Privacy Policy

1. Data controller and contact details

The data 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 of the Controller, registered office address, country of registration and — where applicable — registration number and representative details in the EU/UK 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 the processing of personal data in connection with using the Service (website, dashboard, translation features, blog), including contacting us and marketing activities (e.g. 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, 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 a queue/newsletter), content submitted for translation (text, files) and translation settings and preferences (e.g. selected language variant, translation profile).

Queue/newsletter sign-up data: email, language/locale, information about consents (e.g. consent to the queue 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 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.

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

Communication 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 submitted for translation unless it is 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 a 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 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 common purposes and legal bases — the actual scope depends on the features you use.

Performance of a contract or steps taken prior to entering into a contract (Article 6(1)(b) GDPR): providing the Service functions, including (where available) translating content and documents, managing 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 can 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 security of the Service, preventing abuse (e.g. limiting sign-ups from a single IP in a short period), maintaining and developing the Service, and pursuing 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 complaints, claims, or requests from authorities).

6. Is providing data 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 for managing the waiting list. Without this data, registration will not be possible.

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) who 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 deliver their services.

We may also disclose data to: (a) authorised employees and collaborators of the Controller, (b) advisors (e.g. legal advisors) when necessary, (c) public authorities when 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 analytical purposes.

A consent banner is available on the Service allowing you to choose 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 that require consent and remove 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. to establish, pursue or defend legal claims).

Queue/newsletter sign-ups: we keep data (e.g. email, 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.

Analytical data: retention periods depend on the analytics tool configuration and your cookie settings; details may also be set by providers' policies.

Content submitted for translation (text/files): as a rule, we process it for as long as needed to perform the service and ensure its quality, then delete or anonymise it — in accordance with account settings, plan, 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 transmissions, infrastructure security mechanisms, monitoring and event logging).

No system can guarantee 100% security. If we detect a personal data breach, we will act in accordance with applicable law (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 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 U.S. 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 cover 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 "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 protect against abuse.

We will 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 criteria of Article 22 GDPR (automated decisions with significant impact), 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 suspect a child has provided us with personal data without 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 last update.

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