Hareword

Privacy Policy

Last updated: 8/8/2025

1. Introduction

Hareword ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our document translation service.

2. Information We Collect

2.1 Personal Information

  • Name and email address (provided through Clerk authentication)
  • User ID and authentication tokens
  • Subscription tier and usage information

2.2 Document Data

  • Office documents you upload (DOC, DOCX, XLS, XLSX, PPT, PPTX, TXT)
  • Translation content and metadata
  • Project names and settings

2.3 Technical Information

  • IP address and browser information
  • Error logs and performance metrics (via Sentry)
  • Usage patterns and feature interactions

3. How We Use Your Information

We use the collected information to:

  • Provide document translation services
  • Process and manage your translation projects
  • Maintain and improve our service quality
  • Enforce usage quotas based on subscription tiers
  • Communicate service updates and support
  • Ensure security and prevent abuse

4. Third-Party Services

We integrate with the following third-party services:

4.1 SmartCat

Your documents are processed through SmartCat's translation platform. SmartCat processes your documents according to their own privacy policy and data handling practices.

4.2 Google Gemini AI

We use Google's Gemini AI model for translation. Document content is sent to Google's API for processing. Google processes this data according to their AI principles and privacy policies.

4.3 Clerk Authentication

User authentication is handled by Clerk. Your authentication data is processed according to Clerk's privacy policy.

4.4 Sentry

We use Sentry for error tracking and performance monitoring. Only technical error data is shared, not document content.

5. Data Storage and Security

  • Your documents are stored in isolated user directories on Railway's secure infrastructure
  • All file paths are sanitized to prevent unauthorized access
  • Files are automatically cleaned up after processing (configurable TTL)
  • We use SHA-256 checksums to ensure file integrity
  • All data transmissions are encrypted using HTTPS
  • Database operations are logged for security auditing

6. Data Retention

  • Temporary files are deleted after 1 hour (configurable)
  • Project files are retained while your account is active
  • You can delete your projects and files at any time
  • Account deletion removes all associated data within 30 days

7. Your Rights

You have the right to:

  • Access your personal data and documents
  • Correct inaccurate information
  • Delete your account and associated data
  • Export your translation history
  • Opt-out of non-essential communications

8. Cookies and Tracking

We use essential cookies for authentication and session management. We do not use tracking cookies for advertising purposes. Analytics are collected in aggregate form only.

9. Children's Privacy

Our service is not intended for users under 18 years of age. We do not knowingly collect personal information from children.

10. International Data Transfers

Your data may be processed in countries where our third-party providers operate. We ensure appropriate safeguards are in place for international data transfers.

11. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of significant changes via email or through the service interface.

12. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us at:

Email: privacy@hareword.com
Address: [Your Business Address]

13. GDPR Compliance (For EU Users)

If you are located in the European Union, you have additional rights under the General Data Protection Regulation (GDPR):

  • Right to data portability
  • Right to restrict processing
  • Right to object to processing
  • Right to lodge a complaint with supervisory authorities

Our legal basis for processing personal data includes consent, contract fulfillment, and legitimate interests.

14. CCPA Compliance (For California Residents)

California residents have specific rights under the California Consumer Privacy Act (CCPA):

  • Right to know what personal information is collected
  • Right to delete personal information
  • Right to opt-out of the sale of personal information (we do not sell personal data)
  • Right to non-discrimination for exercising privacy rights