Privacy policy

1. Who processes the data

Controller: OÜ Digiarengukeskus (registry code 17135842), Siidisaba tn 9-33, 11311 Tallinn, Estonia. Data questions: info@tolge.eu.

2. What data we process

• Account: email address, name (if Google provides it), language of communication, optionally a company name and registry code.
• Consent to data processing and the time of consent.
• Files, texts and translation results; personal glossaries; recognised text and your corrections.
• Payments: amount, date, status. Card data is processed by Stripe; we neither see nor store it.
• Feedback and answers to the post-translation form.
• Website translation requests: website address, name, company, phone, preferred deadline, comment.
• Notices of withdrawal: name, comment.
• Technical records: IP address, browser data (user agent) and request times, for security and rate limiting.
• Dictation: audio is sent for speech recognition and deleted immediately afterwards. We do not store it.

3. Purposes and legal bases

• Providing the service: sign-in, translation, storing results, balance — performance of a contract (GDPR Art. 6(1)(b)).
• Payment records — legal obligation under the Accounting Act (GDPR Art. 6(1)(c)).
• Security, abuse prevention, improving the service based on feedback — legitimate interests (GDPR Art. 6(1)(f)).
• Service emails (sign-in link, “translation ready”) are sent to provide the service. Marketing emails only with your separate consent, which you can withdraw at any time.

4. Who receives the data

Only the providers we need in order to run the service. Who, for what and in which country:

• Anthropic PBC, USA — text processing: translation, recognition and review. Anthropic does not train models on this data. API inputs and outputs are deleted within 30 days; if Anthropic's usage policy is violated, they may be kept for up to 2 years.
• Web search via Anthropic and OpenAI: to check a term, the model may write a search query with words from the document, including names and titles. Such a query goes to the third-party search providers of Anthropic or OpenAI. Before the search, the service hides Estonian personal ID codes, IBAN account numbers and Russian 20-digit account numbers, bank card numbers, SNILS numbers, INN numbers when preceded by “INN” or “ИНН”, and Estonian passport and ID card numbers and Russian internal and international passport numbers when the text before the number marks it as a passport or ID card number (e.g. “passport K0123456”). Other personal data, such as names and addresses, is not hidden.
• OpenAI, USA — source research at the Expert level (with web search); it may also be used as a backup language model provider for the same tasks. OpenAI does not train models on data sent through its API.
• OpenRouter, USA — a backup channel to the same models (if connected).
• Deepgram, USA — speech recognition for dictation. Audio is kept only for the duration of recognition.
• Resend, USA — sending emails.
• Hetzner, Finland — the server the service runs on.
• Stripe (Stripe Payments Europe, Ireland, and Stripe, Inc., USA) — payment processing.
• Google LLC, USA — sign-in with a Google account (if you choose it).
• Telegram (Telegram Messenger Inc., outside the EEA) — service notifications to the owner of the service. They do not contain the text of your documents.

Transfers to the USA and other countries outside the EEA are based on the EU Standard Contractual Clauses or, where applicable, the EU-US Data Privacy Framework.

5. How long we keep data

• Files and translations — 30 days after the order ends, then deleted automatically (or earlier if you delete them). A scan awaiting your review of the recognised text is kept until you confirm the text or cancel the order.
• Account, glossaries, feedback — while the account exists.
• Payment records — 7 years, as required by the Accounting Act.
• After an account is deleted we keep only a protected hash of the email address (not the address itself), the remaining free pages, the free volume already used for beta language pairs and SRT subtitles, and the list of promo codes used, so that signing up again does not grant them again, plus the anonymised records in the next item.
• After an account is deleted, payment records are kept without a name, email address or other contact details (7 years). For processed notices of withdrawal we keep only the time of the notice and of the settlement and the amounts, as proof of the settlement (also 7 years). Of website translation requests, only the website address, the languages and the volume and price estimate remain.
• Technical records — up to 90 days.

6. Your rights

You have the right to access your data, correct it, delete your account with all data (button in settings), restrict processing, object to it, receive your data in a portable format and withdraw consent.

Write to info@tolge.eu. You also have the right to lodge a complaint with the Estonian Data Protection Inspectorate (Andmekaitse Inspektsioon, www.aki.ee).

7. Cookies

We use only necessary cookies: for sign-in and security. There is no analytics, advertising or tracking, so no consent banner is needed.

8. Security

The connection is encrypted (HTTPS). Files are stored outside the public part of the server and given only to their owner via a temporary link. Only administrators can access the admin area.

9. Automated processing

The service automatically detects the type of text to suggest a suitable translation level. This is not a decision with legal effects: you always see the reason and can choose the level; for manuscripts and archival documents only Expert is available.

10. Changes

If this policy changes materially, we will announce it on the website and by email.