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 satisfy information requirements in many jurisdictions (including the EU/UK), the full legal name of the Controller, registered office address, country of registration and — if applicable — registration number and representative in the EU/UK should be provided here.

For matters related to data protection and exercising 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) 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 other things, collecting, recording, storing, using, sharing and deleting data.

3. What data we process (categories of data)

User-provided data: in particular an email address (e.g. signing up for a 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 for the waitlist 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 sign-in, 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 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).

Communications data: the content of correspondence if you contact us (e.g. emails regarding 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 strictly necessary and you have an appropriate legal basis.

4. Sources of data

We collect data directly from you (e.g. when you join the waitlist, 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 sign in via an external authentication provider (Clerk), we may receive account/session data from that system to the extent necessary for sign-in 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 (Art. 6(1)(b) GDPR): provision of the Service functions, including (where available) translation of content and documents, maintaining a user account, and handling tasks related to the service.

Consent (Art. 6(1)(a) GDPR): signing 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 may withdraw consent at any time (without affecting the lawfulness of processing based on consent before its withdrawal).

Legitimate interests (Art. 6(1)(f) GDPR): ensuring the security of the Service, preventing abuse (e.g. limiting the number of sign-ups from a single IP within a short period), maintaining and developing the Service, and establishing, pursuing or defending legal claims.

Legal obligation (Art. 6(1)(c) GDPR): where law requires us to process certain data (e.g. in connection with handling claims, legal requests, or enquiries from public authorities).

6. Is providing data mandatory

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

For example: to join the waitlist you must provide an email address and give the required consent related to managing the waitlist. Without this data you cannot sign up.

For translations: submitting 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) that support the operation of the Service. These may include: Cloudflare (hosting, CDN/infrastructure, Workers/D1/Images services), Clerk (authentication and account management) and providers of analytics tools (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) where 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 allow 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 refuse the analytics category we restrict/disable mechanisms that require consent and clear specified analytical cookies (e.g. _ga, _gid).

Details about cookie categories and how to manage consent are provided in the Cookies 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.

Where 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 needed to fulfil the purposes described in this Policy, and then delete or anonymise it — unless longer retention is required by law or justified (e.g. to establish, pursue or defend legal claims).

Waitlist/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 necessary 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 specified in providers' policies.

Content submitted for translation (text/files): as a rule we process such content only as long as necessary to provide 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 implement technical and organisational measures to protect data (e.g. access controls, privilege limitation, 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 take actions in accordance with applicable law (including notifications where required).

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

If you are 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 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 residents of the USA (selected states) - disclosures and rights

Depending on where you live, additional rights may apply (e.g. California — CCPA/CPRA; Colorado, Connecticut and other states). Generally these include the right to know categories of collected data 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 common 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 nor do they significantly affect you in a similar way. If we implement processes meeting 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 has provided us with personal data without required consent, please 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 to the Service, providers or legal requirements. The current version is published on this page with the date of last update.

For privacy matters and to exercise 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.