Privacy Policy

1. Data controller and contact details

The controller of personal data is the entity operating the SmartTranslate.ai Service ("Controller", "we").

Important: to meet information requirements in many jurisdictions (including the EU/UK), this section should include the Controller's full legal name (company name), registered address, country of registration and — if applicable — registration number and contact details of a representative in the EU/UK.

For data protection matters and to exercise data subject rights you can contact us at: privacy@smarttranslate.ai.

2. Scope of the Policy and definitions

This Policy covers the processing of personal data in connection with use of the Service (website, dashboard, translation features, blog), including contacting us and any marketing activities (e.g. newsletter) if carried out.

"Personal data" means information about an identified or identifiable natural person (e.g. email address, account identifier, IP address in certain situations).

"Processing" includes, among other things, collecting, recording, storing, using, disclosing and deleting data.

3. What data we process (categories of data)

Data provided by the user: in particular an email address (e.g. signing up for a queue/newsletter), content submitted for translation (text, files) and translation settings and preferences (e.g. selected language variant, translation profile).

Queue/newsletter signup data: email, language/locale, consent information (e.g. consent for the queue and optional marketing consent), as well as technical data related to the signup (IP address, user‑agent) and creation/update timestamps.

Account and authentication data: if you use sign‑in, we process data necessary to create and maintain an account (e.g. user identifier, email address, session data). The Service uses Clerk as the authentication provider.

Technical and operational data: IP address, cookie identifiers, device and browser information (e.g. user‑agent) and events related to use of the Service.

Analytical data: if you consent to analytical cookies, we may process statistical data about how the Service is used (e.g. page views, basic session parameters) using analytics tools (e.g. Google Analytics 4 and Cloudflare Web Analytics — depending on configuration).

Communication data: contents of correspondence if you contact us (e.g. emails regarding privacy).

We do not intend to collect and do not require you to provide special categories of personal data (so‑called sensitive data) or data concerning criminal convictions and offences. Please do not submit such data in content for translation unless it is strictly necessary and you have an appropriate legal basis.

4. Sources of data

We collect data directly from you (e.g. when you sign up for the queue, create an account, submit content for translation, or contact us).

Some technical data is collected automatically by IT systems and your browser (e.g. IP address, cookies, device parameters).

If you use third‑party authentication (Clerk), we may receive account/session data from that system to the extent necessary for sign‑in functionality.

5. Purposes of processing and legal bases (EU/UK)

If you are in the EU/EEA or the United Kingdom, the legal bases for processing follow in particular from Article 6 of the GDPR / UK GDPR. Below we indicate typical purposes and legal bases — the actual scope depends on the features you use.

Performance of a contract or steps prior to entering into a contract (Art. 6(1)(b) GDPR): provision of Service features, including (where available) translation of content and documents, management of user accounts, and handling service‑related tasks.

Consent (Art. 6(1)(a) GDPR): signing up for a newsletter (if offered), analytical cookies and similar technologies (e.g. Google Analytics 4), and other activities for which we request consent. You may withdraw consent at any time (without affecting the lawfulness of processing based on consent before its withdrawal).

Legitimate interests (Art. 6(1)(f) GDPR): ensuring the security of the Service, preventing abuse (e.g. rate‑limiting signups from a single IP in a short period), maintaining and improving the Service, and establishing or defending legal claims.

Legal obligation (Art. 6(1)(c) GDPR): where laws require us to process certain data (e.g. in relation to handling claims, notices or requests from authorities).

6. Is providing data mandatory

Providing certain data is necessary to use specific Service features.

For example: to sign up for the queue you must provide an email address and give the required consent for handling the waiting list. Without these details you will not be able to join the queue.

For translations: providing the content to be translated and selected settings is necessary to perform the service.

7. Recipients of data and processors

We use trusted service providers (processors) that support operation of the Service. These may include Cloudflare (hosting, CDN/infrastructure, Workers/D1/Images services), Clerk (authentication and account management) and analytics providers (e.g. Google Analytics 4, Cloudflare Web Analytics — depending on configuration and your consent).

Providers process data under contracts and our documented instructions, to the extent necessary to deliver their services.

