Privacy Policy

Melitalia Academy

Last updated: 23 July 2026 · Version 1.0

This policy explains what personal information we collect when you use the Melitalia website, student portal or mobile app, or attend our courses — why we collect it, who we share it with, and what rights you have. It is written to be read, not just to satisfy the law. If anything is unclear, write to us and we will explain it.

1. Who we are

Melitalia Academy is operated by:

DBeeta Software Solutions di Melissa Priyashani Fernando Via F. Vigorelli 59/27, 27045 Casteggio (PV), Italy P.IVA 12220930965

We are the data controller for the information described in this policy.

Contact us about privacy: Email: privacy@melitalia.it Telephone: +39 371 496 4765

We have not appointed a Data Protection Officer, as we are not required to. Privacy questions and requests are handled directly by us at the addresses above.

2. What this policy covers

our website and its enquiry, registration and placement test forms
the student and guardian portal
the Melitalia mobile app for iOS and Android
live lessons on Zoom, and their recordings
quizzes, learning games and speaking activities
payments, invoicing, certificates and book delivery
communication by email, WhatsApp and app notification

It does not cover other websites or apps you may reach from our services. Those have their own policies.

3. What we collect and why

3.1 When you contact us

What: your name, email, telephone or WhatsApp number, your message, the language you prefer and the course you are asking about. Why: to answer your question and send you course information. Our legal basis: taking steps at your request before entering a contract.

3.2 When you register for a course

What: your name, your name exactly as it appears on your passport or identity document, email, telephone, WhatsApp number, date of birth, city and postcode, the class you choose, and any discount code.

We ask for your address only if you order a printed book or need an invoice posted. We ask for your Codice Fiscale only from the person paying, when an invoice is requested.

Why: to enrol you, identify you correctly on certificates, administer your course and stay in touch. Our legal basis: performing our contract with you, and legal obligation for the information required on invoices.

We ask for the spelling of your name as it appears on your passport so that your certificate is correct — this matters if you use it for official purposes. We do not ask for your passport number.

3.3 When you enrol a child

What: the child's name, date of birth, age group and class; your name, your relationship to the child, and your contact details. Why: to enrol and manage the child's course, and to confirm that the person enrolling holds parental responsibility. Our legal basis: performing the contract you enter on the child's behalf.

A parent or guardian must complete the enrolment for anyone under 18.

3.4 Placement test

What: name, email, date of birth, telephone, the parent's name for a child, your answers and your result. Why: to work out your Italian level and place you in a suitable group. Our legal basis: taking steps at your request before entering a contract.

The test runs on our own website. No outside form service is involved.

3.5 While you are studying — portal and app

What: your username and account details, your profile, the classes you are enrolled in, homework, study materials, which recordings you have watched and how far, quiz answers and results, comments, attendance, your calendar, your progress and your teacher's feedback. In the app we also record your device type and model, and a notification identifier. Why: to deliver the course, and to keep the platform secure and working. Our legal basis: performing our contract with you, and our legitimate interest in the security of the service.

If you are a parent with a guardian account, you can see the records of your own children only.

3.6 Live lessons on Zoom

What: your display name, and your image and voice if your camera and microphone are switched on. We do not record the chat. Why: to teach the lesson. Our legal basis: performing our contract with you.

You may keep your camera off. Cameras on help teaching, but they are never required, and no one will be treated differently for keeping theirs off.

We have switched off Zoom's automatic transcription and its AI summary features. Your speech in class is not transcribed and is not processed by any AI system.

3.7 Lesson recordings

What: the image and voice of whoever is speaking, and the shared screen. The chat is not recorded. Why: so you can watch a lesson again if you missed it or want to review it. Our legal basis: your consent for your own image and voice. For a student under 18, the parent or guardian gives this consent.

Recordings can be watched only by the students and teacher of that same class.
They can be streamed only — they cannot be downloaded.
They are stored on Bunny Stream (BunnyWay d.o.o., Slovenia) on servers inside the European Union.
They are deleted 12 months after the course ends.
You can withdraw your consent at any time from the Privacy and consents page.

You can take the course fully without agreeing to appear in recordings.

3.8 Quizzes, games and speaking activities

What: your answers, marks, number of attempts, dates, response times, teacher feedback, any audio you record as an answer, and — in team games — your chosen name and score. Why: to assess and support your learning, and to make lessons engaging. Our legal basis: performing our contract with you.

Scores and rankings are visible within your class. We do not publish your results outside your class or on social media.

