Privacy Policy

1. About this Privacy Policy

Languvia provides website translation and multilingual publishing services for website owners, businesses, agencies and publishers. This Privacy Policy explains how [Full registered legal name], operating as Languvia (“Languvia”, “we”, “us” or “our”), collects, uses, shares, stores and protects personal information when you visit our website or use our services. It applies to our cloud platform, customer workspaces, supported website connectors and plugins, WordPress and WooCommerce translation services, Newsroom workflows, billing communications and support channels. “Personal information” means information that identifies an individual or can reasonably be linked to an identifiable individual. This Policy explains our practices. It does not require you to consent to every type of processing described here. Where a particular activity requires consent, we will request it separately.

1. Our role and your website’s role

Information about our own customers and visitors. We generally determine why and how personal information is used for Languvia account administration, billing, customer relationships, service security and our own website operations. For these activities, we act as the responsible controller or equivalent organisation under applicable law. Information contained in customer content. When a customer submits website content for translation, the customer normally determines the purpose of that processing. Languvia processes the content to deliver the requested service and follow the customer’s authorised instructions. The applicable Data Processing Addendum governs this relationship. An agency may act on behalf of a website owner. In that arrangement, Languvia’s precise role depends on the parties’ responsibilities and the applicable agreement. A website does not become owned or operated by Languvia merely because it uses our plugin. Its owner remains responsible for its own privacy notices, visitor information and publication decisions. Languvia’s published processing framework recognises this distinction between customer-controlled content and our service operations. Languvia

1. Information we collect

The information processed depends on the features you use, your account settings and the content supplied to us. Account and workspace information We collect information needed to create and administer your account, such as your email address, name where provided, organisation details, workspace membership, role, account preferences and subscription status. Business address, billing contact and tax information may be collected where needed for an invoice or transaction. Connected-website information A supported connector may supply the website address, site identifier, configured languages, connection status, software versions and relevant compatibility or diagnostic information. Connecting a website authorises the supported service functions you enable. It is not unrestricted permission to collect unrelated website records. Content submitted for translation We process the content selected for translation, which can include page and article text, headings, excerpts, product descriptions, navigation, taxonomy information, URLs, metadata, media captions, alternative text, glossaries and editorial corrections. That content may contain personal information, such as author names, biographies, quotations or contact details, where the customer includes it. Languvia’s WordPress service supports translation beyond article bodies, including supported navigation, media metadata, website strings and WooCommerce content. Languvia Translation and service records We process operational records associated with service delivery, including requested languages, translation-job identifiers, processing status, usage measurements, revision history, delivery results, quality-check results and error reports. These records help us deliver translations, maintain continuity, investigate faults and calculate subscription usage. Support information When you contact us, we process the information you provide in messages, support conversations and any submitted diagnostic material. This may include relevant website details, screenshots and the steps taken to investigate an issue. Please remove unnecessary personal information and confidential material before submitting support evidence. Languvia’s support workflows use conversations and relevant website diagnostics to investigate translation and synchronisation problems. Languvia Billing and payment records We process subscription details, invoice information, payment status, transaction references, amounts, currency and relevant refund or dispute records. Enter payment credentials only through the appropriate payment interface. Do not send card numbers, banking passwords, payment verification codes or similar information through a support message. Technical and consent information When you interact with Languvia, technical records may include your IP address, browser or device information, request timestamps, pages or service functions accessed, authentication events and security-related signals. We also record applicable privacy preferences, consent decisions and withdrawals so that those choices can be respected.

1. Where information comes from

We receive information directly from you when you register, configure a workspace, purchase services, contact support or submit a request. We may also receive information from an organisation or agency that invites you to a workspace, a website you are authorised to connect, an optional sign-in provider you choose, a payment provider confirming a transaction, or a service provider reporting delivery and security events. Customer content is supplied by the customer or retrieved through an authorised integration. Information appearing in public website content remains subject to applicable privacy requirements; public availability does not automatically permit unrelated use.

