1. Introduction

Welcome to our Document Translation Service. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our file translation application that utilizes Large Language Models (LLM) for document translation services.

2. Information We Collect

2.1 Document Content

• Uploaded Files: We temporarily process files you upload (Excel, CSV, Word, PowerPoint, Text files)
• Text Content: The actual text content within your documents that requires translation
• File Metadata: File names, sizes, and format information
• Column Selection: Your choice of specific columns for translation in spreadsheet files

2.2 Usage Information

• Translation Requests: Source and target language selections
• Technical Data: IP addresses, browser information, and usage patterns
• Error Logs: Technical information when errors occur during translation

3. How We Use Your Information

3.1 Primary Purposes

• Document Translation: Processing your files through our LLM-powered translation service
• Service Delivery: Providing translated files in the same format as uploaded
• Quality Assurance: Improving translation accuracy and service performance

3.2 Secondary Purposes

• Technical Support: Troubleshooting and resolving service issues
• Service Improvement: Analyzing usage patterns to enhance user experience
• Security: Protecting against misuse and ensuring service integrity

4. Third-Party Services

4.1 OpenAI Integration

Our service utilizes OpenAI's GPT models for translation. Your document content is sent to OpenAI's servers for processing. Please review OpenAI's Privacy Policy for information about their data handling practices.

4.2 Data Processing

• Text content is sent to OpenAI for translation processing
• We do not store the responses from OpenAI permanently
• Translation requests are subject to OpenAI's usage policies

5. Data Storage and Retention

5.1 Temporary Processing

• Upload Storage: Files are temporarily stored during processing only
• Processing Time: Data is retained only for the duration of the translation request
• Automatic Deletion: All file content is automatically deleted after translation completion

5.2 Logs and Analytics

• Usage Logs: Non-personal usage statistics may be retained for up to 30 days
• Error Logs: Technical error information for service improvement purposes
• No Content Storage: We do not permanently store your document content or translations

6. Data Security

6.1 Security Measures

• Encryption: All data transmission uses HTTPS encryption
• Secure Processing: Files are processed in secure, isolated environments
• Access Control: Limited access to processing systems by authorized personnel only
• Regular Updates: Security patches and updates are applied regularly

6.2 File Security

• Uploaded files are scanned for security threats
• Processing occurs in sandboxed environments
• No unauthorized access to your document content

7. Your Rights and Choices

7.1 Data Control

• File Ownership: You retain full ownership of your uploaded documents
• Translation Control: You can choose specific columns/sections to translate
• Language Selection: Full control over source and target languages

7.2 User Rights

• Access Right: Request information about data processing
• Deletion Right: Request immediate deletion of processing data
• Correction Right: Request correction of any inaccurate information

8. Supported File Types and Limitations

Our service currently supports:

• Microsoft Excel: .xlsx, .xls files with column-specific translation
• CSV Files: Comma-separated values with header row support
• Word Documents: .docx files (future implementation)
• PowerPoint: .pptx presentations (future implementation)
• Text Files: .txt plain text files (future implementation)

9. Children's Privacy

Our service is not directed to children under 13 years of age. We do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe your child has provided us with personal information, please contact us.

10. International Data Transfers

Your document content may be processed on servers located outside your country of residence, including servers operated by OpenAI. We ensure appropriate safeguards are in place for international data transfers.

11. Changes to Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date.

12. Contact Information

If you have any questions about this Privacy Policy or our data practices, please contact us:

• Email: support@aidoctranslator.com