3.9 Attendance

What: whether you attended each session. Why: to administer the class, apply attendance rules and issue attendance certificates. Our legal basis: performing our contract with you.

We do not ask you to tell us why you missed a lesson.

3.10 Payments

What: your payment plan, instalments, amounts, dates, status, payment method and the transaction reference from Stripe. Why: to collect and reconcile course fees. Our legal basis: performing our contract, and our legal obligations.

Card details are handled directly by Stripe and never reach our systems. We do not collect photographs of payment receipts.

3.11 Invoices and accounting

What: the payer's name, billing address, Codice Fiscale, email, and the payment and course details. Why: to issue invoices and comply with Italian tax and accounting law. Our legal basis: legal obligation.

3.12 Certificates and examinations

What: your name, date of birth, student number, course, level, attendance period and result. Why: to issue attendance and participation certificates, and — only if you ask us to — to register you for an external Italian examination such as CILS, CELI or PLIDA. Our legal basis: performing our contract, and your consent before we send anything to an examination body.

3.13 Books and materials

What: the recipient's name, delivery address, telephone number and order details. Why: to send you textbooks and printed material through Poste Italiane. Our legal basis: performing our contract with you.

3.14 Email, WhatsApp and notifications

What: your contact details, our conversations, class links, payment confirmations, and — for app notifications — a device identifier and whether a message was delivered. Why: to run your course, answer your questions and send class reminders. Our legal basis: performing our contract, and your consent for promotional messages.

Promotional notifications and course reminders are controlled separately in the app. Turning off promotions will not stop your class reminders.

3.15 Comments

Comments are available to registered users aged 18 and over. Children's accounts cannot see or post comments. Adults can control who sees their contributions through the privacy settings in their account.

3.16 Discount codes

What: the code, its value and validity, and a record of who used it. Why: to run discount campaigns. Our legal basis: performing our contract — the discount forms part of your course price.

We do not collect location data.

3.17 Photographs and video for promotion

What: photographs and video of students taken during lessons and events, and sometimes a first name, level or written comment. Why: to show what our courses are like, on our website, Facebook, Instagram and printed material. Our legal basis: your consent, given separately from enrolment. Publishing a person's image also requires authorisation under Italian law.

This is entirely optional. Refusing has no effect on your enrolment or your course.
For a child, both parents or guardians must agree.
We never publish a child's image together with their full name, class time or address.
Consent lasts 24 months and can be withdrawn at any time, after which we remove the material from our own channels.
Once something is on social media, other people may have copied or shared it. We can remove our post, but we cannot recover copies made by others.

3.18 Marketing

What: your name, email, WhatsApp number, interests, how you found us, and a record of your consent. Why: to tell you about new courses, offers and events. Our legal basis: your consent.

Marketing consent is separate and optional. Refusing it does not affect your enrolment. You can withdraw at any time using the unsubscribe link, by replying STOP on WhatsApp, from the Privacy and consents page, or by writing to us.

3.19 Security and technical records

What: your IP address, browser and device information, login attempts, timestamps, device records and activity logs. Why: to keep the platform secure, detect unauthorised access to your account, diagnose faults and provide technical support. Our legal basis: our legitimate interest in the security and correct operation of the service.

3.20 Forms you start but do not finish

If you begin a registration and stop partway, we save what you have entered so that you can continue later. We save your name, contact details and course selection only — never identity or payment information. This is deleted automatically after two months, and you can clear it yourself at any time using the button on the form.

4. Sensitive information

We do not ask for information about your health, religion, ethnic origin, political opinions or sexual orientation, and we ask you not to include such details in messages, comments or free-text boxes.

If you do tell us something of this kind — for example when asking for an adjustment because of a disability — we use it only as far as necessary and delete it once it is no longer needed.

5. Children

We teach children from around the age of 9, and 17-year-olds may join our adult courses.

A parent or guardian must enrol any student under 18 and holds the account relationship with us.
Children receive a short, simple explanation of what we keep about them, in language they can understand.
Children's accounts cannot access comments or public content. They see their own classes, materials, homework and progress.
Guest access to public content is available only to registered users aged 18 and over.
A parent or guardian can see the records of their own children only.
Publishing a child's photograph requires the agreement of both parents or guardians.

If you believe we hold information about a child without proper authorisation, contact us and we will look into it.