1. How we use information

We use relevant information to create and authenticate accounts, connect authorised websites, translate selected content, deliver results and maintain supported translation memory and publishing workflows. We also use it to administer subscriptions, measure usage, issue invoices, process payment-related requests, provide support and communicate important service information. Technical and operational information helps us diagnose problems, assess compatibility, prevent abuse, secure workspaces and improve the reliability of the service. Where necessary, we use information to comply with legal requirements, respond to valid requests from authorities, maintain required records and establish or defend legal claims. We limit the information used for each purpose to what is reasonably necessary. Any proposed materially different use requires an appropriate legal basis and additional notice or consent where required.

1. Legal grounds for processing

Where the European or United Kingdom data-protection framework applies, our processing relies on the legal ground appropriate to the activity. Contractual necessity: providing services requested by an individual customer, administering that customer’s subscription and responding to requests needed to perform the agreement. Legitimate interests: proportionate account administration for business representatives, service security, fraud prevention, troubleshooting and protecting legal rights. We assess these interests against the individual’s rights and reasonable expectations. Legal obligations: maintaining required accounting records and meeting applicable regulatory, tax or other legal requirements. Consent: optional analytics, marketing where consent is required, and other activities for which we specifically request permission. A contract with an organisation does not automatically make contractual necessity the appropriate ground for every use of its employees’ information. Likewise, legitimate interests do not replace consent where consent is required. European Data Protection Board In other jurisdictions, we rely on the grounds recognised by the applicable local law. Where information is necessary to provide a requested function, declining to provide it may prevent that function from working. Declining optional analytics or marketing does not, by itself, prevent you from using the core service.

1. How website translation processes information

When you enable translation, selected source content and relevant language instructions are transmitted through Languvia’s managed service to the provider used for that request. The resulting translations and associated status information are returned through the supported workflow. In the WordPress product, approved translations can be stored locally on the customer’s website for delivery to visitors. This means that information may exist both in Languvia’s cloud records and in the customer’s own WordPress environment. Languvia Translation memory allows previously translated material to be reused within the authorised service workflow. Storing material in translation memory is distinct from training a general-purpose AI model. Customers should configure exclusions and review settings appropriate to their content. Do not submit unnecessary private customer records, account credentials or payment information simply to translate storefront labels or other public-facing text. Where content requires additional safeguards because of its sensitivity, the appropriate processing arrangements must be established before submission.

1. Service providers and integrations

We use external providers for functions necessary to operate Languvia. The providers involved depend on the feature used and the enabled configuration; not every provider receives every customer’s information. Provider or service category Purpose and information involved DeepL, Google Cloud Translation and OpenAI translation services Selected source text, language instructions and relevant context for translation or quality-related processing. Resend, when configured Recipient addresses, email content and delivery information for authentication and operational messages. OpenAI support services, when enabled Submitted support messages and relevant permitted context for automated assistance. Cloudflare Turnstile, when enabled Browser and connection signals used for bot detection and abuse prevention. Razorpay, where used for payment Billing contact, subscription and transaction information needed to process and administer payments. Hosting, storage and infrastructure providers Information necessary to host the platform, store service records and maintain service availability.

Languvia’s published provider list names DeepL, Google Cloud Translation, OpenAI and Razorpay. Its existing Privacy Policy separately describes Resend and optional AI support. Languvia Providers processing information on our behalf must be subject to appropriate contractual requirements. Some providers also act independently for particular purposes, such as their own payment compliance or identity-service administration. Their privacy notices explain those activities. Contact us for information about the providers relevant to your use of Languvia.

1. Authentication and protection against automated abuse

Languvia supports email-based authentication. Sending a sign-in code requires processing the recipient’s email address, the authentication message and relevant delivery information. Where an optional Google or ChatGPT sign-in integration is configured and available, choosing it allows Languvia to receive the identity information returned through that integration. This is used to create, link or access your account. Optional provider availability depends on Languvia’s configuration. Languvia The permissions requested during sign-in should be reviewed before you approve them. Additional access must be explained separately; choosing a sign-in provider is not general permission to access unrelated information in that provider’s services. Where Cloudflare Turnstile is enabled, it processes technical signals such as IP address, browser information and information about the website interaction to distinguish human visitors from automated traffic. Cloudflare’s Turnstile Privacy Addendum explains both its processing for website operators and its processing to improve bot detection. Cloudflare

