Privacy Policy

A school using Meltem is the data controller for student, instructor, booking, progression and payment records it enters or imports. Meltem acts as a data processor for that school and processes the data according to the school's instructions and our Data Processing Agreement.

For marketing contacts, demo requests and direct communications with Meltem, Meltem is the controller of the information submitted through those public forms.

Student and instructor profiles can include names, email addresses, phone numbers, country, birth date, arrival and leaving dates, language preferences, skill level, height, weight and sport specialities.

Operational records can include lesson bookings, attendance, instructor assignment, notes, cancellation reasons, IKO progression milestones, packages, credits, balances owed, payment amounts, payment methods and agency referral information.

Account and security data can include login identifiers, authentication events, selected UI language and the cookies needed to keep a user signed in.

Marketing assessment data can include a school name, school location, operational answers, calculated fit score, recommended plan and, when a demo is requested, the contact details submitted by the visitor.

Usage and diagnostic data can include page views, feature interactions, device and browser information, approximate location derived from IP address, error reports, and session recordings (replays of page views, clicks, navigation and form interactions within the app) captured through our analytics provider. Password fields are masked in recordings.

Schools use Meltem to schedule lessons, assign instructors, track student progression, manage prepaid credits and payments, operate equipment rentals and understand school performance.

Meltem uses account and diagnostic information to provide, secure, maintain and improve the service, respond to support requests and meet legal obligations.

Meltem uses assessment submissions to generate recommendations, understand the operational needs of prospective schools and personalize requested demos.

Meltem uses PostHog (product analytics and session recording, hosted in the European Union) to measure usage and diagnose issues, and Sentry to capture application errors. Session recordings may include personal data shown on screen while the app is in use.

For school-controlled records, the school determines the legal basis, typically contract performance, legitimate interests, consent or legal obligation depending on its relationship with the student or instructor.

For Meltem-controlled marketing and support communications, Meltem relies on consent, contract steps requested by the user, legitimate interests in responding to enquiries, and legal obligations where applicable.

Meltem uses infrastructure, authentication, database, email, analytics and monitoring providers to run the service and send operational messages. Where those providers process personal data, Meltem requires appropriate contractual and transfer safeguards.

Current subprocessors include Supabase (hosting, database and authentication), PostHog (product analytics and session recording, hosted in the European Union) and Sentry (application error monitoring), alongside the email provider used for authentication and notification messages.

Schools should review the DPA for the current subprocessor categories before production use and notify Meltem if their own procurement process requires a signed version.

School-controlled records are retained for as long as the school keeps them in Meltem or as needed to provide the service. A school may need to keep some financial records for tax, accounting or legal reasons.

When a user deletes their own account in Meltem, the account profile, login, student progression, credits, packages, payments and other records directly tied to that user are removed or detached as described in the account deletion flow.

EU and UK data subjects can request access, correction, export, deletion, restriction or objection. Students should usually contact their school first because the school controls school records.

Signed-in students can download an account export and request deletion from the account page. Anyone can contact Meltem through the marketing site for privacy requests relating to Meltem-controlled data.

For privacy requests, use the contact form on the Meltem website and include the school name connected to the account. Schools can request a DPA or subprocessor details through the same channel.