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), you must provide here the Controller's full legal name, registered office address, country of registration, 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 (for example, a newsletter) - if these are carried out.

"Personal data" means information relating to an identified or identifiable natural person (for example, 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, email address (for example, signing up for the waitlist/newsletter), content sent for translation (text, files), and translation settings and preferences (for example, selected language variant, translation profile).

Waitlist/newsletter signup data: email, language/locale, information about consents (for example, consent for the waitlist and optional marketing consent), as well as technical data linked to the signup (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 the account (for example, 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 (for example, user agent), and events related to how the Service is used.

Analytics data: if you consent to analytics cookies, we may process statistical data about how the Service is used (for example, page views, basic session parameters) using analytics tools (for example, Google Analytics 4 and Cloudflare Web Analytics - depending on the configuration).

Communication data: the content of correspondence if you contact us (for example, 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 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 sign up for the waitlist, create an account, submit 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 through an external authentication provider (Clerk), we may also receive account/session data from that system to the extent necessary for the sign-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 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): 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 signup (if operated), analytics cookies and similar technologies (for example, Google Analytics 4), and other activities for which we ask for consent. You may withdraw your consent at any time (without affecting the lawfulness of processing before withdrawal).

Legitimate interests (Article 6(1)(f) GDPR): ensuring the security of the Service, preventing abuse (for example, limiting the number of signups from one 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 (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 features of the Service.

For example: to join the waitlist, you must provide an email address and give the required consent for waitlist management. Without this data, signup 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 (for example, Google Analytics 4, Cloudflare Web Analytics - depending on the configuration and your consent).

The 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 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, session maintenance, 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 you do not consent to the analytics category, we limit/disable mechanisms that require consent and clear the 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, 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 ask for information about the safeguards used for transfers by contacting us.

10. Data retention periods

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

Waitlist/newsletter signups: we keep data (for example, email, consents, technical signup 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 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 intended to protect data (for example, access control, limiting privileges, encryption in transit, 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 law (including, where applicable, notifications).

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

If you are located in the EU/EEA or the UK, you have - within the limits of the law - the following rights: access to data, rectification, erasure ("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 the supervisory authority (for example, in Poland: the President of the Personal Data Protection Office) or the competent authority in your country.

13. Information for USA 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 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 that qualify 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 conditions set out in Article 22 of the GDPR (automated decisions with significant effects), 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 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 your identity or your authority to act on behalf of another person.