More and more educators are developing web sites and using learning management systems and other forms of technology that collect and distribute information. This trend has implications for the privacy of information provided by individuals accessing learning through “online” or “e-learning” options.

Personal information is a sensitive issue. Just about everyone is asking us for our name, address, contact details and other information so we can interact with their business. However, very often that same information is sold on to other organisations for different purposes – primarily marketing.

If you’re collecting personal information there are four key points to be aware of. These principles will help you provide a level of service that will reassure and protect users, build trust and avoid misunderstandings.

1. Be up front
This is about making sure your web site has an obvious notice advising visitors and/or users

• what information is collected through your site,
  
• by whom,
  
• what is done with it,
  
• who may end up receiving that information,
  
• whether the information is collected voluntarily or if it’s mandatory,
  
• the consequences of refusal to provide any requested information, and
  
• how the data collector ensures confidentiality, integrity and quality of the information/data.

In many cases it’s obvious if your site is collecting information because the user is required to complete some sort of online form. However, if you use automated software such as logging tools, web bugs, web beacons and cookies, you need to disclose this in your privacy statement also.

2. Provide choice
It’s important that users of your site have the choice of whether or not the information they provide is used for purposes other than the transaction/interaction they intended. This applies when you plan to pass or sell information on to others and also to seemingly innocent uses of information as developing a list for promoting future events/products.

Users should have the right to say that their information can only be used for the current transaction or interaction.

3. Allow users to access their own details
Once your users agree that you can collect information from and about them, you need to provide a way they can check that information to ensure it’s accurate and complete. Quite clearly this allows individuals to identify any inaccuracies and also to update information – a bonus for you!

4. Check and/or update your system regularly
Just because your privacy mechanisms and policies are effective today, doesn’t mean they will continue to be so a year from now. Web sites and similar technologies grow, adapt and change over time. You should regularly review how you collect and use information. You should also enforce the privacy procedures and policies of your site should anyone do the wrong thing – whether intentionally or not.

Information privacy is about respecting the fact that information given willingly or collected automatically, represents knowledge about another person. That person has the right to know that you have the information and what happens with it.