Set terms of use for eLearning courses

Annika Willers · Product News · Last updated on May 27th, 2021

Protecting internal course data and content from unauthorized access and potential re-distribution is a delicate but unbelievably important point in setting up an online academy. How to use terms of use to ensure the security of your eLearning courses and their content is described in this post.

Terms of use

Web-based training solutions are important and practical for all of us – whether as employees or as companies. But transferring of information and data is not completely harmless. Collected data in eLearning context is particularly worthy of protection. As a company, when choosing the eLearning platform, you should be well aware of where the data will be stored and how it will be handled. In many cases, it is also important that the users of the platform agree to the terms of use in advance. This way, users explicitly consent to data processing for online training.

Terms of use, GTC, declaration of consent? – Terms explained

General standard terms and conditions (GTC) are often found in the “small print”. Behind this lie pre-formulated contract terms. Terms of use are usually found on the internet when setting up an account on a platform. However, there are no basic differences between the terms and both can be used in the eLearning context.

Sometimes the regulations on data protection can also be found within the GTC or terms of use. As long as these regulations do not require explicit consent by the users, that is completely sufficient. Therefore, make sure that the regulations within your GTC or terms of use are either valid in general or that you obtain explicit consent from your participants to use the data.
This works, for example, by requesting consent to the terms of use prior to the first access to the platform. By setting the declaration of consent, access to the courses of your eLearning platform is not possible without consent.

How do I set the terms of use? – Helpful tips

First things first: Formulate the terms of use clearly legible and make it very clear to whom the consent is given. Ensure that users can still access the terms of use at a later date, e.g. by linking to the page in the menu or footer (see next section on how to do this in Coursepath). It is best to always specify the date from which the terms of use apply. Likewise, new versions should be given a date. Also ensure to point out the right of withdrawal to users.

Inventory information and usage data, which are absolutely necessary for the use of the eLearning platform, can also be processed without explicit consent, as far as they are essential for the training offer. These include the IP address, usernames, passwords and e-mail addresses amongst others.

If in doubt, it is advisable to point out the processing of data and obtain the consent of the user. The user thus agrees that their data may be processed for the purpose of eLearning.

Store multilingual terms of use in Coursepath – here’s how

In Coursepath hinterlegen Sie Nutzungsbedingungen ganz einfach – jetzt auch in verschiedenen Sprachen.

  1. Click on Setup > Academy pages
  2. Choose Add page > Terms
  3. Set terms of use
  4. Store the terms of use in the dialog box
  5. Choose the language
    Choose the respective language that the terms are written in here. Members automatically get shown the terms of use in the language they chose as academy language. If there are no terms of use available in the selected language, the terms will be displayed in the default language you chose when you set up the academy.
  6. Check the boxes to show in main menu and/or in footer
    Checking the boxes ensures that users can still access the terms of use at a later date. Select main menu to link to the terms in the top navigator bar; select footer to display a link in the footer. Choosing both options is possible.
  7. Click Save
  8. Repeat steps 1-6 for each language you want to store the terms of use in

These terms of use must be accepted by your academy members before they can access any courses. Their consent is logged. The Excel download of academy members provides you with a separate column with the date of consent.

Are you changing the terms? When the option Members must accept the terms again is selected, members are asked to agree to the changed terms again.


By setting terms of use for your eLearning academy you are on the safe side. Different languages for the terms guarantee that your participants will understand the terms before agreeing. Logging consent ensures that it can be proven.

Create your own eLearning course with Coursepath.

Test now!