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), please provide here the Controller's full legal name, registered office address, country of incorporation, and - if applicable - registration number and details of the EU/UK representative.

For data protection 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 (e.g. a newsletter) - if these are carried out.

"Personal data" means information relating to 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 (data categories)

Data provided by the user: in particular email address (e.g. signing up to the waitlist/newsletter), content sent for translation (text, files), as well as 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 associated with the sign-up (IP address, user agent) and the dates the entry was created/updated.

Account and authentication data: if you use sign-in, we process the data needed to create and maintain your account (e.g. 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 (e.g. user agent), and events related to using the Service.

Analytics data: if you consent to analytics 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 the configuration).

Communication data: the content of correspondence if you contact us (e.g. email regarding privacy matters).

We do not intend to collect, and do not require, special categories of data (so-called sensitive data) or data relating to 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 waitlist, create an account, submit content for translation, or contact us).

Some technical data are collected automatically by IT systems and your browser (e.g. IP address, cookies, device parameters).

If you use sign-in via an external authentication provider (Clerk), we may also receive account/session data from that system to the extent necessary for sign-in to work.

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 taken before entering into a contract (Article 6(1)(b) GDPR): delivering the Service's features, including (where available) translation of content and documents, managing a user account, and handling service-related tasks.

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

Legitimate interests (Article 6(1)(f) GDPR): ensuring Service security, preventing abuse (e.g. limiting the number of sign-ups from one IP over a short period), maintaining and improving the Service, and establishing or defending claims.

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

6. Whether providing data is mandatory

Providing some data is necessary to use certain Service features.

For example: to join the waitlist, you must provide an email address and give the required consent relating to waitlist management. Without this data, sign-up will not be possible.

For translations: providing the content to be translated and the selected settings is necessary to deliver 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 (e.g. Google Analytics 4, Cloudflare Web Analytics - depending on the configuration and your consent).

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

We may also disclose data to: (a) authorised employees and collaborators of the Controller, (b) advisers (e.g. 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 (e.g. session management, 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 the configuration, we may use Google Analytics 4 (GA4) with Google Consent Mode v2 and Cloudflare Web Analytics. If consent is not given for the analytics category, we limit/disable mechanisms that require consent and clear the specified analytics cookies (e.g. _ga, _gid).

Details about cookie categories and how consent is managed are set out in the Cookie Policy.

9. International transfers (outside the EU/EEA and UK)

Because cloud services are global in nature, 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 the UK, we use appropriate legal mechanisms such as adequacy decisions or Standard Contractual Clauses (SCCs) and - where necessary - additional safeguards.

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

10. Data retention periods

We keep 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 claims).

Waitlist/newsletter sign-ups: we keep the data (e.g. email, consents, technical sign-up parameters) until you unsubscribe/withdraw consent or until the data are no longer needed for the purpose for which they were collected.

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

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

11. Data security

We use technical and organisational measures designed to protect data (e.g. access control, limiting permissions, transmission encryption, infrastructure security mechanisms, monitoring, and event logging).

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

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

If you are in the EU/EEA or the UK, you have - within the limits of the law - the rights to access your data, rectify it, erase it ("the right to be forgotten"), restrict processing, data portability, and object 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 before it was withdrawn).

If you believe processing breaches 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 where you live, you may have additional rights (e.g. 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 the right to 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 a "sale" or "sharing" (e.g. 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 needed 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 (e.g. automatic translation of text/documents using AI models, selecting settings based on the chosen translation profile).

As a rule, such operations do not produce legal effects concerning you or otherwise significantly affect you in a similar way. If we introduce processes that meet the conditions set out in Article 22 GDPR (automated decisions with a significant impact), we will provide separate information and the required safeguards.

15. Children's data

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

16. Changes to the Privacy Policy and contact

We may update this Privacy Policy to reflect changes to 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.