Privacy Policy

1. Data controller and contact details

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

Important: to meet the information requirements of many jurisdictions (including the EU/UK), please provide here the Controller's full legal name, registered office address, country of incorporation and, where applicable, registration number and details of the EU/UK representative.

For matters related 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 applies to the processing of personal data in connection with use of the Service (website, dashboard, translation features, blog), including contact with us and marketing activities (e.g. a newsletter) - if any are carried out.

"Personal data" means information relating to 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, sharing and deleting data.

3. What data we process (data categories)

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

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

Account and authentication data: if you use sign-in, we process the data needed to create and maintain the account (e.g. user ID, email address, session data). The Service uses the Clerk 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 analytics 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 the configuration).

Communication data: the content of correspondence if you contact us (e.g. email about privacy matters).

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

4. Data sources

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 sign-in through an external authentication provider (Clerk), we may also receive account/session data from that system to the extent necessary for the sign-in process to work.

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 derive in particular from Article 6 of the GDPR / UK GDPR. Below we set out the typical purposes and legal bases - the actual scope depends on the features you use.

Performance of a contract or steps taken before entering into a contract (Article 6(1)(b) GDPR): operation of the Service features, including (where available) translation of content and documents, maintenance of the user account, and handling service-related tasks.

Consent (Article 6(1)(a) GDPR): newsletter sign-up (if available), analytics cookies and similar technologies (e.g. Google Analytics 4), and other activities for which we ask for consent. You may withdraw your consent at any time (without affecting the lawfulness of processing before withdrawal).

Legitimate interests (Article 6(1)(f) GDPR): ensuring the security of the Service, preventing abuse (e.g. limiting the number of sign-ups from one IP within a short period), maintaining and improving the Service, and establishing or defending claims.

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

6. Whether providing data is mandatory

Providing some data is necessary to use certain features of the Service.

For example: to sign up for the queue, you must provide an email address and give the required consent relating to the waiting list process. Without this data, sign-up will not be possible.

In the case of translations: providing the content to be translated and the selected settings is necessary in order to provide 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 tool providers (e.g. Google Analytics 4, Cloudflare Web Analytics - depending on the configuration and your consent).

The providers process data under contracts and our documented instructions, to the extent necessary to provide their services.

We may also disclose data to: (a) authorised employees and contractors of the Controller, (b) advisers (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 essential purposes (e.g. maintaining sessions, security, remembering language preferences) and - with your consent - for analytics purposes.

The Service includes a consent banner that lets you choose cookie categories. Analytics cookies are optional.

Depending on the 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 limit/disable mechanisms that require consent and clear the specified 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)

Because cloud services are global in nature, data may be processed in countries other than where you live, including outside the EU/EEA or the United Kingdom.

If 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 can ask us for information about the safeguards used for transfers by contacting us.

10. Data retention periods

We retain data for as long as needed to fulfil the purposes described in this Policy, and then delete or anonymise it - unless longer retention is required by law or is justified (e.g. for establishing, pursuing or defending claims).

Queue/newsletter sign-ups: we keep the data (e.g. email address, consents, technical sign-up parameters) until you unsubscribe/withdraw consent or until the data is no longer needed for the purpose for which it was collected.

Analytics data: retention periods depend on the configuration of the analytics tool and your cookie settings; details may also follow from provider policies.

Translation content (text/files): as a rule, we process it for as long as necessary to provide the service and ensure its quality, and then delete or anonymise it - in line with account settings, plan, and security and legal requirements.

11. Data security

We use technical and organisational measures designed to protect data (e.g. access control, limiting privileges, transmission encryption, infrastructure security mechanisms, and monitoring and logging of events).

No system can guarantee 100% security. If we identify a personal data breach, we will take action in line with applicable laws (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 - within the limits of the law - the rights to access data, rectify data, erase data ("the right to be forgotten"), restrict processing, data portability, and object to processing based on legitimate interests.

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

If you believe 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 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). As a rule, these include the right to know the categories of data collected and the purposes, access data, delete data, correct data, and in some states - object to the "sale"/"sharing" of data or processing for targeted advertising.

We do not sell personal data within the meaning of typical state privacy laws. If we ever begin 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 privacy rights request (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 rights.

14. Automated decision-making and profiling

The Service may involve automated processes (e.g. automatic translation of text/documents using AI models, selecting settings based on the 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 conditions of Article 22 GDPR (automated decisions with significant effects), we will provide separate information and the required safeguards.

15. Children's data

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

16. Changes to the Privacy Policy and contact

We may update this 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 reasons, we may ask for additional information to verify identity or authority to act on behalf of another person.