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 comply with 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 details of the EU/UK representative should be provided here.

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

2. Scope of the Policy and definitions

This Policy covers processing of personal data in connection with use of the Service (website, dashboard, translation features, blog), including contacting us and any marketing activities (for example, newsletter) if carried out.

"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, 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 (for example, sign-up for a waitlist/newsletter), content sent 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 to the waitlist and optional marketing consent), as well as technical data related to sign-up (IP address, user-agent) and creation/update timestamps.

Account and authentication data: if you use login, we process data needed 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 Service usage.

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: contents of correspondence if you contact us (e.g., emails about privacy).

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

Some technical data is collected automatically by IT systems and your browser (for example, 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, legal bases for processing arise in particular from Article 6 of the GDPR / UK GDPR. Below we set out 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 functions, including (where available) translation of content and documents, account management 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 carried out prior to withdrawal).

Legitimate interests (Article 6(1)(f) GDPR): ensuring the Service’s security, preventing abuse (e.g., limiting sign-ups from a single IP over a short period), maintaining and developing the Service, and establishing, pursuing or defending legal claims.

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

6. Is providing data mandatory

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

For example: to join the waitlist you must provide an email address and give the required consent regarding processing for the waitlist. Without these data, registration will not be possible.

For translations: providing content for translation and chosen 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, to the extent necessary to provide 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 operates in the Service to enable 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 that require consent and clear the specified analytical cookies (e.g., _ga, _gid).

Details about cookie categories and how to manage 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.

If we transfer data outside the EU/EEA or UK, we implement 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 apply by contacting us.

10. Data retention periods

We retain data for as long as necessary to fulfil the purposes described in this Policy, and then delete or anonymise it — unless longer retention is required by law or justified (e.g., for establishing, pursuing 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 for which they were collected.

Analytical data: retention periods depend on the analytics tool configuration and your cookie settings; details may also be determined by 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 line with account settings, plan terms and security and legal requirements.

11. Data security

We apply technical and organisational measures to protect data (e.g., access control, restriction of privileges, encryption of transmission, infrastructure security mechanisms, monitoring and event logging).

No system guarantees 100% security. If we detect a personal data breach, we will act 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 the UK, you have — subject to law — rights such as: 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 before 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 (e.g., 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 undertake activities that qualify as a "sale" or "sharing" (for example, for targeted advertising), we will update the 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 prevent abuse.

We do not discriminate against users for exercising their privacy rights.

14. Automated decision-making and profiling

The Service may feature 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 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 or guardian and you suspect 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 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.