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 — where applicable — registration number and details of the EU/UK representative.

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 applies to the processing of personal data in connection with the use of the Service (website, dashboard, translation features, blog), including contact with us and marketing activities (e.g. a newsletter) — if carried out.

"Personal data" means information about an identified or identifiable natural person (e.g. an 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 an email address (e.g. signing up for the queue / newsletter), content sent for translation (text, files), as well as translation settings and preferences (e.g. selected language variant, translation profile).

Queue/newsletter sign-up data: email, language/locale, consent information (e.g. consent for the queue and optional marketing consent), as well as technical data related to the sign-up (IP address, user agent) and the dates when 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 the use of 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. by email about privacy matters).

We do not intend to collect, and do not require you to provide, special categories of data (so-called sensitive data) or data relating to criminal convictions and offences. Please do not send such data in content submitted 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 your browser (e.g. 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 service 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 list the typical purposes and legal bases — the actual scope depends on the features you use.

Performance of a contract or steps taken at your request before entering into a contract (Article 6(1)(b) GDPR): providing the Service's features, including (where available) translation of content and documents, maintaining 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 your consent. You can withdraw consent at any time (without affecting the lawfulness of processing carried out before withdrawal).

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

Legal obligation (Article 6(1)(c) GDPR): where applicable, if 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 certain data is necessary in order to use specific features of the Service.

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

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

The providers process data on the basis of contracts and our documented instructions, to the extent necessary to provide the services.

We may also disclose data to: (a) authorised employees and contractors 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 necessary purposes (e.g. maintaining sessions, security, remembering language preferences) and — with your consent — for analytics purposes.

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

Depending on the 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/disable technologies that require consent and clear the specified analytics cookies (e.g. _ga, _gid).

Details about cookie categories and how to manage consent can be found 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.

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 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. for establishing, pursuing or defending claims).

Queue/newsletter sign-ups: we retain the 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 for which it was collected.

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

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

11. Data security

We use technical and organisational measures 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 personal data breach, we will take action in accordance with applicable laws (including — where applicable — notifications).

12. Your rights (EU/EEA and the 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, 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 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 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 to data, deletion of data, correction of 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 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 include automated processes (e.g. automatic translation of text/documents using AI models, selection of 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 of Article 22 GDPR (automated decisions with significant effects), 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 suspect that 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.