Privacy Policy

1. Data controller and contact details

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

Important: to fulfil information obligations in many jurisdictions (including the EU/UK), the full legal name of the Controller, registered office address, country of registration and — where applicable — registration number and details of a representative in the EU/UK should be provided here.

For matters related to data protection and the exercise of data subject rights, you may contact us at: privacy@smarttranslate.ai.

2. Scope of the Policy and definitions

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

"Personal data" means information about an identified or identifiable natural person (for example 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 users: in particular email address (e.g. sign-up for a queue/newsletter), content submitted for translation (text, files) and translation settings and preferences (e.g. chosen language variant, translation profile).

Queue/newsletter sign-up data: email, language/locale, consent information (e.g. consent to the queue and optional marketing consent), as well as technical data related to sign-up (IP address, user-agent) and timestamps of creation/updates.

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

Technical and operational data: IP address, cookie identifiers, device and browser information (e.g. user-agent) and events concerning the 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: the content of correspondence if you contact us (e.g. emails regarding privacy).

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

4. Sources of data

We collect data directly from you (for example 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 authentication via an external provider (Clerk), we may receive account/session data from that system to the extent necessary for login functionality.

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

If you are located in the EU/EEA or the United Kingdom, the legal bases for processing include, in particular, 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 functions, including (where available) translation of content and documents, management of user accounts and handling service-related tasks.

Consent (Art. 6(1)(a) GDPR): sign-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 carried out prior to withdrawal).

Legitimate interests (Art. 6(1)(f) GDPR): ensuring the security of the Service, preventing abuse (e.g. limiting the number of sign-ups from a single IP in a short period), maintaining and developing the Service, and pursuing or defending claims.

Legal obligation (Art. 6(1)(c) GDPR): where the law requires us to process certain data (e.g. in connection with handling claims, requests or authorities' demands).

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 this data, sign-up will not be possible.

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

7. Recipients and processors

We use trusted service providers (processors) supporting the 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 advisers) where necessary, and (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. maintaining sessions, security, remembering language preferences) and — with your consent — for analytics.

A consent banner is available in the Service enabling selection of 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 decline the analytics category, we limit/disable mechanisms that require consent and clear relevant analytical cookies (e.g. _ga, _gid).

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

Where we transfer data outside the EU/EEA or UK, we apply appropriate legal mechanisms such as adequacy decisions or Standard Contractual Clauses (SCCs) and — where necessary — supplementary 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 is necessary to fulfil the purposes described in this Policy, after which we delete or anonymise it — unless longer retention is required by law or justified (e.g. to establish, exercise or defend legal claims).

Queue/newsletter sign-ups: we retain sign-up data (e.g. email, consents, technical sign-up parameters) until you unsubscribe/withdraw consent or until the data are no longer necessary for the purpose for which they were collected.

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

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

11. Data security

We implement technical and organisational measures to protect data (e.g. access controls, limitation of privileges, encryption in transit, infrastructure security measures, monitoring and event logging).

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

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

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

If processing is based on consent, you may withdraw consent at any time (without affecting the lawfulness of processing carried out prior to 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 your place of residence you may have additional rights (for example California — CCPA/CPRA; Colorado, Connecticut and other states). Generally, these rights may include knowledge of categories of collected data and purposes, access to data, deletion, correction and, in some states, objection to "sale"/"sharing" of personal 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 "sale" or "sharing" (for example for targeted advertising), we will update this Policy and provide 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 criteria 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 or guardian and suspect a child has provided us with personal data without required consent, please contact us — we will take appropriate steps.

16. Changes to the Privacy Policy and contact

We may update the Privacy Policy to reflect changes in 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 request additional information to verify identity or authority to act on behalf of another person.