While we recognise that our platform is only part of your overall drive for your organisation to be GDPR compliant, we will have taken steps to ensure that Totara Learn is capable of fully supporting GDPR requirements . We have identified some improvements we can make and these are detailed as described detailed below.
3) Improvements to Totara Learn
While Totara Learn supports previously supported many of the existing rights under current legislation, we have identified and implemented further improvements to the platform that will to support subscribing organisations and partners to be in becoming GDPR compliant.
The ability for administrators to track the version of a site policy and any opt-ins that a user has agreed to.
The ability for a user individual users to visit the site policy pages they have signed up to and amend their agreements to the policy or opt-ins.
We are developing the The ability for Administrators an individual user to export of all data that is linked to a given user, to allow the Administrator to review the data prior to transmitting the data to the userthem. Note, the data will be in the format format of each item of exported date is equivalent to how it as stored in the application's database (e.g., numerical values that represent status).
This data will complement complements the user's ability to see what type of processing is happening in the system and should align with the data policies they have the user has signed up to in the site policy. For example, they will be able to tell from the output that the platform is processing items like: quiz answers; appraisal completions; 360 feedback responses; course enrolments, progress and completion; site logins etc.
While the data export improvement above will provide provides all data in a consistent output that may be useful for porting data, our view is that there are key data items that somebody is likely to want to "port" to another platform and this needs to be in a more human readable format.
In Totara Learn this is was and continues to be available through existing capabilities in our the application (e.g. Report Builder, Record of Learning).This can provide information that would This approach can be useful for an individual wanting, for example, to take their completion data (courses, competencies, certifications) with them to a new employer.
In order to comply with data retention policies and the right to erasure we are enhancing your ability , we added the ability to manage "Purge Types". For each "Purge Type" configuration, you will be administrators are able to configure what happens to corresponding data throughout the system for users who have that "Purge Type" applied to them.
As an example, you could administrators can configure these three types:
To adhere to your data retention policy period and the requirement to only keep the data you need for as long as you need it, you may choose to apply a type when a person leaves the organisation, the second type after 5 years and the 3rd after 7 years.
You will be Administrators are able to configure these "purge types" and therefore what they mean for data in a different areas across the platform.
4) Where is it available?
We delivered these the improvements described above in an interim major release, Totara Learn 11, in February 2018. Organisations running on earlier major releases of the platform will need to upgrade to Totara Learn 11 in order to utilise these improvements for achieving GDPR compliance.
5) Extending for complex requirements
We are providing have provided a robust set of features that should apply to the vast majority of subscribers and the data policies that they implement. However, you may have some organisations have a very specific scenario that requires a specific set of system output or some other tweak to our the platform's core functionality.
Since our software is open source and we will also build this new capability built these improvements specifically to be extensible, our partners are empowered to extend this these capabilities further in order to fully meet your specific needsa wider set of requirements.