1. AI-assisted support and content use

When you use an enabled AI support feature, your message and relevant permitted support context may be sent to an AI provider to generate assistance. A conversation or selected information may also become part of a human support ticket. Languvia’s existing disclosure states that its OpenAI support requests disable response storage. This setting must not be understood as a guarantee of zero retention. Provider-side security or abuse-monitoring records and Languvia’s own support history are separate from API response storage. Languvia Do not submit passwords, authentication codes, private keys, payment credentials or unnecessary sensitive information to automated support. You may use the support-ticket channel to raise matters requiring human attention. Customer content is supplied to deliver the requested service. Acceptance of this Privacy Policy does not authorise unrelated advertising, publication of private content or general-purpose model training. Any proposed secondary use must have an appropriate legal basis and be separately explained, with permission obtained where required.

1. Cookies, browser storage and analytics

We use cookies and similar browser storage for functions such as authentication, session security and remembering applicable preferences. Our public website separates essential service storage from optional analytics. Optional analytics load only after you allow them. The website provides an “Analytics choices” control for managing that decision. Languvia You may also manage cookies and local storage through your browser. Blocking essential storage may prevent sign-in or other requested functions from working. Clearing stored preferences may cause the website to ask for your choices again. Consent evidence may be retained to record the choice made. A hashed or pseudonymous identifier is not treated as fully anonymous where it can still reasonably be linked to an individual. Customers using Languvia on their own websites remain responsible for the cookie and privacy notices applicable to those websites.

1. Emails and marketing choices

We send operational messages needed to administer your account and the service, such as sign-in codes, billing notices, security alerts, support replies and significant service updates. Marketing messages are separate from essential operational communications. Where we send marketing, we will follow applicable permission requirements and provide an appropriate way to unsubscribe. You can withdraw marketing permission without cancelling your subscription. We may retain a limited suppression record to avoid sending further marketing to an address that has opted out. Unsubscribing from marketing does not necessarily stop messages required to secure or administer an active account.

1. Other circumstances in which information is shared

Authorised workspace administrators and team members may access information appropriate to their permissions. Customers should consider this before adding people or placing information in a shared workspace. Where human review or professional assistance is specifically requested, relevant information may be shared with authorised personnel under appropriate confidentiality arrangements. We may disclose necessary information to professional advisers, courts, regulators or law-enforcement bodies where legally required or reasonably necessary to establish, exercise or defend legal rights. Information may also be involved in a genuine merger, acquisition, restructuring or transfer of the relevant business, subject to applicable confidentiality, notice and data-protection requirements. A business transfer does not remove individuals’ legal rights.

1. International processing

Languvia and its service providers may process information outside the country in which you live. The locations involved depend on the hosting arrangement, provider and service function. A website’s local translation storage does not mean that all cloud processing occurs in the same country as that website. Where international-transfer rules apply, the required safeguards must be established before the relevant transfer. Depending on the circumstances, these may include a recognised adequacy decision, approved contractual safeguards and supplementary measures. This Privacy Policy is not a substitute for those arrangements. European Data Protection Board You may contact privacy@languvia.com to request information about processing locations and applicable transfer safeguards, including a copy or description of relevant safeguards where available under law.

1. How long information is retained

We retain personal information for the period reasonably necessary for its purpose, subject to applicable legal obligations, valid deletion requests and contractual requirements. The retention assessment considers the account relationship, service function, sensitivity of the information, security needs, unresolved disputes and any requirement to preserve particular records. Languvia’s published operational schedule includes the following default periods: Record category Published default Scheduled action Expired or consumed OTP records 1 day Delete Expired or revoked sessions; support commands 90 days Delete Provider diagnostics; migration-scan metadata 180 days Delete AI support messages; translation jobs; login history; compatibility and integrity scans; unconverted enquiries 365 days Delete Email and delivery records 365 days Anonymise Consent records 730 days Anonymise Support-action logs and security events 730 days Archive Commercial administration audit logs 2,555 days Archive

These defaults are described as configurable and subject to legal holds. They are record-retention periods, not sign-in-code validity periods or guaranteed session lifetimes. languvia.com Archiving is not deletion. Archived identifiable information remains subject to access restrictions and an ongoing lawful retention need. Anonymisation must prevent reasonable re-identification; merely removing a name is not necessarily sufficient. Account and accounting records may require different retention periods. Information preserved for a valid legal hold is restricted to the relevant purpose. A configured default does not override a valid right to earlier deletion or justify retaining information longer than necessary. European Commission

