Office Translator, Inc. ("we" or "the Company") is committed to protecting your privacy. This Privacy Policy ("Policy") explains how we collect, use, disclose, and protect your Information collected when you use our website and related services (collectively referred to as "Services").

This policy is an integral part of our Terms of Service. By using our services, you agree to the data practices described in this Privacy Policy.

1. Information We Collect

We collect information in a lawful, fair, and transparent manner to provide and improve our services. The types of information we collect are as follows:

1.1. Information You Provide Directly to Us

Account Information: When you register an account, we collect your email address, which serves as the unique identifier for your account.
User Data: We temporarily collect and process documents, text, or other files that you upload for translation purposes ("User Data"). We do not permanently store your user data.
Payment Information: When you purchase credits, your payment information (such as credit card numbers) is collected by our third-party payment processors. We do not store or directly access your complete payment card information.
Communication: If you contact our customer support, we will collect any information you provide in communications to assist you.

1.2. Information We Collect Automatically

Technical and Log Data: We automatically collect information about how you interact with our services, including your IP address, browser type, operating system, device information, access time, access duration, and the pages you browse before and after visiting our services. This information is primarily used for analyzing trends, managing the website, and ensuring security.
Cookies and similar technologies: We use cookies and similar technologies (such as web beacons) to operate and manage our services, personalize your experience, and analyze usage. Cookies are small text files that websites place on your device. You can configure your browser to reject all cookies or to prompt when cookies are being sent, but this may affect your ability to use certain features of our services.

2. How We Use Your Information

We use your information for the following specific, explicit, and lawful purposes:

Provide and maintain services: process your user data to provide the translation services you request, manage your account, and process transactions.
To communicate with you: sending you essential service-related communications, such as account verification, service updates, security alerts, and technical support notifications.
For security and compliance purposes: protect our services, users, and the public from fraud, abuse, and illegal activities, enforce our terms and conditions, and fulfill our legal obligations.
Improve our services: We may use anonymous aggregated usage data to understand how our services are utilized and to implement improvements, but we will never use your user data or any personally identifiable information for this purpose.

3. How We Share Your Information

We respect your privacy and do not sell your personal information. We only share your information in the following limited and necessary circumstances:

Third-party AI providers: To provide our translation services, we securely transmit your user data to our third-party AI service providers (such as OpenAI, Google) through encrypted channels. We strictly adhere to these providers' API data usage policies, which explicitly stipulate that data transmitted through their APIs will not be used for training their models or for any other purposes beyond providing services to us.
Service provider: We may share information with vetted third-party vendors, We share information with consultants and other service providers who work on our behalf, such as cloud hosting providers (including AWS and Google Cloud) and payment processors. These providers are only authorized to access your information to provide services to us and have contractual obligations to maintain its confidentiality.
Legal Requirements: If we believe in good faith that it is reasonably necessary to comply with legal obligations, court orders, or valid legal processes (such as subpoenas), or to protect our rights, property, or safety, or to protect the rights, property, or safety of our users or the public, we may disclose your information.
Business Transfer: If the company is involved in a merger, acquisition, bankruptcy, or any form of asset sale, your information may be transferred as part of such transaction. In such circumstances, we will notify you via email and/or by posting a prominent notice on our website.

4. Data Security and Retention

4.1. Security Measures

We have implemented commercially reasonable and appropriate technical and organizational security measures designed to protect your information from accidental or unlawful destruction, loss, alteration, unauthorized disclosure or access. This includes encryption of data in transit (such as TLS/SSL) and data at rest. However, no method of transmission over the internet or electronic storage can be 100% secure; therefore, we cannot guarantee absolute security.

4.2. Data Retention

We strictly adhere to data minimization and retention policies:

The user data you upload for translation and the resulting translation output will be automatically and permanently deleted from our active systems within the specified timeframe Thirty (30) days Task completion rate.
Your account information (such as email address) will be retained while your account remains active. If you delete your account, we will delete your account information.

You have full responsibility within thirty days to download and back up your translation output within the specified timeframe.

5. Your Data Rights and Choices

Depending on your jurisdiction (e.g., European Economic Area (GDPR) or California (CCPA/CPRA)), you may have specific rights regarding your personal information:

Right of Access: You have the right to request access to copies of personal information about you that we hold.
Right to Rectification: You have the right to request correction of any inaccurate personal information.
Right to Erasure (Right to be Forgotten): You have the right to request deletion of your personal information.
Right to Restrict Processing: You have the right to request restriction under specific conditions of the processing of your personal information.
Right to Data Portability: You have the right to receive your data in a structured, commonly used, and machine-readable format personal information provided to us.
Right to Object: You have the right to object to our processing of your personal information.

To exercise these rights, please contact us using the contact information provided in Section 8. We will respond to your request in accordance with applicable law.

6. Children's Privacy

Our services are not intended for children under 18 years of age. We do not intentionally collect personal identification information from children under 18 years of age. If you are a parent or guardian and you are aware that your child has provided personal information to us, please contact us immediately. If we discover that we have collected personal information from children without verified parental consent, we will immediately take steps to remove such information from our servers.

7. Changes to This Privacy Policy

We may update this privacy policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any changes by posting the new privacy policy on this page and updating the "Last Updated" date at the top. If we make material changes, we will notify you via the email address you have provided to us or by posting a prominent notice on our website. We recommend that you periodically review this privacy policy for any changes.

8. Contact Us

If you have any questions, concerns, or complaints regarding this privacy policy or our privacy practices, please contact our privacy officer through the following means:

Office Translator, Inc.
Email: service@otranslator.com