Privacy Policy

1. Data controller and contact details

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

Important: to meet information requirements in multiple jurisdictions (including the EU/UK), the full name of the Controller, registered address, country of registration and — where applicable — registration number and details of a representative in the EU/UK should be provided here.

For matters related to data protection and the exercise of 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 use of the Service (website, dashboard, translation features, blog), including contacting us and any marketing activities (e.g. newsletter), if conducted.

"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 (categories of data)

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

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

Account and authentication data: if you use log-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 Service usage.

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: content of correspondence if you contact us (e.g. emails regarding privacy).

We do not intend to collect, and we 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 sign up for 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 log-in via an external authentication provider (Clerk), we may also receive account/session data from that system to the extent necessary for log-in to function.

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 actions prior to entering into a contract (Art. 6(1)(b) GDPR): providing Service features, including (where available) translation of content and documents, maintaining user accounts and performing 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 ask for 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. rate-limiting sign-ups from a single IP over a short period), maintaining and improving the Service, and establishing or defending legal claims.

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

6. Is providing data mandatory

Providing certain data is necessary to use specific Service features.

For example: to sign up for the waitlist you must provide an email address and grant the required consent for handling the waitlist. Without this data, sign-up will not be possible.

For translations: submitting content to be translated and selected settings is necessary for us 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, in particular: 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 on the basis of 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, and (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. session maintenance, security, remembering language preferences) and — with your consent — for analytics.

A consent banner is active on the Service that allows 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 clear the indicated analytics cookies (e.g. _ga, _gid).

Details about cookie categories and how to manage consent are set out in the Cookie Policy.

9. International transfers (outside the EU/EEA and the 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 the 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 transfer safeguards used by contacting us.

10. Data retention periods

We keep 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).

Waitlist/newsletter records: we retain 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.

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

Content submitted for translation (text/files): as a rule we process such content for as long as needed 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 restriction, encryption of transmissions, infrastructure security mechanisms, monitoring and event logging).

No system can guarantee 100% security. If we detect a 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 located in the EU/EEA or the UK, you have — subject to law — rights including: access to 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 (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 relevant authority in your country.

13. Information for residents of the USA (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). Generally, these include rights 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 engage in 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 ask for information necessary to verify the request and to protect against abuse.

We do not discriminate against users for exercising their privacy 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 significantly affect you in a similar way. 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, 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 along with the date of last update.

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