We may also disclose data to: (a) authorised employees and collaborators of the Controller, (b) advisors (e.g. legal counsel) when necessary, (c) public authorities where required by law.

8. Cookies, similar technologies and analytics

The Service uses cookies and similar technologies for necessary purposes (e.g. session maintenance, security, remembering language preferences) and — with your consent — for analytics.

A consent banner is available on the Service that allows you to choose cookie categories. Analytical cookies are optional.

Depending on configuration we may use Google Analytics 4 (GA4) with Google Consent Mode v2 and Cloudflare Web Analytics. If you refuse the analytics category we restrict/disable mechanisms that require consent and remove related analytical cookies (e.g. _ga, _gid).

Details about cookie categories and how to manage consent are set out in the Cookie Policy.

9. International transfers (outside the EU/EEA and UK)

Due to the global nature of cloud services, data may be processed in countries other than your country of residence, including outside the EU/EEA or the United Kingdom.

If we transfer data outside the EU/EEA or the UK, we apply appropriate legal mechanisms such as adequacy decisions, Standard Contractual Clauses (SCCs) and — where necessary — additional safeguards.

You may request information about the safeguards used for transfers by contacting us.

10. Data retention periods

We retain data for as long as necessary to fulfil the purposes described in this Policy, after which we delete or anonymize it — unless longer retention is required by law or justified (e.g. to establish, pursue or defend legal claims).

Queue/newsletter signups: we retain data (e.g. email, consents, technical signup parameters) until you unsubscribe/withdraw consent or until the data is no longer needed for the purpose it was collected.

Analytical data: retention periods depend on the analytics tool configuration and your cookie settings; details may also be specified by the providers' policies.

Content submitted for translation (text/files): as a rule we process such content for as long as necessary to perform the service and ensure its quality, and then delete or anonymize it — in accordance with account settings, plan, and security and legal requirements.

11. Data security

We implement technical and organizational measures to protect data (e.g. access controls, limiting privileges, encryption of transmission, infrastructure security mechanisms, monitoring and event logging).

No system can guarantee 100% security. If we detect a personal data breach, we will act in accordance with applicable laws (including, where applicable, notifications).

12. Your rights (EU/EEA and the United Kingdom)

If you are in the EU/EEA or the UK, you have — subject to applicable law — rights including: access to your data, rectification, deletion (the "right to be forgotten"), restriction of processing, data portability and objection to processing based on legitimate interest.

If processing is based on consent, you may withdraw consent at any time (without affecting the lawfulness of processing before withdrawal).

If you believe processing violates the law, you have the right to lodge a complaint with a supervisory authority (e.g. in Poland: the President of the Personal Data Protection Office) or the competent authority in your country.

13. Information for US residents (selected states) - disclosures and rights

Depending on where you live you may have additional rights (e.g. California — CCPA/CPRA; Colorado, Connecticut and other states). Generally these include the right to know categories of data collected and purposes, access to data, deletion, correction, and in some states the right to opt out of "sale"/"sharing" of data or processing for targeted advertising.

We do not sell personal data as defined under typical state privacy laws. If we ever engage in activities that qualify as a "sale" or "sharing" (e.g. for targeted advertising), we will update this Policy and provide the required opt‑out mechanisms.

To submit a request regarding privacy rights (access/delete/correct/opt‑out), contact us at: privacy@smarttranslate.ai. We may ask for information necessary to verify the request and protect against abuse.

We do not discriminate against users for exercising their privacy rights.

14. Automated decision‑making and profiling

The Service may include automated processes (e.g. automatic translation of text/documents using AI models, selection of settings based on a chosen translation profile).

Such operations generally do not produce legal effects concerning you or similarly significantly affect you. If we implement processes that meet the conditions of Article 22 GDPR (automated decisions with significant effects), we will provide separate information and required safeguards.

15. Children's data

The Service is not directed at children. If you are a parent/guardian and suspect a child has provided us with personal data without the required consent, please contact us and we will take appropriate action.

16. Changes to the Privacy Policy and contact

We may update the Privacy Policy to reflect changes to the Service, providers or legal requirements. The current version is published on this page together with the date of last update.

For privacy matters and to exercise your rights contact us at: privacy@smarttranslate.ai. For security we may ask for additional information to verify identity or authority to act on behalf of another person.