6. Who we share information with

We never sell, rent or trade your information. We share it only with the following:

Who	What for	Where
Our teachers and administrative staff	Teaching and running your course	Italy
IONOS SE	Hosting our website, portal and database	Spain (EU)
BunnyWay d.o.o. (Bunny Stream)	Storing and streaming lesson recordings	European Union
Zoom Video Communications	Delivering live lessons	EU data centres where available; United States
Stripe	Processing card payments	United States
Google (Workspace, Firebase, Google Play)	Email, app notifications, app distribution	United States
Meta Platforms	WhatsApp messaging	United States
Apple	App distribution and notifications	United States
Poste Italiane S.p.A.	Delivering books	Italy
Our accountant, and the Italian tax authorities	Invoicing and tax compliance	Italy
Examination bodies (CILS, CELI, PLIDA)	Only if you ask us to register you	Italy

Access to our systems and provider accounts is limited to three system administrators, all based within the European Economic Area.

7. Information sent outside Europe

Our website, portal, database and lesson recordings are all stored inside the European Union.

Some of the services listed above — Zoom, Stripe, Google, Meta and Apple — may process information in the United States. Where they do, the transfer relies on the European Commission's adequacy decision for the EU–US Data Privacy Framework where the provider is certified, or otherwise on Standard Contractual Clauses approved by the Commission. You can ask us for details at privacy@melitalia.it.

8. How long we keep information

What	How long
Enquiries that do not lead to enrolment	12 months
Unfinished registration forms	2 months
Placement test results	24 months
Your account, enrolment and progress records	While you study with us, and 24 months afterwards
Lesson recordings	12 months after the course ends
Quiz results, homework and attendance	3 months after the course ends
Device records	3 months after your last login
Messages and notification records	90 days
Activity and security records	3 months after the course ends, then from your last login while your account stays active
Certificates	10 years, so we can issue a replacement if you need one
Invoices and accounting records	10 years, as Italian law requires
Record of consents you gave or withdrew	5 years after withdrawal
Marketing contact details	Until you withdraw your consent

Afterwards we delete the information or remove anything that identifies you. Information may remain in our encrypted backups for a short period until they are overwritten in the normal cycle; it is not used during that time.

9. Your rights

You can ask us to:

give you a copy of the information we hold about you
correct anything that is wrong
delete your information
restrict how we use it while a question is resolved
object to uses based on our legitimate interests
send you your information in a portable format
withdraw your consent at any time — for recordings, photographs or marketing

Withdrawing consent does not affect anything we did lawfully before you withdrew it.

You can manage your consents yourself on the Privacy and consents page in the portal and the app, and you can delete your account there too. For anything else, write to privacy@melitalia.it.

We reply within one month. If your request is complicated we may need up to two months more, and we will tell you within the first month if so. There is no charge.

Some information cannot be deleted on request — invoices, for example, which Italian law requires us to keep for ten years. If that applies, we will tell you exactly what we are keeping and why.

If you are unhappy with how we have handled your information, you can complain to the Italian supervisory authority:

Garante per la protezione dei dati personali Piazza Venezia 11, 00187 Roma garante@gpdp.it · www.garanteprivacy.it

You may also take the matter to the competent court.

10. Automated decisions

We do not make decisions about you by automated means alone. Quizzes are marked automatically and the system may suggest a level, but a teacher always reviews it before you are placed in a class.

11. Artificial intelligence

We do not use your personal information with artificial intelligence tools. Zoom's AI summary and automatic transcription features are switched off for all our lessons.

12. How we protect your information

We use encrypted connections, store passwords in hashed form, and separate what teachers, administrative staff, guardians and students can see. Lesson recordings are protected by short-lived links tied to your account and to your enrolment in that specific class. Study materials, homework and quiz recordings are available only when you are logged in. Backups are encrypted and access is limited to our system administrators.

13. Cookies

Our website uses only technical cookies — the ones needed to log you in, keep your session working and keep the site secure. These do not require your consent.

We do not use Google Analytics, the Meta Pixel, or any advertising or tracking technology. We do not build profiles of visitors and we do not share browsing information with advertisers.

Our website loads fonts from Google Fonts, and our footer links to our social media pages. Neither of these tracks you across the web.

14. Changes to this policy

We may update this policy when our services or the law change. The version and date are shown at the top. If a change affects something you have consented to, we will tell you by email and in the portal.

15. Contact

Questions, requests or complaints:

privacy@melitalia.it · +39 371 496 4765 DBeeta Software Solutions di Melissa Priyashani Fernando Via F. Vigorelli 59/27, 27045 Casteggio (PV), Italy