Privacy notice

Who is responsible for the data

Schools, tutoring centers, and private tutors each run their own Emilia workspace. The school or tutor owns its learners' records and decides who uses Emilia. Tranquilo Systems handles those records on their behalf.

What Emilia keeps about learners

• Account details: name, grade, username, password, and English level.
• Practice: written work, quiz and lesson results, chat messages with the AI tutor, text transcripts of voice conversations, spoken corrections the tutor logged, and which story panels the learner chose to read in Spanish.
• Short personal notes the AI picks out of chat, such as interests, family, pets, and friends (at most 15 short notes), and the interests the learner chooses.
• AI session analysis: an estimate of the learner's level, common mistakes with short quoted examples, strengths, and a suggested focus.
• Activity time (how long the learner is active on each kind of page) and the review schedule for vocabulary words.
• Photos of paper worksheets that a teacher uploads for grading, and the answers Emilia reads from them.

Learner accounts have no email address, birth date, home address, or phone number. Emilia does not keep audio recordings.

What Emilia keeps about teachers

Name, username, password, role (teacher or admin), class settings such as lesson length and class days per week, the materials they create, and the grades and feedback they give.

Outside services that receive data

Emilia uses four outside services. Here is what each one receives.

• Anthropic writes the AI tutor's chat replies, analyzes practice sessions, picks out the short personal notes, writes practice materials, reads curriculum documents that an admin uploads, and reads worksheet photos that a teacher uploads. A worksheet photo can show the learner's handwritten name; the class list is not sent. Anthropic states that by default it does not use this data to train its models, and that it deletes it within 30 days, except in cases its policies describe, such as checking for misuse, or where the law requires longer.
• OpenAI makes pictures for vocabulary stories from short descriptions, reads text aloud (tutor replies, vocabulary practice, listening passages, and story captions), runs live voice conversations, and turns short spoken clips into typed words in the chat box and in story answer boxes. Live voice audio goes from the learner's browser straight to OpenAI. OpenAI states that it does not use this data to train its models unless the customer chooses to share it, and that it keeps records to check for misuse for up to 30 days, unless the law requires longer.
• PostHog (United States cloud) receives records of how the app is used, such as which feature was opened and whether it worked, and short error notices without the message text. These records carry coded identifiers instead of names. They never include names, usernames, answers, exact scores, chat or writing, or voice transcripts. PostHog keeps these records for 1 year on its free plan and up to 7 years on paid plans.
• Sentry receives a report when something breaks on the server: what went wrong and where in the code. Before sending, Emilia removes what was sent in the request, the extra details at the end of page addresses, and cookies, and Sentry is set not to collect IP addresses. A report can still include text the app wrote into an error message. Sentry states that by default it does not use this data to train AI models without permission. Sentry keeps these reports for up to 90 days.

The learner's first name, the short personal notes, and the interests the learner chooses go with tutor chat requests to Anthropic and with live voice requests to OpenAI, so the tutor can greet the learner and talk about things they like.

Cookies

Emilia uses one sign-in cookie, which keeps a person signed in for up to 18 hours. Emilia shows no ads, and its pages load no advertising or outside analytics scripts in the browser.

Where data lives

Educational records live in Emilia's database on its production server. Emilia does not sell data. Outside services receive only what this notice describes.

How long some data is kept

• A worksheet photo is kept only until the teacher confirms the grade, and never longer than 30 days. The answers read from it stay with the grade.
• Database backups stay on the production server and are deleted before they are 30 days old. Worksheet photos are not in the backups.
• Server logs, which record requests to Emilia's pages, are kept for 30 days.

This notice does not set a time limit for other records. To ask for a learner's data to be erased, see “Asking for erasure” below.

Student records in the app

• Deactivate student can be undone and does not delete anything: the learner can no longer sign in, open sessions stop working, and the educational record is kept.
• Reactivate student gives the learner access again, with the same record.
• Reset practice history is a fresh start for routine practice, and it cannot be undone. It keeps the account, formal assessments and level records, accepted evidence and the work that backs it up, and the audit history.

Neither deactivation nor a reset erases a learner.

Seeing or getting a copy of data

Workspace admins can download an Excel file with their learners' data. A learner, parent, or guardian who wants to see their data can ask their school or tutor, or write to contact@tranquilosystems.com.

Asking for erasure

There is no erase button in the app. To ask for a learner's data to be erased, write to contact@tranquilosystems.com. Tranquilo Systems handles the request outside the app, completes it within 15 business days, and confirms in writing when it is done. Backup copies are deleted automatically within 30 days.

A learner, parent, or guardian can also ask their school or tutor to make the request.

Privacy laws

This notice describes how Emilia handles data. It was written with United States school and children's privacy rules (FERPA and COPPA) and Colombia's Ley 1581 de 2012 in mind.

Changes to this notice

When this notice changes, the “Last updated” date at the top changes too.