Privacy Policy
Last updated: 6 September 2026
This page explains what personal information the DialogueHub learning platform at lms.dialoguehub.org holds about you, why we hold it, who else can see it, and what you can ask us to do with it. It covers this learning platform only. Our public website at dialoguehub.org is a separate site.
We have written it against the standard set by the EU General Data Protection Regulation (GDPR), because our participants live across Europe, Turkey, Southeast Asia, Africa and the Americas, and that is the strictest standard any of them would expect.
1. Who is responsible
DialogueHub is a joint initiative of independent dialogue organisations working together on a voluntary, non-profit basis. It is not itself a registered company or association, and each partner organisation keeps its own separate legal identity. The initiative operates this learning platform collectively and is responsible for the information described below.
For anything on this page, write to info@dialoguehub.org. That address reaches the people who administer the platform.
2. What we hold, and where it came from
You cannot sign up for this platform yourself. There is no registration form. Every account was created by an administrator from a participant list supplied by one of our partner organisations, usually after you applied to a course or asked to be enrolled. If you are wondering how we got your address, that is the answer, and the partner who enrolled you can tell you more.
For each account we hold:
| Always | Your email address, your preferred interface language and your time zone, so that session times display correctly for where you live. Not your name. |
|---|---|
| Only if you add it | City, country and a profile picture. These are optional fields in your profile. Almost nobody fills them in, and nothing on the platform requires them. |
| Automatically | A record of when you last opened each course, and a technical log of actions such as logging in and opening a page. The log includes the IP address the request came from. |
| Only if you use the app | If you install the Moodle mobile app and turn on notifications, we store the token your device needs in order to receive them. |
| Outside the platform | When we send you a course reminder or a password link, we keep a delivery record — the time, your address, and whether it went through — so that we can tell whether a message that did not arrive was ever sent. |
We do not hold your name. Every learning platform insists on having a name field, so ours holds your email address instead — that is what you will see in the corner of the page and in the letter on your profile picture. Your address already identifies you, and a second identifier would only be one more thing to lose. We do not hold your phone number, postal address, date of birth, employer or any identity document either — those fields exist in the software but they are empty for every account, and we do not ask for them.
3. What we do not collect
This is worth stating plainly, because a learning platform could collect much more than this one does. On lms.dialoguehub.org there are no grades, no assignments to submit, no quizzes, no forum posts and no private messages — not "we delete them", but none have ever existed. The platform is used to deliver reading, video and session information, and nothing else. The only forums are the announcement forums your teacher posts to, which participants cannot reply to.
We also do not run any advertising or audience-tracking service. There is no Google Analytics, no Matomo and no advertising pixel anywhere on the site, and the platform's own optional analytics and prediction features are switched off. The one exception is not ours: the YouTube and Vimeo players embedded in course pages bring their own tracking with them, and section 6 explains what that means.
4. Why we hold it
- To run the course you enrolled in — give you an account, show you the right material, and let your teacher see who is in the group.
- To tell you when your session is — the reminder emails, and the calendar entries that display in your own time zone.
- To keep the platform working and secure — the technical log exists so that we can investigate a fault or a suspicious login.
We do not sell your information, we do not share it for anyone's marketing, and we do not use it to build a profile of you.
What allows us to
Your account, your enrolment and the session reminders we hold because you asked to take part in a course and we cannot run it for you otherwise. The technical log we hold because we have a genuine interest in keeping the platform working and secure, weighed against the fact that it is short-lived and nobody reads it unless something goes wrong.
We do not rely on your consent for any of this, which is why the platform does not ask you to tick a box. That is not a way of avoiding the question: it means you cannot be asked to agree to something as a condition of using the site, and you keep the right to object or to have everything deleted at any time. Section 8 explains how.
5. Who else can see it
Your teacher and the platform administrators can see your email address and course activity. Beyond that, these companies process some of your information on our behalf:
| Namecheap | Hosts the server. Everything stored on the platform physically sits on their infrastructure. |
|---|---|
| Zoho (ZeptoMail) | Delivers our email. Receives your email address and the content of the message. We use their European service. |
| Zoom | Runs the live sessions. When you join a meeting you are subject to Zoom's own privacy policy, and the name you type on joining is visible to everyone in the room. |
| YouTube (Google) and Vimeo | Host videos that are embedded in course pages. See the next section. |
| Moodle notification service | Passes push notifications to the mobile app, for the small number of people who use it. |
We may also disclose information if a law requires it. That has never happened.
6. Cookies and embedded video
The platform sets two cookies of its own:
| MoodleSession | Identifies your session while you are signed in. It holds no personal information, it is required for logging in to work at all, and it goes away when your session ends. |
|---|---|
| MOODLEID1_… | Set after a successful login and kept for 60 days. It holds your username in encrypted form, so that the login page can fill it in for you next time. |
Neither is used to track you across other websites, and we do not read them for any purpose beyond signing you in.
Course pages embed videos hosted by YouTube and Vimeo. Those players set their own cookies in your browser, and they do it as soon as a page containing a video loads — we have no control over what they store or what Google and Vimeo do with it. If that matters to you, your browser's third-party cookie settings are the place to control it.
7. How long we keep it
We do not delete accounts automatically. Yours stays for as long as we run the platform, so that you can come back to the material from a course you finished years ago without having to ask anyone. Nothing expires and nothing is cleared out on a schedule.
If you would rather we did not keep it, tell us and we will delete it. We will not ask you why, and it costs you nothing. Section 8 explains how.
- Your account and your course enrolments — kept until you ask us to remove them.
- The technical log — deleted automatically after 365 days. The record of which pages you opened, and the IP address you opened them from, does not build up indefinitely even though your account does.
- Email delivery records — kept alongside your account, and deleted with it when you ask.
8. Your rights
You can ask us to:
- give you a copy of everything we hold about you;
- correct anything that is wrong;
- delete your account and your data;
- stop or limit a particular use of it;
- hand your data over in a portable form.
There are two ways to ask, and both reach the same people:
- From inside the platform, once you are logged in, use the privacy request form in your profile. This creates a tracked request.
- By email to info@dialoguehub.org.
We aim to answer within 30 days. We will not charge you and we will not ask you to justify the request. If you are unhappy with how we handle it, you have the right to complain to the data protection authority in the country where you live.
9. Where your data is stored
The platform runs on a server in the European Union, provided by Namecheap, Inc. Our email is delivered through Zoho's European service. So the account itself, the course material and the mail all stay within the EU.
Two things do leave it. Zoom is a United States service, so joining a live session sends your name and connection details there. YouTube and Vimeo are United States services, so playing an embedded video contacts them from your browser. Where information moves outside the European Economic Area, we rely on the standard contractual terms those providers offer for such transfers.
10. How we protect it
The site is served over HTTPS and plain connections are redirected to it, so what passes between your browser and the platform is encrypted. Passwords are stored as one-way hashes — we cannot read yours, and neither can anyone who obtained a copy of the database. That is also why a forgotten password is reset rather than looked up and sent to you.
Administrator access is held by a small number of people. Your teacher can see the participants of their own courses and nothing else.
No system is perfect, and we would rather say that than claim otherwise. If you think an account has been misused, write to info@dialoguehub.org and we will look into it.
11. Children
This platform is intended for adults and university students. We do not knowingly create accounts for anyone under 16. If you believe we hold information about a child, write to us and we will remove it.
12. Changes to this page
If we change how we handle your information, we will update this page and change the date at the top. If a change is significant, we will tell enrolled participants by email rather than relying on you to notice.