Data Collection & Use
1. Data Controller
Who is responsible for your data: [Company name, address, contact]
2. What Data We Collect
- Account information: Email, name, password hash
- Usage logs: Login times, feature usage, error reports
- Uploaded documents: Source files for translation
- Translations: Target text, Translation Memory entries
- Terminology: Termbases and glossaries you create
3. How We Use Data
- Providing the translation service
- Improving service quality and features
- Technical support and troubleshooting
- Usage analytics (aggregated, anonymized)
4. Legal Basis (GDPR) GDPR
- Contract performance: Processing necessary to provide the service
- Legitimate interest: Security, fraud prevention, service improvement
- Consent: Marketing communications (opt-in only)
Data Sharing & Third Parties
5. Data Sharing
- We do not sell your data
- MT providers receive document text for translation only
- Data shared only as required by law
6. Third-Party Services
When you use Machine Translation features, document text is sent to:
- Google Cloud Translation API
- OpenAI API (GPT models)
- DeepL API
- Google Gemini API
Each provider has their own privacy policy and data handling practices.
7. BYOK Disclosure
If you use your own API keys (Bring Your Own Key), your data handling with those providers is governed by your agreements with them, not ours.
Your Rights
8. Data Retention
- Active account: Data retained while account is active
- Deleted account: Data deleted within 30 days
- Backups: Purged within 90 days
9. User Rights (GDPR) GDPR
- Access: Request a copy of your data
- Rectification: Correct inaccurate data
- Erasure: Request deletion ("right to be forgotten")
- Portability: Export your data in machine-readable format
- Objection: Object to certain processing
- Restriction: Limit how we use your data
To exercise these rights, contact: [privacy@example.com]
10. Cookies & Tracking
- Session cookies: Required for authentication (essential)
- Preference cookies: Remember your settings
- Analytics: [Describe if any, e.g., none / anonymized / opt-in]
Security & Compliance
11. Data Security
- Encryption in transit (HTTPS/TLS)
- Encryption at rest (database encryption)
- Access controls and authentication
- Regular security audits
- Incident response procedures
12. International Transfers
Data may be processed in: [List countries/regions]. We ensure appropriate safeguards (Standard Contractual Clauses, adequacy decisions) for international transfers.
13. Children's Privacy
This service is not intended for users under 16 years of age. We do not knowingly collect data from children.
14. Changes to Policy
We will notify you of material changes via email and/or in-app notification at least 30 days before changes take effect.
15. Contact for Privacy
Data Protection Officer (if applicable): [Contact]
Privacy inquiries: [privacy@example.com]