Privacy Policy

1. Data controller and contact details

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

Note: to comply with information obligations in many jurisdictions (including the EU/UK), the Controller should provide its full legal name, registered office address, country of registration and — if applicable — registration number and details of an EU/UK representative in this section.

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 applies to the processing of personal data in connection with using 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 (for example email address, account identifier, IP address in certain situations).

"Processing" covers, among other things, collecting, recording, storing, using, sharing and deleting data.

3. What data we process (categories of data)

Data you provide: in particular an email address (e.g. sign-up to 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 to waitlist and optional marketing consent), and 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 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 Service usage.

Analytical data: if you give consent to analytical cookies, we may process statistical data about how the Service is used (e.g. pageviews, basic session parameters) using analytics tools (e.g. Google Analytics 4 and Cloudflare Web Analytics — depending on configuration).

Communications data: the content of correspondence when 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 about 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. Sources of data

We collect data directly from you (for example when you sign up to the 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 authentication to function.

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 follow in particular from Article 6 of the GDPR / UK GDPR. Below we list typical purposes and legal bases — the actual scope depends on the features you use.

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

Consent (Article 6(1)(a) GDPR): sign-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 may withdraw consent at any time (without affecting the lawfulness of processing carried out before withdrawal).

Legitimate interests (Article 6(1)(f) GDPR): ensuring Service security, preventing abuse (e.g. limiting sign-ups from one IP in a short period), maintaining and developing 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 relation to handling complaints, legal claims or authorities' requests).

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 for managing the waitlist. Without this data you cannot sign up.

For translations: providing the 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) supporting 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 configuration and your consent).

Providers process data based on 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) 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.

The Service presents a consent banner 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 do not consent to the analytics category we limit/disable mechanisms that require consent and clear specified analytics cookies (e.g. _ga, _gid).

Details about cookie categories and how to manage consent are set out in the Cookies Policy.

9. International transfers (outside the EU/EEA and UK)

Because cloud services operate globally, 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 use appropriate legal mechanisms such as adequacy decisions or standard contractual clauses (SCCs) and — where necessary — additional safeguards.

You may request information about the safeguards applied to transfers by contacting us.

10. Data retention periods

We retain data for as long as necessary to achieve 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 claims).

Waitlist/newsletter entries: 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 specified in providers' policies.

Content submitted for translation (text/files): as a rule we process it only as long as necessary to provide the service and ensure 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, restriction of privileges, 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 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 UK, you have — subject to legal limits — rights of access, 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 consider that processing infringes the law, you have the right to lodge a complaint with a supervisory authority (for example 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 (e.g. California — CCPA/CPRA; Colorado, Connecticut and other states). Generally these include the right to know the categories of data collected and the purposes, access to data, deletion, correction, and in some states — 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 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 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 generally do not have legal effects concerning you nor do they 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 the required safeguards.

15. Children's data

The Service is not aimed at children. If you are a parent or guardian and suspect that a child has provided us with personal data without the required consent, 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 the last update.

For privacy matters and to exercise your rights contact us at: privacy@smarttranslate.ai. For security reasons we may request additional information to verify identity or authority to act on behalf of another person.