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

For privacy matters and to exercise 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 using the Service (website, dashboard, translation features, blog), including contacting us and marketing activities (e.g., a newsletter), if any 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 cases).

"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, email address (e.g., queue/newsletter sign-up), 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 dates of creation/update of the entry.

Account and authentication data: if you use sign-in, we process the data needed to create and maintain the 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 using 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., privacy-related email).

We do not intend to obtain and do not require any special categories of data (so-called sensitive data) or data concerning criminal convictions and offenses. 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 (e.g., when you sign up for the queue, create an account, submit content for translation, or contact us).

Some technical data is collected automatically by IT systems and the browser (e.g., IP address, cookies, device parameters).

If you 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 process 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 list typical purposes and legal bases — the actual scope depends on the features you use.

Performance of a contract or steps taken prior to entering into a contract (Art. 6(1)(b) GDPR): providing the Service's features, including (if available) translating content and documents, maintaining the user account, and handling service-related tasks.

Consent (Art. 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 consent. You may withdraw consent at any time (without affecting the lawfulness of processing before withdrawal).

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

Legal obligation (Art. 6(1)(c) GDPR): where applicable law requires 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 to use specific features of the Service.

For example: to sign up for the queue, you must provide an email address and give the required consent related to waitlist 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).

These providers process data under contracts and our documented instructions, to the extent necessary to provide their services.

We may also disclose data to: (a) authorized employees and contractors of the Controller, (b) advisers (e.g., legal counsel) when necessary, and (c) public authorities when 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 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 (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 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 fulfill the purposes described in this Policy, and then delete or anonymize it — unless longer retention is required by law or is otherwise justified (e.g., for establishing, pursuing, or defending claims).

Queue/newsletter sign-ups: we retain 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 analytics tool configuration and your cookie settings; details may also be governed by the providers' policies.

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

11. Data Security

We use technical and organizational measures designed to protect data (e.g., access controls, privilege limitations, transmission encryption, infrastructure security mechanisms, monitoring, and event logging).

No system can guarantee 100% security. If we determine that a data breach has occurred, we will take action in accordance with applicable laws (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 — within the limits of the law — the rights to access your data, rectify it, erase it (the "right to be forgotten"), restrict processing, data portability, and object 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 withdrawal).

If you believe processing violates the law, you have the right to file 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 U.S. 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 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 as that term is typically defined under 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 involve automated processes (e.g., 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 implement 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 directed to 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 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.