Privacy Policy

1. Data controller and contact details

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

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

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

2. Scope of this 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 marketing activities (e.g. newsletter) — if 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 others, collecting, recording, storing, using, disclosing and deleting data.

3. What data we process (categories of data)

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

Waiting list/newsletter sign-up data: email, language/locale, consent information (e.g. consent for the waiting list and optional marketing consent), as well as technical data related to the sign-up (IP address, user-agent) and creation/update timestamps for the entry.

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.

Analytics 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).

Communications 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 about criminal convictions and offences. Please do not submit such data in content for translation unless it is strictly necessary and you have an appropriate legal basis.

4. Sources of data

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

Some technical data is collected automatically by IT systems and the 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 — the 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 the Service functions, including (where available) translation of content and documents, operation of user accounts, and handling tasks related to the service.

Consent (Article 6(1)(a) GDPR): sign-up for the 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 interest (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 or defending legal claims.

Legal obligation (Article 6(1)(c) GDPR): where laws require us to process certain 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 sign up for the waiting list you must provide an email address and give the required consent for handling the waiting list. Without this data, sign-up will not be possible.

For translations: providing the content to be translated and the selected settings is necessary to perform the service.

7. Recipients of data and processors

We use trusted service providers (data 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 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. maintaining sessions, security, remembering language preferences) and — with your consent — for analytics purposes.

The Service features a consent banner that allows selecting 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 decline the analytics category, we limit/disable mechanisms requiring consent and clear specified analytical cookies (e.g. _ga, _gid).

Details about cookie categories and how to manage consent are available in the Cookie 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 safeguards used for transfers 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).

Waiting list/newsletter sign-ups: we retain sign-up data (e.g. email, consents, technical parameters of sign-ups) 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 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 for as long as necessary to provide the service and ensure its quality, and thereafter delete or anonymise it — in accordance 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, privilege restrictions, 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 applicable).

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

If you are located in the EU/EEA or the UK, you have — subject to applicable law — 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 on the basis of consent before its 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 of data, correction of data 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 under typical state privacy laws. If we ever engage in activities that qualify as "sale" or "sharing" (e.g. for targeted advertising), we will update this 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 request information necessary to verify the request and to protect against misuse.

We do not discriminate against users for exercising their 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).

Such operations generally 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 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 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 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.