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 information requirements in many jurisdictions (including the EU/UK), the full legal name (company) of the Controller, registered office address, country of registration and — if applicable — registration number and the details of the EU/UK representative should be provided here.

For data protection matters and to exercise data subject rights, you may 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 conducted.

"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, collection, recording, storage, use, disclosure and deletion of data.

3. What data we process (categories of data)

Data provided by the user: in particular an email address (e.g., sign-up for 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 details (e.g., consent to the waitlist and optional marketing consent), as well as technical data related to the 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 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: 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 submit such data in content for translation unless necessary and you have a valid legal basis for doing so.

4. Sources of data

We collect data directly from you (e.g., when you sign up for a waitlist, 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 login via 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 — actual scope depends on the features you use.

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

Consent (Article 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 based on consent before its 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 a single IP in a short period), maintaining and developing the Service, and establishing, exercising or defending legal claims.

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

6. Is providing data mandatory

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

For example: to join the waitlist you must provide an email address and give the required consent related to processing of the waitlist. Without these data, registration will not be 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 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 based on 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, (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., session maintenance, security, remembering language preferences) and — with your consent — for analytics.

A consent banner is used in the Service to allow 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 limit/disable mechanisms requiring consent and clear the indicated analytical cookies (e.g., _ga, _gid).

Details on cookie categories and how to manage consent are provided 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.

If 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, then delete or anonymise it — unless longer retention is required by law or justified (e.g., for establishing, exercising or defending legal claims).

Waitlist/newsletter records: 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 they were collected.

Analytical data: retention periods depend on the analytics tool configuration and your cookie settings; details may also be governed by 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 quality, then delete or anonymise it — in accordance with account settings, plan terms and security and legal requirements.

11. Data security

We implement technical and organisational measures to protect data (e.g., access control, privilege minimisation, 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 take actions in accordance with applicable laws (including notifications where required).

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

If you are located in the EU/EEA or UK, you have — subject to applicable 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 on the basis of consent before its withdrawal).

If you consider processing to violate 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 collected data and purposes, access to data, deletion, correction, and in some states the right to opt out of "sale"/"sharing" of data or targeted advertising processing.

We do not sell personal data as defined by 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 required opt-out mechanisms.

To submit a privacy request (access/delete/correct/opt-out), contact us at: privacy@smarttranslate.ai. We may request 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 chosen translation profile).

Such operations generally 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 believe 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 in the Service, providers or legal requirements. The current version is published on this page along 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.