1. Account closure, deletion and local website copies

You may request access, export or deletion through an available workspace function or by contacting our privacy email address. Cancelling a subscription or uninstalling the plugin does not automatically delete every cloud record. Certain account, billing, security or dispute records may need to remain for a lawful period. Deletion from Languvia’s cloud does not automatically remove translations or other copies stored on your WordPress website, in your hosting backups, or by independent third parties. Website owners must manage those copies separately. Where information remains temporarily in protected backups, it follows the applicable backup replacement or deletion process. Restoring a backup must not be used to defeat an applicable deletion obligation. We will explain any lawful reason that prevents us from completing a request in full.

1. Security and incident handling

We use technical and organisational safeguards appropriate to the service and the information processed. Languvia’s published controls include separated administrative and customer sessions, workspace access controls, encryption of supported provider and connector secrets, signed connector requests and operational audit records. These controls should not be interpreted as a statement that every stored record is encrypted in the same way. Languvia No internet service can guarantee absolute security. You should protect your account email, restrict workspace access, maintain website security and avoid sharing authentication credentials. If a personal-data incident creates notification obligations, we will notify the relevant customer, affected individuals or authorities as required by the applicable law and agreement. Our notification obligations are not replaced by a general service-status announcement.

1. Your privacy rights

Depending on the law applicable to you, you may have rights to obtain information about processing, access a copy of your personal information, correct inaccuracies, request deletion, restrict processing or obtain a portable copy. You may also have the right to withdraw consent, object to processing based on legitimate interests, object to direct marketing, or challenge certain decisions based solely on automated processing. Not every right applies in every circumstance. European Data Protection Board To make a request, contact privacy@languvia.com and describe the information and action concerned. Include the relevant account email or website where this helps identify the records. We may request proportionate information to verify your identity or authority. Do not send a password or unnecessary identity documents. You do not need to create a Languvia account solely to raise a privacy request. We will respond within the period required by applicable law and explain any permitted extension or lawful refusal. Where applicable, you may request a review or appeal. For information controlled by a customer website, we may need to refer the request to that website owner and assist them in responding. You may also complain to the competent privacy authority using the procedures applicable in your jurisdiction.

1. Automated processing and human review

Languvia uses automation for translation, quality checks, prioritisation, service metering, authentication controls, security checks and support assistance. These functions can affect whether a translation is held for review, a job is queued, a request is rate-limited or additional authentication is required. Translation quality indicators assess content or technical results; they are not a professional assessment of the individual mentioned in that content. Languvia’s published AI policy provides for review workflows and warns that automated quality indicators do not establish factual or professional accuracy. Languvia Contact support if you believe an automated restriction or result is incorrect. Where applicable law provides rights concerning a legally significant or similarly significant automated decision, those rights remain available.

1. Children and sensitive information

Languvia accounts and commercial services are intended for adults aged 18 or over, not for independent registration by children. Customer publications may nevertheless contain information about children or other sensitive personal information. Customers must ensure that submitting such material is lawful and that any required additional safeguards are in place. Do not submit sensitive information that is unnecessary for translation or support. If you believe a child has registered inappropriately or that sensitive information has been submitted without proper authority, contact us so that we can assess the circumstances and take appropriate action.

1. Changes to this Policy

We may update this Policy when our services, processing arrangements or legal obligations change. The published version will show its effective date and last updated date. Where a change materially affects how we process personal information, we will provide appropriate notice and obtain additional consent where required. Publishing a revised Policy does not retrospectively authorise a new use of information that requires a separate legal basis or permission.

1. Contact us

For privacy questions, access requests, corrections, deletion requests or complaints, contact: Languvia Legal operator: [Full registered legal name] Registered office: [Complete registered office address] Privacy email: privacy@languvia.com Designated privacy or grievance contact: [Name and designation] [Contact email] [Telephone number, where required] Where a Data Protection Officer or regional representative is legally required, their applicable contact details will be provided here.