Privacy Policy

Event Translate ("we", "us", "our") provides AI-powered live translation services for multilingual events at eventranslate.com. This Privacy Policy explains how we collect, use, store, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services, you agree to the collection and use of information as described in this policy.

Event Translate is the data controller for personal data processed through our services. For any privacy-related enquiries, please contact us at contact@eventranslate.com.

We collect the following types of data:

• Account Data: Email address, display name, and organisation name collected at registration.

• Voice and Audio Input: Real-time speech captured during translation sessions, processed ephemerally and not stored permanently.

• Event Records: the transcript, translations and AI summaries of each event, unless the account owner turns off Keep event records in the Console.

• Usage Data: Session metadata, language preferences, feature usage patterns, and event duration.

• Listening Statistics: when you listen to an event, the random ID our server gives that connection and the language you choose, so the organiser can see how many are listening now, the most at once, and the total listens. Each tab or reload is a new connection. For each event we keep only these counts and a one-way code of each connection ID, for as long as the event stays in the organiser's account; no statistics cookie or persistent browser identifier is used to track separate listening connections. If you stay connected across events, that connection keeps the same ID.

• Technical Data: Browser type, device information, IP address, and approximate location.

• Billing Data: Payment information processed securely through our payment providers. We do not store full card details.

Your audio is processed in real time by a pipeline of specialist providers covering speech recognition, translation, and speech synthesis. For Cantonese and Mandarin, speech recognition can run on our own private GPU infrastructure, where your audio never leaves our servers. For other languages, and for multi-language mode, audio is sent to third-party speech recognition providers engaged under written data-processing agreements. We do not retain your audio after processing is complete.

None of our AI providers use your data to train their models. Where a speech recognition provider retains audio at all, it does so only for abuse monitoring and for no longer than 30 days, after which it is deleted.

Some of our text-to-speech outputs for certain languages (including Mandarin) use AI-synthesised voices that incorporate voice cloning technology. These voice models are:

• Pre-created synthetic voice models — we do not clone event attendees' or users' voices without explicit consent.

• Used solely to deliver translated audio output within the service.

If an event organiser wishes to enable a custom AI voice based on a specific individual's voice, explicit written consent must be obtained from that individual before the voice model is created or deployed. Event Translate reserves the right to require evidence of such consent before enabling the feature.

This capability is currently under active development and subject to change.

We rely on a small number of third-party providers to deliver the service, covering speech recognition, translation, speech synthesis, cloud infrastructure, authentication, payment processing, and website analytics. Each is engaged under a written data-processing agreement. A current list of our sub-processors is provided to customers as part of our Data Processing Agreement and is available on request. Real-time audio and video media is carried on our own self-hosted infrastructure and is not routed through a third-party conferencing provider.

We use a small number of strictly necessary cookies, and Google Analytics cookies on our marketing website and sign-in pages. We do not use advertising cookies, and we do not embed third-party marketing pixels.

• stage-owner-session — keeps you signed in to your Console. Expires after 5 days. HttpOnly.

• stage-operator — authorises control of a live session for your account. Expires after 12 hours. HttpOnly.

• ui-language — remembers your interface language. Expires after 1 year.

• _ga and _ga_* — set by Google Analytics on our marketing website and our sign-up and sign-in pages, to count visits and the pages and referrers that bring them. Expire after 2 years. Google Analytics does not run on the Console, the Stage, or the pages where you listen to an event.

Some of our third-party providers are based outside the UK and European Economic Area. Where data is transferred internationally, we ensure appropriate safeguards are in place, including Standard Contractual Clauses (SCCs) approved by the UK Information Commissioner's Office (ICO).

• Account data: retained for the duration of your account. Verified deletion requests are handled manually by our team and completed within one month, the statutory period under the UK GDPR. The one exception is billing records: UK law requires us to keep them for 7 years, so we remove the personal identifiers from them rather than deleting the records themselves

• Voice and audio data: not stored; processed in real-time only

• Transcripts, translations and AI summaries: unless the account owner turns off Keep event records in the Console, those of each event are stored so the organiser can download them, and kept until the owner asks us to delete them. With it off, they are delivered live to participants only and never written to our databases

• Session and usage logs: retained for 90 days

• Billing records: retained for 7 years as required by UK law

Under the UK GDPR, you have the right to:

• Access the personal data we hold about you

• Correct inaccurate or incomplete data

• Request erasure of your personal data

• Object to or restrict processing

• Data portability

• Lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk

To exercise any of these rights, contact us at contact@eventranslate.com.

We protect your data using:

• HTTPS encryption for all web traffic

• WebRTC SRTP encryption for real-time audio streams

• Access controls and authentication for all internal systems

• Cantonese and Mandarin audio processed exclusively on our private, secured GPU infrastructure

Our services are not directed at individuals under the age of 18. We do not knowingly collect personal data from minors. If you believe a minor has provided us with personal data, please contact us immediately at contact@eventranslate.com.

We will notify you of material changes to this Privacy Policy at least 30 days before they take effect. Continued use of our services after changes take effect constitutes your acceptance of the revised policy.

For privacy enquiries or to exercise your UK GDPR rights:

Event Translate

Email: contact@eventranslate.com

Website: eventranslate.com