Privacy Policy

Taia Translations Ltd

Effective date: 29th September 2026 · Version 2.1

This Privacy Policy explains how Taia Translations Ltd (“Taia”, “we”, “us”, “our”) collects, uses, shares and protects personal data when you use our translation and localization platform and services, visit our websites, or otherwise interact with us.

We are committed to handling personal data lawfully, fairly and transparently. This Policy applies to personal data of our customers, customers’ users, professional linguists, website visitors and other individuals who interact with us.

1. Who we are

Taia Translations Ltd is a company incorporated in England and Wales (company number 12779985) with its registered office at 71-75 Shelton Street, Covent Garden, London WC2H 9JQ. Our contact details are available at taia.io/contact. We act as the “data controller” of the personal data described in this Policy unless we expressly state otherwise.

For matters relating to data processing on behalf of our business customers in the course of providing the Services, we act as a “data processor”. The terms of that processing are set out in our Data Processing Agreement, available at taia.io/legal/dpa.

You can contact us at any time about this Policy or about your personal data by writing to privacy@taia.io.

2. Personal data we collect

We collect personal data in the following categories:

2.1 Account and contact information

When you sign up for an account or contact us, we collect your name, email address, password (stored in hashed form), job title where provided, company name, telephone number where provided, and any other information you choose to share with us.

2.2 Billing and payment information

When you purchase a Subscription or place an order for Professional Services, we collect billing contact details, company VAT number where applicable, and a record of transactions. Card payment details are processed by our payment processor and are not stored on our systems.

2.3 Usage data

We collect information about how you use the Platform, including pages visited, features used, language pairs requested, number of segments and words processed, timestamps and IP address. This data is used to operate, secure and improve the Services.

2.4 Device and technical data

We collect technical information about the devices and browsers you use to access the Platform, including browser type, operating system, screen resolution, time zone and approximate location based on IP address.

2.5 Content submitted for translation

When you use the Services, you upload or submit content to be translated (the “Customer Content”). Customer Content may contain personal data of yours or of third parties. Where it does, you act as data controller for that personal data and we act as data processor. The terms of that processing are governed by our Data Processing Agreement.

2.6 Communications and support

When you contact us by email, in-platform chat, telephone or in person, we keep a record of the communication, including any personal data you share with us in the course of that interaction.

2.7 Cookies and similar technologies

We use cookies and similar technologies on our websites and within the Platform for authentication, security, analytics, measuring which of our ads led to a signup, and remembering your preferences. Our Cookie Policy at taia.io/legal/cookies lists the ones on taia.io, what each one does and how long it lasts. You can block or delete cookies at any time in your browser settings.

3. How we use personal data

We use personal data for the following purposes and on the following legal bases:

To provide the Services. We process your account, contact and usage data to operate the Platform, deliver AI Translation, run the Translation Studio, deliver Professional Services and provide support. Legal basis: performance of a contract.
To process payments. We process billing data to invoice you, take payment and collect outstanding amounts. Legal basis: performance of a contract and compliance with legal obligations.
To communicate with you. We use your contact data to send service-related communications, including notifications about your account, the Services, security incidents and changes to our terms. Legal basis: performance of a contract and legitimate interests.
To improve the Services. We use de-identified, aggregated usage and technical data to understand how the Platform is used, identify bugs, monitor performance and develop new features. Legal basis: legitimate interests.
To market the Services. With your consent or where permitted by law on the basis of legitimate interests, we may send you marketing communications about Taia’s products and services. You can opt out at any time. Legal basis: consent or legitimate interests.
To comply with legal obligations. We may process personal data to comply with applicable law, regulation or court order, including tax, accounting and anti-fraud obligations. Legal basis: compliance with legal obligations.
To protect our rights and interests. We may process personal data to investigate suspected misuse of the Services, enforce our Terms and protect against security threats. Legal basis: legitimate interests.
To measure our advertising. When you reach us by clicking one of our ads, we record the click reference the ad platform adds to the link. If you then sign up, upload your first file or start a paid subscription, we tell that ad platform. We send the click reference, what you did and when, a reference number for the event and, for a subscription, its value. We do not send your name or email address. Legal basis: legitimate interests.

4. Customer Content and AI models

Because Customer Content frequently contains personal data, we treat the handling of Customer Content with particular care. The following commitments apply to all Customer Content processed through the Services:

4.1 No training on Customer Content

We do not use Customer Content (including source content, translated outputs, translation memories, glossaries or style guides) to train, fine-tune or improve any artificial intelligence model or machine learning system that is made available to any third party. The translation memories and glossaries we build from your content are isolated to your account and used only to improve the quality of translations within that account.

4.2 Hosting and storage

Customer Content is hosted on Amazon Web Services in the AWS Europe (Ireland) region, with encryption in transit (TLS) and at rest. No production data leaves the AWS network. Backups are similarly encrypted and retained on a rolling basis for disaster recovery purposes.

