entered on the login page so that it can be filled in on a later visit. It does not store your password.	Preference or convenience	[Check and enter the duration configured on your site]

The precise cookie names may include a prefix if this Moodle installation has been configured to use one.

You can refuse or delete the username cookie. You may then need to enter your username again when you return.

Blocking the essential session cookie will prevent you from logging in and using authenticated areas of Moodle.

9. Embedded content and external tools

Courses may include content or tools provided by external organisations. Examples can include hosted videos, interactive presentations, virtual classrooms and learning applications.

An external service may:

• receive your IP address and device information;

• learn that you visited a particular Moodle page;

• place cookies or similar technologies on your device;

• receive account or course information needed to provide the activity; or

• process information you submit through the external service.

Where an external service uses non-essential cookies, it should not load until you have made a choice through our cookie controls.

The external services used on this site are:

• YouTube (video)
• Vimdeo (video)

Some external services may process information outside the European Economic Area. Where this occurs, we use an approved transfer mechanism or another legally recognised safeguard. Details are available by contacting us.

10. Managing cookies

You can manage non-essential cookies using [the “Cookie settings” link or button and its location].

You can also control cookies through your browser settings. Blocking all cookies may prevent Moodle from working correctly because the session cookie is necessary for login.

You may withdraw consent for non-essential cookies as easily as you gave it. Withdrawing consent does not affect cookies or processing that occurred before the withdrawal.

11. Security

We use appropriate technical and organisational measures to protect personal information against loss, misuse, unauthorised access, alteration and disclosure.

These measures include access controls, user permissions, secure connections, software maintenance, backups and monitoring appropriate to the nature of the platform.

No online system can be guaranteed to be completely secure. Please protect your login details and contact us promptly if you believe your account has been accessed without permission.

12. Your data-protection rights

Subject to the conditions and exceptions in applicable law, you may have the right to:

• obtain information about how we use your personal data;

• request access to the personal data we hold about you;

• ask us to correct inaccurate or incomplete information;

• ask us to erase information in certain circumstances;

• ask us to restrict how information is used;

• object to certain processing;

• receive certain information in a portable format;

• withdraw consent where processing is based on consent; and

• lodge a complaint with a data-protection supervisory authority.

Some rights may not apply in every situation. For example, we may need to retain certain learning records because of a legal or educational obligation.

To exercise a right, contact [privacy contact email]. We may need to verify your identity before completing the request.

13. Complaints

Please contact us first if you have concerns about how your information is being used:

Email: privacy@maxcademy.com
Postal address: Oder 20, Unit A9933, 2491 DC, the Hague, the Netherlands

You also have the right to complain to the data-protection supervisory authority in the EU or EEA country where you live, work or believe an infringement occurred.

Our lead or local supervisory authority is:

Authority: [name of supervisory authority]
Website: [authority website]
Contact details: [contact information]

14. Children and younger users

This site may be used by children or young people as part of an educational programme. We process their information only as necessary to provide and administer that programme and in accordance with applicable child-protection and data-protection requirements.

Where consent is the legal basis and parental or guardian authorisation is legally required, we will obtain that authorisation before processing the information.

Questions about a child’s information may be sent to privacy@maxcademy.com.

15. Changes to this notice

We may update this notice when our services, external tools or legal obligations change.

The current version will be available through the Policies or Privacy link on this Moodle site. Where a change materially affects how we use personal information, we will provide an appropriate notice.

16. Contact us

For questions about this notice or the use of your personal information, contact:

Organisation: Maxcademy bv
Privacy contact: J. Kouwenhoven
Email: privacy@maxcademy.com
Address: Oder 20, Unit A9933, 2491 DC, the Hague, the Netherlands
Data Protection Officer: J. Kouwenhoven