General personal information collected on our websites

When you visit any of the websites within the Maine.Gov domain, we hold certain information about you for service and security reasons. The Maine EMS Education System (MEMSEd), a learning management system using the Moodle platform, collects, holds and processes additional personal information and also uses your data as set out below.

Legal basis for the use of personal data on Moodle

If you have a MEMSEd account, and use this to access MEMSEd, our legal basis for using your personal information is to allow us to deliver our service obligations to you as a user of our service. 

Data held by MEMSEd

Data held by MEMSEd includes your name and email address, as well as your Maine EMS licensure information, such as your ID number, username and enrollment information. It may contain other user contributed information.

MEMSEd logs contain detailed information about user activity within each course, including the date and time of when course-specific information was viewed and/or updated, the address of the machine from which the access was made, the browser identification information and information about the referring web page. Logs are used to create summary statistics which may be made internally available. Summary statistics do not include personal data.

The MEMSEd system contains information about contributions to courses, including contributions to chat rooms and discussion forums, ownership of resources, assignment/file submissions, text matching scores and evidence of participation in other MEMSEd -based activities.

Information and data related to users, including grades, feedback comments, scores, completion data, access rights and group membership is also recorded.

Additional personal data may be held within individual courses, either within documents/resources uploaded to the course, or within activities within the course. Other than contributions to chat rooms and discussion forums which are submitted by individuals in a personal capacity, course maintainers are responsible for the information held about you that may be uploaded onto such courses.

How MEMSEd uses your personal information

MEMSEd records and uses your personal information to:

• Provide you an account to access, and be identifiable within, the MEMSEd Learning Management System (Moodle)
• Provide you access to papers/sites within MEMSEd
• Provide you the ability to upload, amend and delete certain information within MEMSEd
• Provide you access to the information, resources and activities uploaded to MEMSEd
• Control access to different parts of the system.
• Help support MEMSEd users
• System administration and bug tracking
• Report on course, resource and activity access, activity completion, course completion and course data (such as grades, scores, submissions and content uploaded)
• Producing usage statistics for management and planning purposes

Individual papers within MEMSEd may collect additional personal information in order to:

• Provide services to the users
• Facilitate and support business processes
• Support users in their use of MEMSEd

A non-exhaustive list of examples of this may include:

• Booking information
• User feedback
• Data collection for the purposes of business processes
• Contact information

Where MEMSEd information comes from

For all users, MEMSEd records information supplied by the user. This includes information entered into your profile (such as telephone numbers and addresses) and data automatically entered via the MEMSEd system, such as username, ID number, and enrolled papers, as well as the information that you upload and submit to MEMSEd. MEMSEd also contains additional information.

For users who identify themselves to the system with their Maine EMS Licensure ID Number, MEMSEd uses information supplied by:

• The Maine EMS Licensure system.
• The Maine Fire and EMS Incident Report System (MEFIRS).
• Relevant Maine EMS departmental systems and services.

Additional information may be uploaded onto individual papers by users of the system.

Who has access to MEMSEd data

The MEMSEd systems team at Maine Emergency Medical Services has access to all information stored within MEMSEd for the purposes set out above.

All administrators and teachers associated with a paper have access to the personal information recorded in that paper for each participant. Authorized staff at Maine EMS have access to MEMSEd logs. Teachers and administrators have access to logs of papers with which they are associated. 

The Maine EMS vendors contracted to assist with managing MEMSEd  also have access to logs and other data. 

Relevant subsets of this data may be passed to computer security teams at Maine EMS as part of an investigation into computer misuse.

Where MEMSEd information is shared

MEMSEd shares your personal information with other systems within Maine Emergency Medical Services. Certain data may be shared with the Maine EMS Licensure system to allow for certification and recertification of licenses, credentials and certifications held by the user

MEMSEd data retention

Information and data uploaded to MEMSEd , including accounts, papers and about contributions to courses, including contributions to chat rooms and discussion forums, ownership of resources and evidence of participation in other MEMSEd -based activities may be retained indefinitely.

MEMSEd data is backed up at a facility managed by Maine Emergency Medical Services. The backups are held for the purpose of reinstatement of the data, e.g. in the event of failure of a system component.

Integrated Services

You may be given the option to access or register for the Service through the use of your username and passwords for certain services provided by third parties (each, an “Integrated Service”), such as through the use of your Microsoft account, or otherwise have the option to authorize an Integrated Service to provide Personal Data or other information to us.

By authorizing us to connect with an Integrated Service, you authorize us to access and store your name, email address(es), and basic profile information that the Integrated Service makes available to us, and to use and disclose it in accordance with this Policy. You should check your privacy settings on each Integrated Service to understand what information that Integrated Service makes available to us, and make changes as appropriate.

Please review each Integrated Service’s terms of use and privacy policies carefully before using their services and connecting to our Service.

How Maine EMS uses your information

If you request help from Maine EMS with a fault, issue, question or support, MEMSEd support staff will need to look at your data held on the system, which may include files in your personal areas and the MEMSEd courses to which you belong. We may need to perform any of the following:

• In the process of providing support, answering your Service Desk question, reproducing/investigating your issue/problem or when forming a response, the MEMSEd support staff may navigate and interact with MEMSEd using your account. To do this we may use a feature known as 'login-as' which allows the Moodle admins to impersonate your MEMSEd login. The MEMSEd admins do not add, edit or delete any data within MEMSEd when doing this, without your prior permission. We will never ask you to send your password to us as part of any support that we provide.
• The MEMSEd support staff, when providing support to your query, may also duplicate your course or data and transfer it into another part of the system or one of our test systems. This is to allow us to carry out investigations, test solutions and provide you with support.
• When providing support, the MEMSEd support staff never divulges your personal information to third parties, including usernames and passwords.