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), this section should include the Controller's full legal name, registered address, country of incorporation, and - if applicable - registration number and details of the EU/UK representative.

For privacy matters 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 use of the Service (website, dashboard, translation features, blog), including contacting us and marketing activities (e.g. a newsletter) - if carried out.

"Personal data" means information about an identified or identifiable natural person (for example, an email address, account identifier, IP address in certain circumstances).

"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. sign-up to 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 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 creation/update dates of the entry.

Account and authentication data: if you use sign-in, we process the data needed to create and maintain an account (e.g. user identifier, 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 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. email about privacy matters).

We do not intend to collect, and do not require from you, special categories of data (so-called sensitive data) or data relating to criminal convictions and offences. Please do not send such data in translation content unless it is necessary and you have an appropriate legal basis.

4. Sources of data

We collect data directly from you (for example, 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 the browser (for example, 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 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 set out 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 prior to entering into a contract (Article 6(1)(b) GDPR): providing Service features, including (where available) translation of content and documents, account management, and handling tasks related to the service.

Consent (Article 6(1)(a) GDPR): newsletter sign-up (if operated), analytics cookies and similar technologies (e.g. Google Analytics 4), and other activities where we ask for consent. You may 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 (for example, limiting the number of sign-ups from one IP address in 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 (for example, in connection with handling reports, claims, or requests from public 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 an email address and give the required consent relating to 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 to deliver 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 (for example, 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 (for example, 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 consent for the analytics category is not given, we restrict/disable mechanisms that require consent and clear specified analytics cookies (for example, _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)

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 retain data for as long as needed to carry out the purposes described in this Policy, and then delete or anonymise it - unless longer retention is required by law or is otherwise justified (for example, to establish, pursue or defend claims).

Queue/newsletter sign-ups: we retain data (for example, 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 analytics tool configuration and your cookie settings; details may also arise from the providers' policies.

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

11. Data security

We apply technical and organisational measures designed to protect data (for example, access control, limiting permissions, encryption of transmission, 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 law (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 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 your consent at any time (without affecting the lawfulness of processing before it was withdrawn).

If you believe processing infringes the law, you have the right to lodge a complaint with a supervisory authority (for example, in New Zealand: the Office of the Privacy Commissioner, where applicable) 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 (for example, 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 the data, delete data, correct data, and in some states - object to 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 classified as "sale" or "sharing" (for example, 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 involve automated processes (for example, 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 similarly significantly affect you. If we introduce processes that meet the criteria 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 at children. If you are a parent/guardian and suspect that a child has provided us with personal data without the required consent, 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 last updated date.

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.