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 satisfy information obligations in multiple jurisdictions (including the EU/UK), the full 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 relating 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 use of the Service (website, dashboard, translation features, blog), including contacting us and any marketing activities (e.g. newsletter) where offered.

"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 email address (e.g. sign-up for a waitlist/newsletter), content submitted for translation (text, files) and translation settings and preferences (e.g. selected language variant, translation profile).

Waitlist/newsletter sign-up data: email, language/locale, consent information (e.g. consent for the waitlist and optional marketing consent), as well as technical data related to the sign-up (IP address, user-agent) and record creation/update dates.

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 relating 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 metrics) using analytics tools (e.g. Google Analytics 4 and Cloudflare Web Analytics — depending on configuration).

Communications data: content of correspondence where you contact us (e.g. emails about privacy).

We do not intend to collect, and we do not require, special categories of data (so-called sensitive data) or data relating to criminal convictions and offences. Please do not include such data in content submitted for translation unless absolutely 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 waitlist, create an account, submit content for translation, or contact us).

Some technical data are collected automatically by IT systems and your browser (for example IP address, cookies, device parameters).

If you use log-in via an external authentication provider (Clerk), we may receive account/session data from that system to the extent necessary for log-in 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 arise 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 taken prior to entering into a contract (Art. 6(1)(b) GDPR): provision of Service features, including (where available) translation of content and documents, account management and service-related tasks.

Consent (Art. 6(1)(a) GDPR): signing up for a newsletter (if provided), 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 prior to withdrawal).

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

Legal obligation (Art. 6(1)(c) GDPR): where legal provisions require us to process certain data (e.g. in connection with handling complaints, claims or requests from authorities).

6. Is providing data mandatory

Providing certain data is necessary to use particular Service features.

For example: to sign up for the waitlist you must provide an email address and give the required consent for waitlist handling. Without this information, sign-up will not be possible.

For translations: submitting 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 the operation of the Service. These may include, in particular: Cloudflare (hosting, CDN/infrastructure, Workers/D1/Images services), Clerk (authentication and account management) and providers of analytics tools (e.g. Google Analytics 4, Cloudflare Web Analytics — depending on configuration and your consent).

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

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

8. Cookies, similar technologies and analytics

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

A consent banner operates on the Service allowing 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 refuse the analytics category, we limit/disable mechanisms requiring consent and clear indicated analytics 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 the UK)

Given 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.

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

You may request information about the transfer safeguards in use 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 anonymise it — unless longer retention is required by law or justified (e.g. for establishing, pursuing or defending claims).

Waitlist/newsletter records: we store data (e.g. email, consents, technical sign-up parameters) until you unsubscribe/withdraw consent or until the data are no longer required 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 for as long as necessary to provide 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 apply technical and organisational measures to protect data (e.g. access control, privilege limitation, encryption of transmissions, infrastructure security mechanisms, monitoring and event logging).

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

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

If you are located in the EU/EEA or the UK, you have — subject to the law — rights including: access to your 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 consider that processing infringes 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 residents of the USA (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 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 by typical state privacy laws. If we ever carry out activities that qualify as "sale" or "sharing" (e.g. for targeted advertising), we will update the Policy and provide the required opt-out mechanisms.

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

We do not discriminate against users for exercising their rights.

14. Automated decision-making and profiling

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

Such operations typically do not produce legal effects concerning you or significantly affect you in a similar way. 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/guardian and suspect that a child has provided us with personal data without required consent, contact us and we will take appropriate measures.

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 the 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.