Privacy Policy

Information We Collect

We collect the information needed to provide, operate, secure, and improve the service. This may include:

• Account information, such as your email address and login details.
• Files you upload for translation, currently DOCX files only.
• Translation outputs generated through the service.
• Usage information, such as upload activity, translation jobs, errors, timestamps, and service logs.
• Payment and billing information processed through Stripe.
• Basic analytics data collected through Vercel Analytics.

We do not intentionally collect special category data. However, because users control the content of uploaded documents, your documents may contain personal, confidential, or sensitive information. You are responsible for ensuring that you have the right to upload and process any content you submit to the service.

How We Use Your Information

We use your information to:

• Provide the translation service.
• Process uploaded DOCX files and generate translated outputs.
• Manage user accounts and authentication.
• Process payments, subscriptions, credits, and billing records.
• Monitor service performance, reliability, and security.
• Detect, prevent, and respond to abuse, fraud, unauthorised access, or technical issues.
• Respond to support, privacy, or legal requests.
• Improve the service.

Uploaded Documents and Translation Content

When you upload a DOCX file, we process the file in order to provide the translation service.

Uploaded files and translated outputs are stored for up to 90 days, unless you delete them earlier through the dashboard or we are required to retain certain information for legal, security, accounting, fraud prevention, or dispute resolution reasons.

You should not upload documents unless you have the necessary rights and permissions to do so.

AI Processing Providers

To provide translations and related language processing, uploaded text may be sent to external AI providers, including OpenAI and DeepSeek.

OpenAI states that API data is not used to train its models by default. DeepSeek's handling of submitted data is governed by its own terms, policies, and data processing practices.

By using rftag, you understand that uploaded text may be processed by these third-party AI providers for the purpose of providing the translation service.

You should not upload highly confidential, legally privileged, regulated, or sensitive documents unless you are comfortable with this third-party processing.

Service Providers

We use third-party service providers to operate rftag, including:

• Vercel, for hosting the web application and Vercel Analytics.
• Supabase, for database, authentication, and related backend services.
• Fasthosts, for VPS hosting, with the server located in the United Kingdom.
• Stripe, for payment processing.
• OpenAI and DeepSeek, for AI translation and language processing.

These providers may process personal data on our behalf where necessary to provide, secure, or support the service.

Payments

Payments are processed by Stripe. We do not directly store your full card details.

Stripe may collect and process payment information, billing details, transaction records, fraud prevention information, tax information, and other information required to process payments and comply with legal obligations.

Your use of Stripe's payment services may also be subject to Stripe's own privacy policy and terms.

Cookies and Analytics

We use essential and functional cookies for Supabase authentication. These cookies are necessary to keep you logged in and allow the service to function.

We also use Vercel Analytics. Vercel Analytics collects anonymous, aggregated usage information and does not use tracking cookies.

We do not use Google Analytics, advertising cookies, marketing tracking cookies, or behavioural advertising tools.

What We Do Not Do

• We do not sell your personal data.
• We do not use uploaded documents for advertising.
• We do not use uploaded documents for marketing profiling.
• We do not intentionally access uploaded documents except where necessary to provide the service, troubleshoot technical issues, investigate abuse or security concerns, comply with legal obligations, or respond to a request from you.

Legal Basis for Processing

Where UK GDPR or similar data protection laws apply, we process personal data on the following bases:

• Contract: to provide the translation service you request.
• Legitimate interests: to operate, secure, monitor, troubleshoot, and improve the service.
• Legal obligation: to comply with tax, accounting, payment, fraud prevention, and legal requirements.
• Consent: where consent is required, such as for certain optional cookies or marketing communications if introduced in the future.

Data Retention

Uploaded DOCX files and translated outputs are retained for up to 90 days.

You may delete your files and translation jobs from the dashboard where this functionality is available.

Account, billing, transaction, security, and support records may be kept for longer where necessary for legal, accounting, tax, fraud prevention, security, or dispute resolution purposes.

When data is deleted, it may take a reasonable period for copies to be removed from backups or logs.

International Transfers

rftag is based in the United Kingdom and our VPS server is located in the United Kingdom.

However, some of our service providers, including AI, hosting, analytics, database, and payment providers, may process data outside the United Kingdom. Where required, we rely on appropriate safeguards, contractual protections, or the provider's own lawful transfer mechanisms to protect personal data.

Security

We take reasonable technical and organisational measures to protect your data against unauthorised access, loss, misuse, alteration, or disclosure.

However, no online service can be guaranteed to be completely secure. You are responsible for keeping your account credentials safe and for ensuring that documents you upload are appropriate for processing through the service.

Your Rights

Depending on where you are located, you may have rights over your personal data, including the right to:

• Access the personal data we hold about you.
• Correct inaccurate personal data.
• Request deletion of your personal data.
• Object to or restrict certain processing.
• Request a copy of your data.
• Withdraw consent where processing is based on consent.
• Complain to a data protection authority.

To make a privacy request, contact us at contact@rftag.co.uk.

If you are in the United Kingdom, you may also have the right to complain to the Information Commissioner's Office.

Children

rftag is not intended for children. We do not knowingly collect personal data from children.

Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we may notify users through the service or by other appropriate means.

The latest version of this Privacy Policy will be posted on our website.

Contact

If you have any questions about this Privacy Policy or how your data is handled, contact:

rftag
Email: contact@rftag.co.uk