GT ONLINE AWARDS

Cookie Policy

Cookies and similar technologies used by our online learning platform

Effective 4 August 2026  GT Online Awards is operated by Grays Medic in the United Kingdom and currently uses Moodle 5.1 with the Lambda theme.

1. About this policy

This policy explains how GT Online Awards uses cookies and similar storage or access technologies when you visit the platform, sign in or complete learning activities. It should be read with our Privacy Policy. The policy applies to cookies, browser storage, pixels, scripts, tags and comparable technologies that store information on, or access information from, your device.

2. What cookies are

Cookies are small text files stored by a website in your browser. Session cookies normally expire when the browser is closed; persistent cookies remain for a defined period or until removed. First-party cookies are associated with the platform domain. Third-party technologies are supplied by another organisation, for example an embedded-video, analytics or payment provider.

3. Core Moodle cookies

A standard Moodle installation uses the following core cookies. The exact prefix may be changed by the site administrator, so the name visible in your browser may vary.

Name	Purpose	Category	Duration
MoodleSession (or a site-prefixed equivalent)	Maintains continuity, security and login status while you move between pages.	Strictly necessary	Session; destroyed on logout or when the browser session closes.
MOODLEID or similar	Remembers the username in the login form for convenience. It is safe to refuse; you will need to re-enter the username.	Functional / preference	Persistent; the live browser record shows the configured expiry.

Cookie names and lifetimes can change if Moodle configuration is updated. The platform’s live cookie settings and your browser’s storage inspector provide the current technical values.

4. Cookie categories

Strictly necessary

These technologies are required for security, authentication, session continuity, load balancing or a service you request. They cannot normally be switched off through the consent panel. Blocking them in your browser may prevent login, course navigation, assessments or other essential functions.

Functional and preference

These remember choices such as a username, language, display preference or interface setting. We use them with consent or, where the statutory appearance exception applies, after providing clear information and a simple way to object.

 

 

Analytics and performance

These help us understand how learners and visitors use the platform, diagnose performance and improve the service. Where an analytics technology qualifies for the UK statistical-purpose exception, it may be used without consent only if the information is used solely to produce aggregate statistics, is not shared except to produce those statistics, and users have a simple way to object. Otherwise, it is activated only after consent.

Embedded content and media

Courses may contain videos, documents, interactive resources or content hosted by another provider. Loading that content may allow the provider to set cookies or receive technical information. Where consent is required, the content should remain blocked until you choose to load or enable it. The provider’s own privacy and cookie information also applies.

Payments and external services

If a checkout, payment, webinar, support or certificate service is integrated, it may use necessary security and transaction technologies, plus optional technologies where permitted. A link that opens a separate provider site is governed by that provider’s policy. We do not treat an optional third-party technology as active unless it is actually configured on GT Online Awards.

Advertising and social-media tracking

GT Online Awards does not activate advertising, retargeting, cross-site tracking or social-media pixels without prior consent. Such technologies must remain disabled when consent is refused or withdrawn. If introduced, the consent panel must identify the provider, purpose and duration before activation.

5. Current third-party inventory

Moodle plugins, course content and integrations can change. For accuracy, the live cookie settings panel is the authoritative inventory for non-core technologies. Before any optional technology is enabled, the panel should display:

·    the cookie or storage identifier;

·    the organisation responsible for it;

·    its specific purpose and category;

·    whether it is first-party or third-party;

·    its expiry or retention period; and

·    a link to the provider’s information where appropriate.

Implementation requirement  Grays Medic should run a cookie scan after every significant Moodle, Lambda-theme, plugin, analytics, payment or embedded-content change and update both the consent panel and this policy where necessary.

6. Consent and legal exceptions

The general rule under the Privacy and Electronic Communications Regulations 2003 is that we provide clear information and obtain consent before using non-exempt storage or access technologies. Consent must be freely given, specific, informed and expressed through a clear positive action. Optional technologies must not be pre-enabled merely because a visitor continues browsing.

The law permits limited exceptions, including technologies necessary to transmit a communication or provide a service requested by the user. Following changes made by the Data (Use and Access) Act 2025, limited statistical and appearance/functionality technologies may also be exempt when all statutory conditions are met, including clear information and a simple means of objection. Where a technology serves several purposes, every purpose must qualify or the non-exempt purpose requires consent.

7. How to manage your choices

·    Use “Cookie settings” on the platform to accept, reject or change optional categories.

·    Withdraw consent at any time; withdrawal must be as easy as giving consent.

·    Use your browser settings to view, delete or block cookies and site storage.

·    Use provider controls where an embedded or third-party service offers them.

 

 

Effects of blocking or deleting cookies

Deleting cookies may remove saved choices and sign you out. Blocking MoodleSession will prevent the platform from maintaining your login. If you withdraw consent, we stop the relevant optional technology and associated processing, subject to limited information already lawfully retained.

8. Information collected through these technologies

Depending on the technology and your choices, information may include an IP address, device and browser details, cookie or session identifier, login state, timestamps, pages or activities accessed, referral source, performance events, error information and interactions with course or embedded content. Where this identifies or relates to a person, our Privacy Policy explains the purposes, lawful bases, recipients, retention and data-protection rights.

9. Moodle, the Lambda theme and plugins

Moodle provides the learning, login and session functions. The Lambda theme controls presentation and may store or read preferences if configured to do so. Neither the theme name nor a plugin label determines whether consent is required; the purpose and operation of each technology do. Plugins, external fonts, media players, analytics, chat, payment tools or other integrations must be assessed before deployment.

10. Security and retention

We limit cookie duration to what is reasonably necessary for its purpose and review persistent technologies periodically. Security controls are used to protect identifiers and associated information. Cookie identifiers may still be personal data when they can single out or link activity to a user, even if they do not contain a person’s name.

11. Your rights

Where cookie information is personal data, you may have rights of access, correction, erasure, restriction, portability or objection, depending on the circumstances. You may withdraw consent at any time. These rights are explained in the GT Online Awards Privacy Policy and are not always absolute.

12. Contact and complaints

GT Online Awards is operated by Grays Medic. For questions about this policy, your cookie choices or personal information, use the Grays Medic website contact form or call 0808 166 1016 and mark the enquiry “Data Protection”. You may also complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint/ or 0303 123 1113.

13. Changes to this policy

We may update this policy when the platform, Moodle configuration, theme, plugins, providers or law changes. The current version and effective date will be published on the platform. Material changes affecting consent will be reflected in the consent tool and, where necessary, we will ask for a fresh choice.

14. Legal framework

This policy is written for the Privacy and Electronic Communications Regulations 2003, the UK General Data Protection Regulation and the Data Protection Act 2018, as amended, including by the Data (Use and Access) Act 2025.

Cookie contact  Grays Medic — operator of GT Online Awards | Contact via email info@gtonlinewards.com | 0808 166 1016 | Mark correspondence “Data Protection”.

Publication version 1.3  •  Effective 4 August 2026