Legal

Privacy Policy

Last updated: September 17, 2026

Terms and Conditions

Who is responsible for your data?

For account administration, licensing, website operation, billing, communications and support, the controller is:

Claudio Fantinuoli
Via Salerno 5
10152 Turin, Italy
Email: info@interpretbank.com

You can use this contact address for privacy questions and to exercise your GDPR rights.

Our role depends on the activity. When we process personal data in uploaded customer content on a customer's behalf, the customer determines its purpose and lawful basis and we may act as processor. We do not receive content that stays entirely within local Desktop functions. The legal bases below describe our own processing; they do not establish a lawful basis for personal data that a customer chooses to submit about other people.

What personal data we collect, why, and on what legal basis

The Desktop application stores local glossaries and locally processed documents on your computer. Optional online features can transmit content to InterpretBank or external providers. Licensing, update checks and model downloads also involve network connections, even when your content is processed locally.

Website and general access

Data: technical connection data that may be processed by hosting infrastructure, such as IP address, browser information, requested pages, timestamps, and server logs.

Purpose: operate, secure, troubleshoot, and improve the website.

Legal basis: legitimate interests in operating and securing the website, Art. 6(1)(f) GDPR.

Retention: depends on the hosting and logging configuration and the need to investigate technical or security issues or meet legal obligations. There is no single retention period for all infrastructure logs; contact us about a particular service or record.

Desktop license activation and account management

Data: email address and other supplied registration details, username and password hash where an account is created, license and installation identifiers, activation and registration timestamps, entitlement and credit records, and technical client information used to validate entitlement and meter services.

Purpose: activate the Desktop application, prevent misuse, manage subscriptions, provide updates, and deliver contracted services.

Legal basis: performance of a contract, Art. 6(1)(b) GDPR; legitimate interests in license security, Art. 6(1)(f) GDPR; legal obligations where tax, accounting, or compliance rules apply, Art. 6(1)(c) GDPR.

Retention: kept for the duration of the customer relationship and then as long as needed for legal, accounting, security, and dispute-resolution purposes.

Local Desktop glossaries and documents

Data: glossary entries, terminology databases, and documents processed locally in the Desktop app.

Purpose: provide local terminology management, lookup, preparation, and local document-processing features.

InterpretBank's role: local processing takes place on your device; InterpretBank does not receive the content. You determine the lawful basis for any personal data you process locally.

Where processed: on your own computer when a local function is selected.

Retention: controlled by you on your own device. InterpretBank does not receive or retain this data unless you choose an online feature that transmits it.

Optional WebApp and cloud synchronization

Data: account email address, username, password hash, uploaded or synchronized terms, comments, notes, glossary metadata and editing records, sharing recipients, and technical records needed to operate the WebApp.

Purpose: let you access and share selected glossaries through the WebApp and synchronize data across devices.

Legal basis: performance of a contract, Art. 6(1)(b) GDPR; legitimate interests in service security, Art. 6(1)(f) GDPR.

Where processed: InterpretBank-managed cloud infrastructure and its hosting providers. This policy does not guarantee EU-only hosting or access.

Retention: uploaded terminology remains in cloud storage until the data or account is deleted; license expiry alone does not necessarily delete it. You can delete glossaries through the WebApp or request cloud data or account deletion. Local copies are separate. Account, technical and legally required records may remain under their own retention criteria; deletion from active storage does not establish immediate deletion of infrastructure backups.

Desktop cloud transcription

Data: audio, language and recognition settings, and selected glossary terms used as recognition vocabulary are sent directly from your device to Speechmatics. The transcript returns to your device. InterpretBank receives license and session identifiers, timing, usage and technical client information for authorization and metering, not the audio or transcript.

Purpose: provide real-time transcription and authorize and meter the service.

Legal basis: performance of a contract, Art. 6(1)(b) GDPR; legitimate interests in service security and abuse prevention, Art. 6(1)(f) GDPR.

Retention: InterpretBank does not store the audio or transcript from this workflow. Authorization, credit and usage records remain for service administration, security and any applicable legal retention needs. Speechmatics processing and retention depend on the applicable service and account configuration.

Offline alternative: when local transcription or local Desktop processing is used, audio, transcription, glossaries, and documents remain on your computer.

AI, translation, terminology lookup and Speech Library

Data: submitted text, extracted document content, glossary terms, context, topics, language settings, webpage URLs, generation settings, license identifiers and technical request data. Depending on the function, relevant content reaches our AI service and external providers, or is sent directly to a provider. Fallback routes may use another provider.

Purpose: provide terminology extraction and suggestions, translation, webpage-based extraction and generated practice speech text and audio.

Legal basis: performance of a contract, Art. 6(1)(b) GDPR, for our service administration; legitimate interests in service security and troubleshooting, Art. 6(1)(f) GDPR. Customers remain responsible for the lawful submission of content about other people.

Retention: some submitted queries, context and speech prompts are written to operational logs. Generated practice speech text, audio and job status are temporary server files. Cleanup checks for jobs older than 24 hours when a new job is created; files may disappear earlier after a server restart or remain longer between cleanup checks. This is not a fixed 24-hour deletion guarantee. Provider retention is separate from InterpretBank's storage.

Download links: generated practice speech files use unique links rather than an authenticated private document area. Anyone with a link can access the corresponding file while it is available; avoid confidential input and share links accordingly.

