Answers to common questions about how Ecordia is hosted, how your data is protected, and how long we keep it.
- Where is Ecordia hosted, and how is it secured?
- How often is data backed up?
- How long does Ecordia keep portfolio data?
- How do I keep a copy of a portfolio?
- Is our data used for anything else?
- Who is responsible for the data?
Where is Ecordia hosted, and how is it secured?
Ecordia runs on Microsoft Azure, in Microsoft data centres. Azure provides high levels of performance, reliability and redundancy, along with strong physical security, including controlled building access, surveillance and fire protection.
All connections to Ecordia are encrypted using HTTPS, so information passing between your browser and Ecordia can't be read by anyone else.
How often is data backed up?
Data is backed up every hour. Even in a worst-case scenario, such as the loss of a server, no more than one hour of data would be lost.
How long does Ecordia keep portfolio data?
We keep portfolio data for up to 3 years after a portfolio is completed, in line with industry guidelines. After that, we may remove it.
Before then, the centre controls who can access a candidate's portfolio.
How do I keep a copy of a portfolio?
We recommend that centres export and archive portfolios once a course is complete.
- Centres can click Export Portfolio to download the complete portfolio. The download can be opened and read without Ecordia, and saved to your own server or storage.
- Candidates who want a copy can be given a Candidate version by their centre. This leaves out IQA feedback.
For step-by-step instructions, see Export Portfolio.
How much space will an export need?
It depends on how many files the portfolio contains:
- Typical portfolio: 20–30 MB
- Small portfolio: as little as 5 MB
- Portfolio with lots of audio or video: up to 1 GB or more
Note: Once a portfolio has been exported, the centre is responsible for keeping that copy secure.
Is our data used for anything else?
We only access your data when we need to, for example:
- To help you: if an assessor asks about a particular portfolio, our support team may need to look at it to answer the query.
- For overall statistics: we may analyse high-level figures, such as achievement rates across Ecordia. These figures aren't used to identify any centre or person.
We will never share a centre's data with third parties without the centre's written agreement.
Who is responsible for the data?
Under UK data protection law (the UK GDPR and the Data Protection Act 2018):
- Your centre is the data controller. It decides what data is collected, who can access it, and how long it's needed.
- Ecordia is the data processor. We store and process the data on your centre's behalf and follow its instructions.
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