1. Who we be

Babel Automata Ltd (the company behind Polytxt) na UK-based AI-assisted document translation service. Our registered office dey for Edinburgh, Scotland. For any privacy enquiry contact us.

2. Wetin data we collect

We dey keep three categories of data:

• Account data — email address, password hash, role, and account preferences. Only collected if you register an account; the free AI preview works without one.
• Document data — the documents wey you upload, their extracted text from OCR, our AI drafts, and any human-certified translations.
• Audit data — an append-only log of every action wey happen for a job (upload, language detection, AI invocation, human review, sign-off, download). Audit data na metadata only and no dey carry any document content.

3. Why we collect am

We keep account data make we fit verify you and personalise your experience. We keep document data make we fit translate the documents wey you upload. We keep the audit log so every translation go be something wey you fit defend and trace — na requirement for certified translation work.

4. For how long we go hold am

Guest uploads (no account) dey keep for 30 days, then automatically purged by a nightly retention task. Documents wey you save for account (claimed after sign-up) dey stay as long as the account still active. Audit-event metadata (no document content) dey keep for longer compliance window according to our retention policy, and na wetin we use to defend a translation if UK authority ask am.

5. Who go see your documents

Documents dey processed by:

• Polytxt systems running for UK data centres — OCR, language detection, structural analysis.
• Our AI translation provider — we send the extracted text to the AI provider via their secure API. The provider dey operate under a Data Processing Agreement wey stop use of your data for training their models.
• Qualified human translators — only if you request the human-certified upgrade. Each translator is contractually bound by NDA and processes documents inside our reviewer portal under audit.

We no share your documents with advertisers, marketers, AI-training datasets, or any third party wey no list for above.

6. Your rights under UK GDPR

For UK General Data Protection Regulation, you get:

• Right of access — request copy of the data wey we hold about you.
• Right to rectification — ask us make we correct inaccurate data.
• Right to erasure — ask us delete your data (subject to retention obligations).
• Right to restrict processing — ask us make we pause processing.
• Right to data portability — request your data in a portable format.
• Right to object — object to specific uses of your data.
• Right not to be subject to automated decision-making — we no dey make legal decisions about you with AI.
• Right to lodge a complaint — with the UK Information Commissioner’s Office for ico.org.uk.

To use any of these rights email us. We go respond within 30 days as UK GDPR require.

7. Kuki na tracking

We use only first-party cookies essential to authentication and session management (e.g. the secure polylingo_guest cookie wey tie your guest preview to your browser). We no use third-party advertising cookies, social-network tracking pixels, or behavioural-analytics scripts.

8. Data transfer wey go outside UK

Document content dey process inside the UK. Our AI translation provider fit process the extracted text for their own infrastructure, wey fit include the United States or European Union. All those transfers dey covered by the UK’s Standard Contractual Clauses or an equivalent UK-recognised adequacy mechanism.

9. Privacy pikin (children’s)

Polytxt no aim am at children wey be under 13 and we no dey knowingly collect personal data from them. If you think say child don give us personal data, email us and we go delete am.

10. How wey you fit contact us

For any privacy enquiry, request to exercise your rights, or complaint:

• Email: through the contact form
• You fit also lodge complaint with the UK ICO for ico.org.uk.

11. Changes to this policy

If we change this policy 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.

12. Anti-abuse protections for anonymous use

The free anonymous preview open to anybody wey no need registration. To protect the service from abuse and unbounded automated use, we apply two transparent measures to anonymous submissions:

Anti-abuse fingerprint. When you upload a document anonymously, we compose a per-visitor identifier from four request headers your browser sends with every HTTP request: User-Agent, Accept-Language, Accept-Encoding, and your IP address. This identifier is used solely to count submissions per visitor per day (we cap free anonymous use at 20 submissions per day) and to detect abuse. We no record which documents you uploaded against this identifier, the languages you chose, or any other content metadata. The lawful basis for this processing is UK GDPR Article 6(1)(f) — legitimate interest in preventing service abuse — and you get the right under Article 21 to object to this processing by contacting us. The identifier is purged 30 days after your most recent visit.

Page-count cap for anonymous previews. Anonymous translations get limit at the first 10 pages of any uploaded document. If your document get more pages, the preview go show notice and ask you to register to translate the full document. Registered users no dey under this cap.

We no use any active client-side fingerprinting techniques (canvas fingerprinting, audio context probing, WebGL feature detection, font enumeration, WebRTC IP discovery). The identifier is built only from HTTP headers your browser sends by default.

Shared-link tracking. When you click “Share” on a translation preview, we generate a public read-only URL. If you send that URL to your friend, every time them (or anybody with the link) open am, we count the open and the friend’s anti-abuse fingerprint (same four signals as above) so we fit show you how many different people view the preview. We no link the friend’s fingerprint to any account, name, or contact detail; we no tell you who exactly open the link — na only the count. If the friend sign up for a Polytxt account within an hour of viewing your shared preview, we attribute the sign-up to the share so we fit report conversion rate for inside; we no tell you the new account’s identity. Shared previews and their tracking data dey deleted alongside the original translation for the 30-day retention horizon.