Privacy Policy

1. Data controller and contact details

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

Important: to meet information requirements in many jurisdictions (including the EU/UK), this section should include the Controller's full legal name, registered office address, country of registration and — where applicable — the registration number and details of any representative in the EU/UK.

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 covers the processing of personal data in connection with use of the Service (website, dashboard, translation features, blog), including contacting us and any marketing activities (e.g. newsletter) where applicable.

"Personal data" means information about an identified or identifiable natural person (e.g. email address, account identifier, IP address in certain situations).

"Processing" includes, in particular, collection, recording, storage, use, disclosure and deletion of data.

3. What data we process (categories of data)

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

Queue/newsletter sign-up data: email, language/locale, consent information (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 record creation/update dates.

Account and authentication data: if you use sign-in, we process data necessary to create and maintain your 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 consent to analytical cookies, we may process aggregated statistics 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).

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 necessary and you have an appropriate legal basis.

4. Sources of data

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

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 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): operation of the Service features, including (where available) translation of content and documents, account management and performance of service-related tasks.

Consent (Article 6(1)(a) GDPR): newsletter sign-up (where offered), analytical cookies and similar technologies (e.g. Google Analytics 4), and other activities for which we ask consent. You may withdraw consent at any time (this does not affect lawfulness of processing before withdrawal).

Legitimate interests (Article 6(1)(f) GDPR): ensuring Service security, preventing abuse (e.g. limiting sign-ups from the same 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. 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 join the queue you must provide an email address and give the required consent for managing the waiting list. Without this data you cannot join.

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

7. Recipients 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 deliver their services.

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

A consent banner is available in the Service 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 do not consent to the analytics category, we limit/disable mechanisms that require consent and clear indicated analytical cookies (e.g. _ga, _gid).

Details on 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.

When 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 we apply to transfers 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 we delete or anonymise it — unless longer retention is required by law or justified (e.g. to establish, exercise or defend legal claims).

Queue/newsletter records: 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 it was collected.

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

Content submitted for translation (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 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, privilege limitation, encrypted transmission, infrastructure security mechanisms, monitoring and event logging).

No system can guarantee 100% security. If we identify a data breach, we will act in accordance with applicable law (including notifications where required).

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

If you are located in the EU/EEA or UK, you have, subject to legal limits, rights including: access to your data, rectification, deletion (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 (this does not affect the lawfulness of processing 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 with 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 (e.g. California — CCPA/CPRA; Colorado, Connecticut and other states). These generally include the right to know the categories of data collected and purposes, access to data, deletion of data, correction of data, 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 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 the 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 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/guardian and suspect a child submitted personal data to us without 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 with the date of the 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.