Privacy Policy

This Privacy Policy explains how Trad AI ("Trad AI", "we", "us" or "our") collects, uses, stores, discloses and protects personal data when you access or use our website, AI-assisted translation platform, account features, subscription plans, token-based usage features, translation memory generation, support channels and related services (together, the "Service").

This Privacy Policy should be read together with our Terms of Use and Cookie Policy.

1. Introduction

Trad AI is designed to support professional translation workflows through AI-assisted translation, wide-context processing, terminology consistency, translation memory generation and related account features.

We respect the confidentiality of Customer Content and the privacy of our users. We process personal data only where we have a lawful basis and only for the purposes described in this Privacy Policy.

2. Who we are

Trad AI operates the Service and is responsible for the processing of personal data described in this Privacy Policy, except where another party acts as an independent controller, for example a payment processor, analytics provider or AI model provider under its own terms.

For privacy questions, you can contact us at:

Trad AI
Email: team@trad-ai.com

3. Scope of this Policy

This Privacy Policy applies to:

visitors to the Trad AI website;
registered users;
subscription customers;
Team and Enterprise workspace users;
users who upload, submit or process content through the Service;
people who contact us for support, sales, billing or other enquiries.

This Privacy Policy does not apply to third-party websites, services or platforms that we do not control. Where third-party services are used, their own terms and privacy notices may apply.

4. Key definitions

"Account Data" means information associated with your user account, such as name, email address, login details, plan, role, workspace membership and account settings.

"Customer Content" means text, files, documents, source materials, instructions, prompts, glossaries, terminology lists, translation memories and other content that you submit to the Service for translation or related processing.

"Generated Output" means translations, translated files, translation memories, terminology outputs or other results generated through the Service.

"Personal Data" means any information relating to an identified or identifiable natural person.

"Processing" means any operation performed on personal data, including collection, storage, use, transmission, deletion and disclosure.

"Service Metadata" means technical and operational information generated through use of the Service, such as timestamps, request status, model selection, file type, language settings, workspace ID, account ID, error logs and system events.

"Token Usage Data" means technical usage records relating to token consumption, included monthly allowances, remaining allowance, pay-as-you-go usage, billing period and workspace usage.

5. Personal data we collect

We may collect and process the following categories of personal data:

Account Data:

name;
email address;
password or authentication data;
company or organisation name, if provided;
account settings;
plan type;
workspace role and permissions.

Contact and communication data:

messages you send to us;
support requests;
feedback;
sales enquiries;
billing enquiries;
communication preferences.

Customer Content:

source text;
uploaded files;
documents submitted for translation;
instructions and prompts;
glossaries;
terminology lists;
translation memories;
generated translations and related outputs.

Token Usage Data:

tokens consumed;
included monthly allowance;
remaining allowance;
additional pay-as-you-go usage;
billing period;
plan type;
workspace-level usage for Team plans;
account or user associated with the usage record;
timestamps and request status.

Technical and device data:

IP address;
browser type;
device information;
operating system;
approximate location derived from technical data;
log data;
security events;
session data.

Website analytics data:

pages viewed;
events and interactions;
referral information;
device and browser information;
approximate location;
cookie identifiers where consent has been provided.

Payment and billing data:

subscription status;
invoices;
billing address, where required;
payment status;
payment method metadata;
transaction identifiers.

We do not intentionally collect payment card numbers directly. Payment card information is processed by independent payment service providers.

6. Customer Content and translation data

Customer Content is processed to provide the requested translation and related features.

Trad AI does not use Customer Content to train its own general AI models.

Trad AI does not sell Customer Content.

Trad AI does not use Customer Content for advertising or marketing.

Trad AI does not permanently store Customer Content after completion of the translation task unless one of the following applies:

storage is necessary to provide a feature requested by you;
you explicitly save or export content within the Service;
temporary storage is technically necessary to complete processing or allow download;
storage is necessary to resolve a support request;
storage is necessary to maintain security, prevent abuse or investigate misuse;
storage is required by applicable law.

