1. The service

Polytxt provides AI-assisted document translation with an optional human-certified upgrade. The pipeline combines automated drafting by a large language model with sign-off by qualified human translators. We operate from Edinburgh, Scotland.

2. Your account

The free AI preview is available without an account. To save translations, request a human-certified upgrade, or access a translation from a different device, you need to register. You’re responsible for keeping your account credentials secure and for any activity under your account.

3. What you upload

You retain full ownership of any document you upload. By uploading, you grant Polytxt a limited licence to process the document solely for the purpose of producing the translation you requested. You confirm you have the right to translate the document — for example, you own it, the document subject consents, or the document is otherwise lawfully in your possession for translation.

4. What we deliver

For the free AI preview: an instant AI-translated copy of the first 25 segments, with the option to view more on demand. For a human-certified upgrade: a full document translation reviewed and signed off by a qualified human translator, with a statement of accuracy and audit trail attached.

5. AI translation — accuracy and limitations

The AI translation is provided as a useful first draft. It is not certified, not signed by a human translator, and not accepted by UK authorities (Home Office, NHS, UK universities) for official use. The free preview is clearly marked as such on the downloaded watermarked file. For official use, request the human-certified upgrade.

6. Certified translation — scope and acceptance

Our human-certified translations include a signed statement of accuracy, the translator’s contact details, and the date of translation — the three elements UK Visas and Immigration require for accompanying translations. We do not warrant acceptance by any specific authority in any specific case — the receiving authority makes that decision based on its own published requirements. If acceptance is refused on grounds of a translation defect we caused, we will re-translate at no charge.

7. Pricing, payment, and refunds

The free AI preview is free of charge. Human-certified translations are quoted per page (£40 Standard tier, £90 Express tier) before any work starts. Quotes are binding once accepted by you.

Refunds: if you cancel before a human translator has begun review, we refund in full. If you cancel during review, we refund pro-rata for the work not yet completed. If we discover after delivery that the translation contains a material error caused by us, we re-translate at no charge.

8. Data retention

Guest uploads (no account) are held for 30 days then automatically purged. Documents saved to an account are retained for as long as the account is active. Audit-event metadata (no document content) is retained for a longer compliance window. Full detail in our privacy policy.

9. Intellectual property

You retain ownership of the original document and its translation. The Polytxt platform, brand, AI prompts, quality-assurance pipelines, and workflow software are our intellectual property and may not be reverse engineered or reproduced. Audit logs we generate are shared back to you on request.

10. Limitation of liability

To the maximum extent permitted by law, Polytxt’s total liability for any claim arising from your use of the service is capped at the fees you paid us in the twelve months prior to the claim, or £500, whichever is greater. This cap does not limit liability for matters that cannot be excluded under UK consumer law, including fraud, personal injury, and certain statutory rights.

11. Governing law (Scotland, UK)

These terms are governed by the laws of Scotland and subject to the exclusive jurisdiction of the Scottish courts. UK consumer protection laws apply where you are a consumer.

12. Changes to these terms

If we change these terms materially, we’ll notify registered account holders by email 30 days before the change takes effect, and post a notice on the dashboard. Routine non-material updates (clarifications, typo fixes) are made without notice. The last updated date at the top of this page is always accurate.

13. Contact us

For any contractual or terms-related enquiry email us.