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 the information requirements of many jurisdictions (including the EU/UK), this section should include the Controller's full legal name, registered office address, country of incorporation, and - where applicable - registration number and details of the EU/UK representative.

For privacy matters and to exercise data subject rights, you can 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 contact with us and marketing activities (for example, a newsletter) - if carried out.

"Personal data" means information relating to an identified or identifiable natural person (for example, an email address, account identifier, IP address in certain situations).

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

3. What data we process (data categories)

Data provided by the user: in particular an email address (for example, for joining the queue/newsletter), content sent for translation (text, files), and translation settings and preferences (for example, selected language variant, translation profile).

Queue/newsletter sign-up data: email address, language/locale, information about consents (for example, consent for the queue and optional marketing consent), as well as technical data related to the sign-up (IP address, user agent) and dates of entry creation/update.

Account and authentication data: if you use sign-in, we process the data needed to create and maintain the account (for example, user ID, email address, session data). The Service uses the Clerk authentication provider.

Technical and operational data: IP address, cookie identifiers, device and browser information (for example, user agent), and events related to the use of the Service.

Analytics data: if you consent to analytics cookies, we may process statistical data about how the Service is used (for example, page views, basic session parameters) using analytics tools (for example, Google Analytics 4 and Cloudflare Web Analytics - depending on configuration).

Communication data: the content of correspondence, if you contact us (for example, an email about privacy matters).

We do not intend to collect, and we do not require from you, special categories of data (so-called sensitive data) or data relating to criminal convictions and offences. Please do not send such data in translation content unless it is necessary and you have an appropriate legal basis.

4. Data sources

We collect data directly from you (for example, when you join the queue, create an account, send 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 sign-in through an external authentication provider (Clerk), we may also receive account/session data from that system to the extent necessary for the sign-in to function.

5. Purposes of processing and legal bases (EU/UK)

If you are 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 set out 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): providing the Service's features, including (where available) translation of content and documents, account management, and handling service-related tasks.

Consent (Article 6(1)(a) GDPR): newsletter sign-up (if operated), analytics cookies and similar technologies (for example, Google Analytics 4), and other activities for which we ask for consent. You may withdraw consent at any time (without affecting the lawfulness of processing before withdrawal).

Legitimate interests (Article 6(1)(f) GDPR): ensuring the security of the Service, preventing abuse (for example, limiting the number of sign-ups from a single IP in a short time), maintaining and improving the Service, and establishing or defending legal claims.

Legal obligation (Article 6(1)(c) GDPR): where applicable laws require us to process specific data (for example, in connection with handling reports, claims, or requests from authorities).

6. Whether providing data is mandatory

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

For example: to join the queue, you must provide an email address and give the required consent for managing 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. Data recipients 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 tool providers (for example, Google Analytics 4, Cloudflare Web Analytics - depending on configuration and your consent).

The providers process data under contracts and our documented instructions, to the extent necessary to deliver the services.

We may also disclose data to: (a) authorised employees and contractors of the Controller, (b) advisers (for example, legal advisers) - where necessary, and (c) public authorities - where required by law.

8. Cookies, similar technologies, and analytics

The Service uses cookies and similar technologies for essential purposes (for example, maintaining sessions, security, remembering language preferences) and - with your consent - for analytics purposes.

The Service includes a consent banner that lets you choose cookie categories. Analytics cookies are optional.

Depending on configuration, we may use Google Analytics 4 (GA4) with Google Consent Mode v2, as well as Cloudflare Web Analytics. If consent for the analytics category is not given, we limit or disable the mechanisms that require consent and clear the specified analytics cookies (for example, _ga, _gid).

Details about cookie categories and how to manage consent are provided 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 where you live, including outside the EU/EEA or the United Kingdom.

If we transfer data outside the EU/EEA or UK, we use appropriate legal safeguards, such as adequacy decisions or Standard Contractual Clauses (SCCs) and - where necessary - additional protective measures.

You may ask for information about the safeguards used for transfers by contacting us.

10. Data retention periods

We retain data for as long as needed to fulfil the purposes described in this Policy, and then delete or anonymise it - unless longer retention is required by law or is otherwise justified (for example, to establish, pursue, or defend legal claims).

Queue/newsletter sign-ups: we retain data (for example, email address, 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.

Analytics data: retention periods depend on the analytics tool configuration and your cookie settings; details may also follow the providers' policies.

Translation content (text/files): as a rule, we process it for as long as necessary to provide the service and ensure its quality, and then delete or anonymise it - in line with account settings, plan settings, and security and legal requirements.

11. Data security

We use technical and organisational measures designed to protect data (for example, access control, restriction of privileges, transmission encryption, infrastructure security mechanisms, monitoring, and event logging).

No system can guarantee 100% security. If we identify a personal data breach, we will take action in accordance with applicable law (including - where relevant - notifications).

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

If you are in the EU/EEA or UK, you have - within the limits of the law - the 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 your consent at any time (without affecting the lawfulness of processing carried out before withdrawal).

If you believe that processing is unlawful, 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 US residents (selected states) - disclosures and rights

Depending on where you live, you may have additional rights (for example, California - CCPA/CPRA; Colorado, Connecticut, and other states). As a rule, these include the right to know the categories of data collected and the purposes, access data, delete data, correct data, and in some states, opt out of the "sale"/"sharing" of data or processing for targeted advertising.

We do not sell personal data within the meaning of typical state privacy laws. If we ever begin activities that qualify as "sale" or "sharing" (for example, for targeted advertising), we will update the Policy and provide the required opt-out mechanisms.

To submit a privacy rights request (access/delete/correct/opt-out), contact us at: privacy@smarttranslate.ai. We may ask for information necessary to verify the request and protect against abuse.

We do not discriminate against users for exercising their rights.

14. Automated decision-making and profiling

The Service may involve automated processes (for example, automatic translation of text/documents using AI models, selection of settings based on the chosen translation profile).

As a rule, these operations do not produce legal effects concerning you, nor do they similarly significantly affect you. If we implement processes that meet the conditions of Article 22 GDPR (automated decisions with a significant effect), we will provide separate information and the required safeguards.

15. Children's data

The Service is not directed to children. If you are a parent/guardian and believe a child has provided us with personal data without the required consent, please contact us - we will take appropriate action.

16. Changes to the Privacy Policy and contact

We may update this 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 ask for additional information to verify identity or authority to act on behalf of another person.