4.3 AI Translation engines

When you request an AI Translation, you select the translation engine or model that performs it. Your content for that request is shared only with the provider you have selected, only for that translation, and only for as long as necessary to return the result. Every AI provider we work with is contractually prohibited from using your content to train its models. The providers available for selection are listed at taia.io/legal/sub-processors.

4.4 Professional Services

When you use Professional Services, Customer Content is made available to the linguists assigned to your project through our secure translation editor. Linguists access the content within the editor and do not download it to their own systems unless expressly authorised. No external AI provider receives your content for a Professional Services order unless you select a machine translation post-editing option, in which case the AI engine you selected pre-translates the content before a human linguist edits it. All linguists working with Taia are bound by written confidentiality and data protection obligations.

4.5 AI-assisted features

Certain optional features (such as terminology extraction and style guide pre-population) operate by sending the documents you provide to those features to a large language model provider for analysis. Where you choose to use these features, the documents are processed by the relevant provider under contractual terms that prohibit their use for model training. You can choose not to use these features.

We share personal data in the following limited circumstances:

5.1 Sub-processors

We engage carefully selected third-party service providers to support the delivery of the Services, including hosting and infrastructure, machine translation, large language model providers, payment processing, analytics and professional linguists. A current, named list of Sub-processors is maintained at taia.io/legal/sub-processors. All Sub-processors are bound by written confidentiality and data protection obligations at least as strict as those set out in this Policy and in our Data Processing Agreement.

5.2 Group companies and successors

We may share personal data with our group companies on the same terms set out in this Policy. If we are involved in a merger, acquisition or sale of assets, personal data may be transferred as part of that transaction, in which case we will notify affected individuals and ensure the transferee is bound by terms no less protective than this Policy.

5.3 Legal and regulatory disclosures

We may disclose personal data where required by law, regulation, court order or competent authority, or where we believe in good faith that disclosure is necessary to protect our rights, the rights of others or the integrity of the Services.

We may share personal data in other circumstances with your specific consent.

5.5 Advertising platforms

When you arrive through one of our ads, we send that ad platform the information described in section 3, item 8, so it can tell us which ads work. It receives no name or email address.

6. International transfers

We primarily process personal data within the European Economic Area and the United Kingdom. Where personal data is transferred outside these jurisdictions, we put in place appropriate safeguards as required by applicable data protection law, including the use of Standard Contractual Clauses approved by the European Commission or the UK International Data Transfer Agreement, supplementary measures where required and, in the case of large language model providers, contractual no-training and confidentiality commitments.

7. Data retention

We retain personal data for the period necessary to fulfil the purposes for which it was collected, including for the duration of your relationship with us and for a reasonable period afterwards to address legitimate business needs and comply with legal obligations.

Specific retention periods include:

Account data: for the duration of the account, and for up to twelve (12) months after account closure, after which it is deleted or anonymised.
Customer Content (source, translated outputs, translation memories and glossaries): for the duration of the Subscription, with a thirty (30) day export window after termination, after which Customer Content is deleted in accordance with the Data Processing Agreement, except for items retained at your express direction.
Billing records: for seven (7) years from the date of the relevant transaction, in order to comply with statutory record-keeping obligations.
Support communications: for up to three (3) years from the date of the last interaction.
Marketing data: until you opt out or otherwise withdraw consent, after which it is deleted.

8. Security

We take the security of personal data seriously and implement appropriate technical and organisational measures to protect it against unauthorised access, alteration, disclosure or destruction. These measures include encryption in transit and at rest, role-based access controls, network segmentation, regular security reviews, vulnerability monitoring, secure software development practices and staff training.

No system can be guaranteed to be entirely secure. If you believe your account has been compromised, please contact us immediately at security@taia.io.

9. Your rights

Subject to applicable law, you have the following rights in relation to your personal data:

Access: to request a copy of the personal data we hold about you.
Rectification: to request correction of inaccurate or incomplete data.
Erasure: to request deletion of your personal data in certain circumstances.
Restriction: to request that we restrict the processing of your personal data in certain circumstances.
Portability: to receive a copy of your personal data in a structured, commonly used format, and to have it transmitted to another controller where technically feasible.
Objection: to object to processing based on legitimate interests, including for direct marketing purposes.
Withdrawal of consent: where processing is based on consent, to withdraw that consent at any time without affecting the lawfulness of processing before withdrawal.
Complaint: to lodge a complaint with a supervisory authority. In the UK, this is the Information Commissioner’s Office (ico.org.uk). In the EU, you may contact the supervisory authority in your country of residence.

To exercise any of these rights, please contact us at privacy@taia.io. We will respond within the timeframes required by applicable law (typically one month).

10. Children

The Services are not directed to individuals under the age of sixteen (16) and we do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us and we will take steps to delete it.

11. Changes to this Policy

We may update this Privacy Policy from time to time. Where changes are material, we will notify you in advance through the Platform or by email. The effective date at the top of this Policy indicates the date of the most recent revision.

12. Contact us

If you have any questions or concerns about this Policy or about the way your personal data is handled, please contact:

Taia Translations Ltd Attn: Privacy Officer Contact details: taia.io/contact Email: privacy@taia.io

Last updated: 29th September 2026