Privacy Policy
Last Updated: January 15, 2025
At Novamultilex Academy, we understand that enrolling in an AR/VR design program means sharing personal information with us. This isn't something we take lightly.
This privacy policy explains how we collect, use, and protect your data when you interact with our website or enroll in our programs. We operate in Albania and comply with both local regulations and international data protection standards.
Who We Are
Novamultilex Academy is an educational institution based in Tiranë, Albania, specializing in AR/VR user experience design training. Our registered address is Rruga Qemal Stafa 206/1, Tiranë 1001, Albania.
For any privacy-related questions or concerns, you can reach us at contact@novamultilexacademy.com or call +355692211158 during business hours.
Information We Collect
Information You Give Us Directly
When you sign up for our programs, fill out contact forms, or communicate with us, we collect:
- Full name and preferred name (if different)
- Email address and phone number
- Physical address (required for program enrollment)
- Date of birth (to verify age requirements)
- Educational background and work experience
- Portfolio links or project submissions
- Payment information (processed through secure third-party providers)
Information We Collect Automatically
When you visit our website, we automatically gather certain technical data:
- IP address and approximate location
- Browser type and version
- Device information (desktop, mobile, tablet)
- Pages visited and time spent on each page
- Referral source (how you found our site)
- Date and time of visits
Information From Other Sources
Sometimes we receive information about you from third parties, but only when you've given them permission to share it. This might include references from previous employers or educational institutions when you apply to our programs.
How We Use Your Information
We use your personal data for specific, legitimate purposes. Here's what that looks like in practice:
| Purpose | What This Means |
|---|---|
| Program Administration | Processing enrollments, managing class schedules, tracking your progress, and issuing certificates |
| Communication | Sending course updates, answering your questions, providing technical support, and sharing important announcements |
| Payment Processing | Handling tuition payments, issuing invoices, and managing refunds when applicable |
| Website Improvement | Understanding how visitors use our site to make it more helpful and user-friendly |
| Marketing | Sending information about new programs or relevant industry updates (only if you've opted in) |
| Legal Compliance | Meeting our obligations under Albanian law and maintaining accurate records |
A Note About Marketing
We'll never send you marketing emails unless you've specifically agreed to receive them. And you can unsubscribe anytime by clicking the link at the bottom of any marketing email. Course-related communications (like schedule changes or technical updates) aren't considered marketing, so you'll still receive those.
Legal Basis for Processing
Under Albanian data protection law (aligned with GDPR principles), we need a legal reason to process your personal data. Here's what applies to us:
- Contract Performance: Most of what we do with your data is necessary to deliver the educational services you've signed up for
- Legitimate Interests: We process some data to improve our services, prevent fraud, and maintain our business operations
- Legal Obligations: Albanian law requires us to keep certain records, particularly financial and educational documents
- Consent: For marketing communications and certain optional features, we rely on your explicit permission
Who We Share Your Data With
We don't sell your personal information. Period. But we do share it with specific parties when necessary:
Service Providers
We work with companies that help us run our business. These include:
- Cloud hosting providers (for website and email services)
- Payment processors (they handle credit card and bank transfer information)
- Email service providers (for sending course updates and communications)
- Analytics tools (to understand website usage patterns)
All these companies are required to protect your data and can only use it for the specific purposes we've authorized.
Legal Requirements
We may disclose your information if Albanian authorities require it, or if we need to protect our legal rights. This is rare, but it can happen if there's a legitimate law enforcement request or court order.
Business Transfers
If Novamultilex Academy were to be acquired or merge with another organization, your data would transfer to the new entity. We'd notify you beforehand and ensure the new organization respects your privacy rights.
Your Rights
Albanian data protection law gives you several rights regarding your personal information:
Access Your Data
You can request a copy of all personal information we hold about you. We'll provide this within 30 days, free of charge for your first request.
Correct Inaccuracies
If any information we have is wrong or outdated, let us know and we'll fix it promptly. You can often update your profile information directly through our student portal.
Delete Your Data
You can ask us to delete your personal information, though there are some situations where we need to keep it (like financial records for tax purposes). We'll explain if we can't delete everything and why.
Object to Processing
If you think we're using your data inappropriately, you can object. This applies particularly to marketing communications or data processing based on legitimate interests.
Data Portability
You can request your data in a structured, commonly used format that you can transfer to another service. This mainly applies to information you've provided directly to us.
Withdraw Consent
When we process data based on your consent, you can withdraw that consent anytime. This won't affect processing that already happened before you withdrew consent.
How to Exercise Your Rights
Email us at contact@novamultilexacademy.com with your request. We'll need to verify your identity before making changes to your data. Usually this means confirming details from your enrollment or asking security questions.
Data Security
We take reasonable steps to protect your personal information from unauthorized access, loss, or misuse. Here's what that includes:
- Encrypted connections (HTTPS) across our entire website
- Secure servers with restricted access for storing data
- Regular security assessments and updates
- Staff training on data protection and privacy practices
- Access controls so only authorized personnel can view personal information
- Secure backup systems to prevent data loss
That said, no internet transmission is completely secure. We do our best, but we can't guarantee absolute security. If you notice anything suspicious with your account, contact us immediately.
How Long We Keep Your Data
We don't keep personal information longer than necessary. Here are our general retention periods:
| Data Type | Retention Period |
|---|---|
| Student enrollment records | 10 years after course completion (required by Albanian education law) |
| Financial records | 7 years (required by tax regulations) |
| Marketing consent | Until you withdraw consent or 3 years of inactivity |
| Website analytics | 26 months maximum |
| Email correspondence | 3 years or until matter is resolved |
| Application materials (not enrolled) | 1 year after application |
After these periods, we securely delete or anonymize your data so it can't be linked back to you.
Cookies and Tracking
Our website uses cookies (small text files stored on your device) to improve your experience. We use:
Essential Cookies
These are necessary for the website to function. They remember your login status and preferences during your visit. We don't need your consent for these.
Analytics Cookies
We use these to understand how people use our site. This helps us make improvements. These cookies collect anonymous information about page visits, time spent on the site, and navigation patterns.
Managing Cookies
You can control cookies through your browser settings. Most browsers let you block or delete cookies, though this might affect how our website works. Check your browser's help section for instructions.
International Data Transfers
While we're based in Albania, some of our service providers operate servers in other countries. This means your data might be processed outside Albania.
When this happens, we ensure these countries have adequate data protection laws or we put in place specific safeguards (like standard contractual clauses) to protect your information.
Children's Privacy
Our programs are designed for adults and individuals aged 16 and older. We don't knowingly collect personal information from anyone under 16 without parental consent.
If you're under 16 and interested in our programs, please have a parent or guardian contact us. If we discover we've collected data from someone under 16 without proper consent, we'll delete it promptly.
Changes to This Policy
We review and update this privacy policy periodically to reflect changes in our practices or legal requirements. When we make significant changes, we'll notify you by email or through a prominent notice on our website.
The "Last Updated" date at the top shows when the policy was most recently revised. We encourage you to check back occasionally to stay informed about how we're protecting your data.
Complaints and Concerns
If you're unhappy with how we've handled your personal data, please contact us first so we can try to resolve the issue.
You also have the right to lodge a complaint with the Albanian Data Protection Authority (Autoriteti për Mbrojtjen e të Dhënave Personale). Their contact information is available at their official website.