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 informational requirements in many jurisdictions (including the EU/UK), this section should include the Controller's full legal name, registered address, country of registration and, where applicable, registration number and representative details in the EU/UK.

For matters relating to data protection and the exercise of 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 they are offered.

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

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

3. What data we process (categories of data)

User-provided data: in particular email address (e.g. signing up to a waitlist/newsletter), content submitted for translation (text, files) and translation settings and preferences (e.g. chosen language variant, translation profile).

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

Account and authentication data: if you use login, 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 related to use of the Service.

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

Communications data: contents of correspondence if you contact us (e.g. emails about 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 necessary and you have a lawful basis for doing so.

4. Sources of data

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

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

If you use login through an external authentication 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 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 prior to entering into a contract (Art. 6(1)(b) GDPR): providing Service functions, including (where available) translation of content and documents, managing user accounts, and handling tasks related to the service.

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

Legitimate interests (Art. 6(1)(f) GDPR): ensuring Service security, preventing abuse (e.g. rate-limiting sign-ups from a single IP), maintaining and developing the Service, and establishing or defending legal claims.

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

6. Is providing data mandatory

Providing certain data is necessary to use specific Service features.

For example: to join the waitlist you must provide an email address and give required consent related to managing the waitlist. Without these data, sign-up is not possible.

For translations: providing content for translation 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 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, only 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 advisors) 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 operates on the Service and allows 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 do not consent to the analytics category, we restrict/disable mechanisms that require consent and clear related analytical cookies (e.g. _ga, _gid).

Details about cookie categories and managing consent are available 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.

When 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 — additional safeguards.

You may request information about the transfer safeguards we 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 legal claims).

Waitlist/newsletter sign-ups: we retain data (e.g. email, consents, technical sign-up parameters) until you unsubscribe/withdraw consent or until the data are no longer needed 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 set out in providers' policies.

Content submitted for translation (text/files): as a rule we process such content only as long as needed to provide the service and ensure its quality, and 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, privilege limitation, encryption of transmission, infrastructure security mechanisms, monitoring and logging of events).

No system can guarantee 100% security. If we detect a 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 the law, the rights to: access your data, rectification, erasure ("the right to be forgotten"), restriction of processing, data portability and to object 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 before withdrawal).

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

13. Information for U.S. 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). These typically 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 engage in activity that constitutes a "sale" or "sharing" (e.g. for targeted advertising), we will update the 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).

As a rule such operations 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 to children. If you are a parent/guardian and you suspect a child has provided us with personal data without the required consent, contact us and we will take appropriate steps.

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 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.