Browser transcription and quick translation

The WebApp's browser transcription uses the browser speech-recognition service. Depending on the browser, microphone audio may be processed by the browser vendor. Quick translation sends selected text to an external translation service. InterpretBank does not receive the browser audio or store the resulting transcript on its servers. These services have their own terms and privacy practices and should not be used for confidential, privileged or sensitive content.

Support and helpdesk

Data: your contact details, support messages, license key, operating system information, screenshots, error messages, and log files if you choose to send them.

Purpose: diagnose issues, provide customer support, maintain service quality, and document support history.

Legal basis: performance of a contract, Art. 6(1)(b) GDPR; legitimate interests in support quality and security, Art. 6(1)(f) GDPR.

Retention: determined by the time needed to handle the request, maintain support history and investigate recurring issues, and by any legal or dispute-resolution retention needs. Support correspondence and attachments do not have a universal automatic deletion period.

Payments and billing

Data: billing and transaction data handled during checkout, such as name, email address, billing address, VAT/tax information, purchased product, payment status, and invoice data. Full payment card data is handled by the payment provider and is not stored by InterpretBank.

Purpose: process orders, subscriptions, invoices, taxes, refunds, and fraud prevention.

Legal basis: performance of a contract, Art. 6(1)(b) GDPR; legal obligations for accounting and tax records, Art. 6(1)(c) GDPR; legitimate interests in fraud prevention, Art. 6(1)(f) GDPR.

Retention: billing and tax records are retained for the period required by applicable accounting and tax law.

Newsletter and marketing communications

Data: email address, subscription status, consent records, and basic email engagement data handled by the newsletter provider.

Purpose: send newsletters and product communications where permitted.

Legal basis: consent, Art. 6(1)(a) GDPR, or legitimate interests for limited customer communications where permitted by law, Art. 6(1)(f) GDPR.

Retention: retained until you unsubscribe or request deletion, with suppression records kept where needed to respect your opt-out.

Where data is processed

Local functions process content on your computer. Desktop cloud transcription currently uses the Speechmatics EU real-time endpoint by default. Other online services use the infrastructure configured for the relevant provider and may involve processing or access outside the EEA. An EU endpoint or an interpretbank.eu address is not a guarantee that every processing activity takes place in the EU.

Subprocessors and recipients

Recipients depend on the feature you use. A provider may process content on our behalf, process information for our own administration, or act under its own terms as an independent controller; not every recipient is a customer-content subprocessor.

Hosting and cloud infrastructure providers: website hosting, WebApp hosting, cloud synchronization, security, backups, and server operation.
Paddle: payment processing, checkout, invoicing, taxes, subscription administration, fraud prevention, and related customer communications.
EmailOctopus: newsletter and embedded email forms.
Email delivery and support services: recipient details, account and sharing messages, licensing communications, support requests and attachments that you choose to send.
Speech recognition, translation and AI providers: audio and recognition settings for cloud transcription; text, terms, context, topics and generation settings for selected online features.
Terminology resources and requested websites: search terms and language settings for external terminology lookup, and requests to retrieve webpages you select.
Browser vendors and website asset providers: browser speech processing where used, and connection data when externally hosted scripts, styles, fonts or embedded forms are loaded.
Sharing recipients: people you choose to share cloud glossaries with.

InterpretBank does not sell personal data. InterpretBank does not use customer audio, transcription content, synchronized glossaries, or local Desktop documents to train general AI models.

Provider retention and use are governed by the relevant service terms and configuration. Our own position on AI training does not establish a blanket guarantee for every external service. Further information about service providers and security is available on request from info@interpretbank.com.

Transfers outside the EEA

Hosting, AI, translation, email delivery and browser services may involve processing outside the European Economic Area. Where GDPR transfer rules apply, an appropriate lawful mechanism is required, such as an applicable adequacy decision or Standard Contractual Clauses with any necessary additional safeguards. The applicable mechanism depends on the provider, service and contractual configuration; contact us for information about a specific workflow. This policy does not establish that every external service has an Article 28 arrangement or an EU-only processing configuration.

Cookies

The WebApp uses session cookies and browser storage for authentication and app functionality. Public pages also load external assets and, on some pages, embedded forms. Those providers receive connection data and may use their own cookies or storage; their practices are distinct from WebApp session handling. If cookies or browser storage are disabled, some features may not work correctly.

Security and suitability

Implemented WebApp measures include password hashing, authenticated account access and checks on glossary ownership and sharing. Web and cloud endpoints use HTTPS where configured; these measures do not guarantee security in every environment or prevent all incidents. Maintain your own local backups and review what you include in uploads and support attachments. Standard service information is not a security certification or an assurance of compliance with profession-specific secrecy rules.

Your GDPR rights

Depending on the circumstances and applicable law, you have the following rights:

right to be informed about processing of your personal data;
right of access to your personal data;
right to rectification of inaccurate or incomplete data;
right to erasure, also known as deletion;
right to restriction of processing;
right to data portability;
right to object to processing based on legitimate interests or direct marketing;
right to withdraw consent at any time where processing is based on consent;
right not to be subject to solely automated decisions with legal or similarly significant effects, where applicable;
right to lodge a complaint with a competent data protection authority.

To exercise your rights, contact info@interpretbank.com. We may need to verify your identity before acting on a request. We aim to respond without undue delay and, in principle, within one month, unless an extension is permitted by law.

Changes to this policy

We may update this Privacy Policy to reflect changes in the Services, subprocessors, or legal requirements. The latest version is published on this page.