Privacy Policy

Last Updated: July 25, 2025

Welcome to CertOf™. We are committed to protecting your privacy and handling your data in an open and transparent manner. This Privacy Policy explains what information we collect, how we use and share it, and the rights you have in relation to your personal data when you use our website and services.

1. Information We Collect

We collect information in a few different ways to provide and improve our services.

a) Information You Provide Directly
  • Documents for Translation: We collect the documents you upload for the sole purpose of providing our translation and related services (such as verification). How we handle this data for AI training purposes is critically important:
    • Paid Documents: Documents for which you complete a payment WILL NOT be used to train or improve our AI models.
    • Unpaid Documents: If you upload a document for a trial or preview but do not complete the payment, its content may be used in an anonymized form to train and improve our AI language models.
  • Account Information: When you create an account, we only require your email address.
b) Information We Do Not Collect
  • Payment Information: We DO NOT collect or store your full payment card details. All payments are processed securely by third-party payment gateways, such as PayPal. Their use of your information is governed by their own privacy policies.
c) Information We Collect Automatically
  • Cookies and Similar Technologies: We use cookies to operate and improve our website. This includes:
    1. Essential Cookies: Necessary for core website functions, such as maintaining your login session.
    2. Performance & Analytics Cookies: We use tools like Google Analytics to understand how visitors interact with our website, helping us improve user experience.
    3. Marketing & Advertising Cookies: We may use cookies from platforms like Google and Facebook to deliver relevant advertising and measure the effectiveness of our marketing campaigns.

2. How We Use and Share Your Information

a) Use of Information
  • To provide, maintain, and improve our translation and verification services.
  • To process your transactions and send you related information, including confirmations and invoices.
  • To communicate with you, including responding to your comments, questions, and requests for customer support.
b) Sharing with Third-Party AI Service Providers

To provide our advanced AI translation, we rely on API services from leading Large Language Model (LLM) providers. This means that all documents you upload will be securely transmitted to one or more of these third-party services for processing.

  • Our service providers include, but are not limited to: OpenAI (ChatGPT), Google (Gemini), Anthropic (Claude), and DeepSeek.
  • We transmit all user data using end-to-end encryption. The privacy and use of your data by these providers are governed by their respective API privacy policies.

IMPORTANT WARNING: Due to the nature of this process, your document data will be processed by these external LLM companies. If your document contains highly sensitive, confidential, or proprietary information that you do not wish any third-party LLM provider to access, DO NOT USE THIS SERVICE.

c) Other Third-Party Sharing
  • Payment Processors: To securely handle payments.
  • Marketing & Analytics Partners: To help us with advertising, analytics, and understanding our user base.
  • Customer Support Providers: To manage our communications with you efficiently.

3. Data Retention and Security

  • Data Retention: Unless you explicitly request deletion, we will retain your documents and translation data for a minimum of 5 years. This allows us to provide you with long-term access for downloading your files and enables the ongoing validity of your certificate’s QR code verification feature.
  • Data Security: We implement robust security measures to protect your data, including full-site SSL/TLS encryption for data in transit, strict server access controls, and encryption for key data at rest.

4. Your Data Rights and Choices

You have rights over your personal data. Subject to any exemptions provided by law, you have the right to:

  • Access and review the personal data we hold about you.
  • Correct any inaccuracies in your personal data.
  • Delete your account and all associated personal data.
  • Opt-out of receiving marketing and promotional emails from us by following the unsubscribe link in those emails.

To exercise any of these rights, please contact us at [email protected].

5. Children’s Privacy

We do not knowingly collect personal information from children.

6. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the “Last Updated” date at the top.

7. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at: [email protected].

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