Generated translations and translation memory files may be made available for download for a limited period or during the active session, depending on the functionality of the Service. Unless a feature expressly stores them for you, they are not intended to be retained permanently by Trad AI.

You are responsible for ensuring that you have the necessary rights, permissions and lawful basis to submit Customer Content to the Service.

7. Token usage and service metadata

Trad AI uses token-based usage records to operate subscription plans, monthly allowances, workspace limits and pay-as-you-go usage.

Token Usage Data may include:

account ID or user ID;
workspace ID;
plan type;
billing period;
tokens consumed;
remaining allowance;
pay-as-you-go usage;
model or processing configuration;
language pair;
request timestamp;
processing status;
technical error information.

Token counts are technical usage records. They are not equivalent to word counts, character counts, page counts or file size.

For Team plans, token usage may be shared across the relevant workspace and may be visible to workspace owners or administrators.

We use Token Usage Data and Service Metadata for:

account administration;
plan limit enforcement;
pay-as-you-go billing;
usage dashboards;
fraud prevention;
abuse detection;
security monitoring;
debugging;
service reliability;
legal compliance;
customer support.

Token Usage Data and Service Metadata may be retained even where Customer Content itself is deleted.

8. How we use personal data

We use personal data for the following purposes:

To provide the Service:

create and manage accounts;
process translations;
generate downloadable files;
generate translation memories;
manage workspaces;
display usage information;
provide support.

To manage subscriptions and billing:

administer paid plans;
calculate token usage;
apply monthly allowances;
process pay-as-you-go usage;
issue invoices;
handle payment status and renewals.

To secure and maintain the Service:

prevent fraud and abuse;
detect unauthorised access;
monitor system performance;
diagnose errors;
maintain logs;
protect users and infrastructure.

To communicate with you:

respond to enquiries;
provide support;
send service messages;
notify you about important account, billing, security or legal updates.

To comply with legal obligations:

maintain accounting records;
respond to lawful requests;
comply with tax, regulatory and legal requirements;
enforce our Terms of Use.

To improve website performance:

understand website usage;
measure performance;
identify technical issues;
improve navigation and user experience, subject to consent where required.

9. Lawful bases for processing

Where the GDPR or similar data protection laws apply, we rely on the following lawful bases:

Performance of a contract:

account creation and management;
providing AI-assisted translation;
generating translations and translation memories;
managing subscriptions;
calculating token usage;
providing support.

Legitimate interests:

securing the Service;
preventing fraud and abuse;
maintaining technical logs;
improving service reliability;
responding to business enquiries;
enforcing Terms of Use;
protecting legal rights.

Legal obligation:

tax and accounting records;
compliance with lawful requests;
regulatory compliance;
record-keeping required by law.

Consent:

non-essential cookies;
Google Analytics where consent is required;
marketing communications where consent is required;
any future advertising or remarketing technologies, if introduced.

You may withdraw consent at any time where processing is based on consent. Withdrawal of consent does not affect processing carried out before withdrawal.

10. AI model providers and no model training

The Service may use third-party AI models and APIs, including models provided by OpenAI or other providers.

Depending on your plan and configuration, AI processing may be provided through Trad AI-managed infrastructure, a user-provided API key, or an enterprise deployment agreed separately.

Trad AI does not use Customer Content to train its own general AI models.

Where third-party AI providers process Customer Content, such processing is governed by the applicable provider terms, data processing arrangements and configuration used for the relevant plan.

We use AI processing to provide the requested translation or related functionality. We do not use the Service to make automated decisions about individuals that produce legal or similarly significant effects.

AI-assisted translations may be inaccurate or incomplete. Users are responsible for reviewing, verifying and approving translations before relying on them, especially in legal, medical, financial, regulatory, immigration, employment, public-sector, certified or other high-impact contexts.

12. Payments and billing

Payments may be processed by independent third-party payment service providers.

Trad AI does not intentionally collect, store or retain full payment card numbers.

Payment processors may process payment card details, billing information, transaction information and fraud-prevention data under their own terms and privacy notices.

