Technical & Data FAQ

Technical & Data FAQ

1. What computer hardware and security do you have in place to host the Ecordia application ?

The Ecordia system runs on the highest specification database, security and web servers hosted in Microsoft data centres– for improved performance, reliability and redundancy. The system itself is SSL certified with 128bit data encryption.

These data centres are provided and serviced by the industry leading Microsoft Azure web services, which have extremely high levels of building security, surveillance and fire protection.

2. Data Backup and Recovery

Data is backed-up every hour. In a worst-case scenario, for example something destroying the web server, no more than one hour of data would be lost.  

3.  How long does Ecordia keep customer data ?

Ecordia retains Portfolio data for up to 3 years depending on Centre requirements, and in-line with industry guidelines.

It is recommended that Training Centres and Candidates archive portfolios to their own computers or CD / USB stick archive after course completion. Users can click ‘Export Portfolio’ to download the fully readable, completed e-portfolio to their local PC to archive onto a server or copy onto whichever format is preferred. For Candidates who want a copy of their portfolio, centres can download a ‘Candidate version’, without IV feedback, to place on CD or USB stick.

Responsibility for exported portfolios lies with the centre as the data controller and data processor, and not Ecordia.

Please Note: If exporting your portfolio to save it on a memory stick or disc, the memory required will vary depending on how many files are present in the Portfolio. Memory required is generally 20/30mb each portfolio, but can be as little as 5mb and as much as 1GB if there are lots of audio and video files in the portfolio.

4. Is customer data used for other purposes apart from archive / data backup ?

Some aspects of customer data will be accessed to help support our customers, for example if an Assessor has a query specific to a certain Portfolio, then our Support Team will need to access their data / Portfolios. Top level statistics such as achievement rates may also be analysed for general Ecordia statistical purposes only. Data on Ecordia is protected by the Data Protection Act 1998. Centre specific data and information will never be disclosed to third parties without prior written agreement.

As the data processor we retain portfolios/data for 3 years after the portfolio is complete, after which time we reserve the right to remove the data.

As the data controller, it is the assessment centre's responsibility to restrict access / provide access to the candidate portfolio should they wish to, prior to the 3 years.

Centres and candidates can also export portfolios to run offline from Ecordia, designed for archive purposes. Responsibility for exported portfolios lies with the centre as the data controller and data processor, and not Ecordia.