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 the Controller's full legal name, registered office address, country of registration and, where applicable, registration number and details of the EU/UK representative here.

For matters related to data protection and exercising the rights of data subjects, 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 contacting us and marketing activities (e.g. newsletter), where 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, sharing and deleting data.

3. What data we process (data categories)

Data provided by the user: in particular an email address (e.g. joining the queue / newsletter), content sent for translation (text, files), and translation settings and preferences (e.g. selected language variant, translation profile).

Queue/newsletter sign-up data: email, language/locale, consent details (e.g. consent for the queue 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 your 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 configuration).

Communication data: the content of correspondence if you contact us (e.g. by email regarding 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 for translation unless it is necessary and you have an appropriate legal basis.

4. Data sources

We collect data directly from you (e.g. when you join the queue, create an account, send 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 needed for the sign-in feature to work.

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 set out 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, operating your user account, and handling service-related tasks.

Consent (Article 6(1)(a) GDPR): newsletter sign-up (where available), 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 Service security, preventing abuse (e.g. limiting the number of sign-ups from a single IP within a short period), maintaining and improving 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. 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 queue, you must provide your email address and give the required consent related to managing the waiting list. Without this data, sign-up will not be possible.

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

7. Data 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 tool providers (e.g. Google Analytics 4, Cloudflare Web Analytics, depending on configuration and your consent).

The providers process data under contracts and our documented instructions, to the extent necessary to provide their 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 essential purposes (e.g. maintaining sessions, 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 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 the specified analytics cookies (e.g. _ga, _gid).

Details about cookie categories and how to manage your 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 where you live, including outside the EU/EEA or the United Kingdom.

Where we transfer data outside the EU/EEA or 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 achieve 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 keep data (e.g. email, consents, technical sign-up details) 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 the providers' policies.

Translation content (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 line with account settings, plan settings, 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 relevant - notifications).

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

If you are located in the EU/EEA or UK, you have - within the limits of the law - the rights to 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 your 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 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). In general, these include the right to know the categories of data collected and the purposes, access the data, delete the data, correct the data, and in some states, object to the "sale"/"sharing" of data or processing for targeted advertising.

We do not sell personal data as that term is generally understood under state privacy laws. If we ever start carrying out activities that qualify as a "sale" or "sharing" (e.g. for targeted advertising), we will update this 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, selection of settings based on the chosen translation profile).

As a rule, these operations do not produce legal effects concerning you or similarly significantly affect you. If we introduce processes that meet the criteria of 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 intended for children. If you are a parent/guardian and believe 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 your identity or your authority to act on behalf of another person.