Trad AI may retain billing metadata, invoices, subscription records, payment status and transaction identifiers as necessary for account administration, billing, tax, accounting and legal compliance.

13. Subprocessors and recipients

We may disclose personal data to subprocessors and service providers where necessary to provide, secure, maintain or support the Service.

Subprocessors and recipients may include:

AI model providers, for AI-assisted translation and related processing;
hosting and infrastructure providers, for application hosting, storage, security and availability;
payment processors, for subscription payments, invoices and billing;
analytics providers, for consent-based website analytics;
email and communication providers, for transactional messages and support;
security and monitoring providers, for fraud prevention, abuse detection, logging and service reliability;
professional advisers, where necessary for legal, accounting or compliance purposes;
authorities or third parties, where required by law or necessary to protect legal rights.

We require subprocessors to apply appropriate confidentiality, security and data protection safeguards.

A current list of material subprocessors may be made available on the Website or upon request.

14. International transfers

Personal data may be processed in countries outside your country of residence, including countries outside the European Economic Area.

Where personal data is transferred outside the European Economic Area, we use appropriate safeguards where required, such as:

adequacy decisions;
Standard Contractual Clauses;
data processing agreements;
supplementary technical and organisational measures;
other lawful transfer mechanisms available under applicable data protection law.

15. Data retention

We retain personal data only for as long as necessary for the purposes described in this Privacy Policy, unless a longer period is required or permitted by law.

Indicative retention periods:

Account Data:
Retained while the account remains active and for a reasonable period afterwards where necessary for legal, security, billing or dispute-resolution purposes.

Customer Content:
Not stored permanently after completion of the translation task unless required to provide a requested feature, support request, security investigation or legal obligation.

Generated Output:
Available for download during the active session or for a limited period depending on the functionality of the Service, unless a feature expressly allows storage.

Translation memory files:
Generated for user download and not stored permanently unless the user explicitly saves them through a supported feature.

Token Usage Data:
Retained for account administration, billing, plan enforcement, pay-as-you-go calculation, fraud prevention, security, audit and legal compliance.

Billing records and invoices:
Retained for the period required by tax, accounting and legal obligations.

Security logs and technical logs:
Retained for a limited period necessary for security, abuse prevention, debugging and service reliability.

Cookie consent records:
Retained as necessary to demonstrate and manage consent choices.

Support communications:
Retained for as long as necessary to handle the request and maintain appropriate business records.

When retention is no longer necessary, we delete, anonymise or securely archive personal data in accordance with applicable law and operational requirements.

16. Security measures

We use technical and organisational measures designed to protect personal data and Customer Content against unauthorised access, loss, misuse, alteration or disclosure.

These measures may include:

encryption in transit;
access controls;
authentication safeguards;
restricted permissions;
logging and monitoring;
secure infrastructure practices;
incident response procedures;
confidentiality obligations;
regular review of security measures.

No online service can guarantee absolute security. You are responsible for using the Service appropriately for the sensitivity of your content and for keeping your account credentials secure.

17. Your rights

Depending on your location and applicable law, you may have the following rights:

the right to access your personal data;
the right to correct inaccurate or incomplete personal data;
the right to request deletion of personal data;
the right to restrict processing;
the right to object to processing;
the right to data portability;
the right to withdraw consent;
the right to lodge a complaint with a supervisory authority.

To exercise your rights, contact us at team@trad-ai.com.

We may need to verify your identity before responding to a request. Some rights may be subject to legal exceptions, for example where retention is required for legal, accounting, security or dispute-resolution purposes.

18. Children

The Service is not intended for children. We do not knowingly collect personal data from children. If you believe that a child has provided personal data to us, please contact us so that we can take appropriate action.

19. Changes to this Policy

We may update this Privacy Policy from time to time to reflect changes in the Service, legal requirements, AI model providers, token-based usage, data processing practices, cookies, analytics or business operations.

The updated version will be posted on the Website with a revised effective date.

Where required by law or where changes materially affect users, we will provide appropriate notice.

20. Contact

For questions, concerns or requests related to this Privacy Policy or personal data processing, please contact: