Privacy Policy

This Privacy Policy explains how PATTRANS COMPANY LIMITED (Tax code 0111399245), Unit 0315, C2 Building, D' Capitale, 119 Tran Duy Hung Street, Yen Hoa Ward, Hanoi, Vietnam, ("Pattrans", "we") handles personal data when you use Pattrans.Ai (the "Service"). It forms part of our Terms of Service and is presented before you create an account. We process personal data under Vietnam's Law on Personal Data Protection (Law No. 91/2025/QH15) and its implementing regulations. For users outside Vietnam we aim to align with applicable data-protection standards; we do not claim GDPR or APPI compliance. Some data is necessary to create an account, process a document, or issue an invoice — without it we cannot provide those functions; other data is optional. In this Policy, "Customer Content" means the files you submit and the Output.

1. Who we are and scope

Pattrans is the operator of the Pattrans.Ai website, applications and translation software. This Policy applies to all of them. Contact details are in §17.

2. Personal data we process

• Account & profile — name, email, organisation, billing contact.
• Authentication data — credentials (stored using industry-standard protection; we do not store readable passwords) and access/session history.
• Document content — the files you submit and the Output. A technical document usually contains no personal data, but it may include personal data of third parties (for example, a name on a cover page) and occasionally sensitive personal data (§11).
• Usage & technical data — IP address, device identifiers, and logs needed to operate and secure the Service.
• Support and communications data — messages, attachments and requests you send us.
• Cookie and similar-technology identifiers (§14).
• Transaction & records — invoice, tax and order records; consent records; complaint records.
• Payment data — handled by the seller of your transaction and its payment providers (§13); we receive only limited transaction records, not full card details.

3. Our roles

For processing we independently determine — account, billing, security, legal compliance, and any optional improvement for which we obtain your consent — Pattrans is the controller. For the Customer Content you submit, Pattrans generally acts as a processor under your documented instructions — including these Terms, any applicable Data Processing Agreement, and your use and configuration of the Service — except where required by law or where Pattrans independently determines a separate purpose. You are responsible for the personal data in your documents and for a lawful basis to process it. Roles are determined by purpose, not by whether you are an organisation.

4. Purposes and legal bases

• Provide the Service to you — including managing your account and Credits, processing the documents you submit, running requested translations, and storing and applying terminology in your own My Termbase — to perform your agreement with us, as permitted by applicable personal-data law.
• Check your job for processing faults and retry, to deliver you a usable result — to perform your agreement with us, as permitted by applicable personal-data law.
• Process third-party personal data contained in your documents — on your instructions as processor; you are responsible for an applicable lawful condition (§10).
• Issue invoices and meet tax and accounting duties — legal obligation.
• Protect the Service and prevent, detect and address fraud, abuse, security incidents and attacks — where necessary to protect Pattrans's, users' or other persons' lawful rights and interests against infringement, or under another condition permitted by applicable law; otherwise, with consent where required.
• Contribute selected terminology from My Termbase to our terminology dictionary — only with your separate opt-in consent (§8).
• Use opted-in translations' technical content to check and improve system quality — your separate opt-in permission; personal-data handling for this purpose is described in §8.
• Send you service and legal notices — necessary to perform our agreement / legal obligation.

We rely on consent where the law requires it, and you may withdraw it at any time. We do not sell your personal data.

5. Sub-processors

To provide the Service we use contracted sub-processors in these categories: AI translation providers; cloud hosting and infrastructure; and operational tools (logging, error monitoring, support). Some process Customer Content; some are located outside Vietnam (§6). Our sub-processors may not use Customer Content to train, fine-tune or improve models or services for themselves or others, and process it only to perform their function for us. We disclose the current categories of sub-processors in this Policy; current processing countries or regions and recipient categories are available on request, and a current detailed sub-processor list is available to business customers on reasonable request, subject to appropriate confidentiality obligations. We give business customers reasonable advance notice of a new sub-processor that materially changes how Customer Content is processed, and we will notify affected users of a material change to the categories of recipients, processing locations or use of Customer Content where required by law. We may change providers, including processing on infrastructure we operate ourselves.

6. Cross-border transfer

Some sub-processors are located outside Vietnam, so your content and any personal data it contains may be transferred to and processed in other countries or regions. For each transfer we assess the recipient, purpose and protections, apply appropriate contractual and security safeguards — which may include purpose limitation, confidentiality, access controls, security requirements, retention limits, deletion obligations and restrictions on onward transfer — and comply with the cross-border-transfer requirements of Vietnamese personal-data law, including any impact assessment and filing. These safeguards reduce but do not eliminate transfer risk. Current processing countries or regions and recipient categories are available on request; a current detailed sub-processor list is available to business customers on reasonable request, subject to appropriate confidentiality obligations.

7. How long we keep it

Your own device remains the primary home for your files. On our servers, processing-cache copies of source files and Output are deleted automatically after your project reaches a final state (completed, cancelled or failed) and the copies are no longer needed — normally within 7 days. Project records or other copies retained in your account remain until you delete the project; a deleted project remains in trash, where you can restore it, for up to 90 days unless you empty the trash earlier, after which its remaining account copies are permanently deleted, subject to the limited backup and legal-retention exceptions below. Where you request support or a technical investigation, related project data may be kept for the duration of that request and deleted within the stated period after it is resolved, unless a longer period is legally required. Routine backups and security logs are kept on a separate, limited cycle. Records we must keep by law (such as invoices and tax records) are retained for the legally required period and do not contain your document content. You can delete active project copies, or empty your trash, at any time; residual backup and log copies are removed under the cycle above.

8. Improving the Service and your choices

We work to improve translation quality.

(a) As part of producing your translation, our systems automatically check your job for processing faults — such as missed or untranslated segments, empty output, or formatting errors — and retry so we can deliver you a usable result. This is part of providing the Service and concerns technical processing, not the linguistic accuracy of the Output.

(b) Beyond that, we use your content to improve the Service only with your permission, through two separate choices, each off by default, given by a distinct affirmative action, and recorded:

• Contribute terminology — allow us to use terms from your My Termbase to build our terminology dictionary. Terminology in technical documents is generally not confidential; before a term is added we still screen out any personal names or direct identifiers and any client-specific or unusually rare term that could reveal or be traced to a particular invention, and we detach accepted terms so the dictionary does not show who contributed them.
• Quality improvement — allow authorised Pattrans quality personnel and systems to analyse your translations to find and fix quality issues (such as omissions or mistranslations) and to tune our software.

A translation of a technical document is your (or your client's) confidential material; this choice is your permission to let us use that content internally for quality improvement. We keep opted-in material within Pattrans and any contracted providers that are strictly necessary to operate the authorised improvement workflow, are bound by confidentiality and processing restrictions, and may use the material only on our instructions; we never expose it to other customers, publish it, or sell it, and access is limited to authorised personnel under confidentiality. We do not intentionally use personal data for this purpose: we remove or exclude personal data where reasonably practicable; if incidental personal data remains in opted-in material, it is processed only within the scope of the opt-in and, for Customer Content controlled by a business customer, its documented instructions and lawful basis under the applicable Data Processing Agreement. Sensitive personal data is not selected or extracted for improvement purposes. "Tuning our software" means adjusting prompts, rules, workflows, dictionaries and quality metrics — not training or fine-tuning AI models; neither we nor our providers use your content to train, fine-tune or improve AI models or services. You may withdraw either choice at any time: we stop further use of your material for that purpose and remove it from our active improvement datasets; genuinely aggregated improvements that no longer contain or reveal your content may remain. Withdrawal does not affect translations you have already run. By default, and for all other improvement, we use only aggregated information that does not identify you or reveal the substance of your documents.

9. Your rights

Subject to law, you may ask us to: know how we process your data; give or withdraw consent; access, correct or update your data; delete or restrict processing; object to processing; and provide personal data relating to you in the form and scope required by law. You may also make a denunciation, bring proceedings, seek compensation and request other protective measures as provided by law. To protect you, we may verify your identity before acting. The applicable response period depends on the right exercised and the circumstances; details are available in our data-rights-request procedure or on request. We may decline a request only on grounds permitted by law and will explain why. Where we process Customer Content only as a processor, we will assist and may direct you to the customer who controls that data. You may also complain to the competent authority for personal-data protection in Vietnam (§17).

10. Your responsibilities

Your documents may contain personal data of third parties, sometimes sensitive. Business customers represent that they have established the lawful conditions and authority required to process Customer Content through the Service and to give us the related instructions. Other users must not knowingly submit personal data they are not entitled to submit, and should not upload sensitive personal data unless necessary and lawfully authorised. These obligations do not limit our own obligations under applicable law.

11. Sensitive personal data

Customer Content may contain sensitive personal data (for example, health or genetic information in medical or pharmaceutical patents, or identification and financial details). Submit such data only where necessary and lawfully authorised. Because we may not be able to identify every item of sensitive data within technical documents, we apply strong baseline protections to all Customer Content and additional controls where sensitive processing is identified.

12. Security

We use technical and organisational measures appropriate to the risk, including: encryption in transit and, where applicable, at rest; access control on a least-privilege basis; logging and monitoring; logical access separation between customer accounts; secure deletion; sub-processor due diligence; and periodic review. Access to Customer Content is limited to authorised personnel and sub-processors bound by confidentiality, and only where necessary to provide, secure, support or (where you opt in) improve the Service, or for incident response or legal compliance. If a personal-data breach occurs, we will investigate and mitigate it, notify the competent authority within the legally prescribed period where required, and notify affected persons where the applicable legal conditions for individual notice are met.

13. Payment data

Payments are concluded by the seller of your transaction: for purchases within Vietnam, Pattrans (with our payment provider); for international purchases, a Merchant of Record. The seller and payment providers process payment data under the roles described in their applicable privacy terms and contractual arrangements, and may be located outside Vietnam; a Merchant of Record generally acts as an independent controller for the sale it concludes. Pattrans separately processes the limited order and account data it receives to provision Credits, reconcile transactions, and provide support.

14. Cookies

Our website uses cookies and similar technologies that are necessary to operate and secure the site and, with your consent where required, to understand usage. You can control non-essential cookies through the controls we provide.

15. Automated decisions

We do not use the Service to make decisions about you that produce legal or similarly significant effects. Generating a translation is not such a decision.

16. Changes

We may update this Policy; material changes will be notified and the "last updated" date will change. Where a change introduces a new purpose that requires your consent, we will ask for that consent before starting the new processing.

17. Contact and complaints

For privacy questions or to exercise your rights, contact support@pattrans.ai; we aim to acknowledge within 5 business days. You may also submit a complaint or request to the competent Vietnamese authority responsible for personal-data protection, including the Ministry of Public Security or the authority designated under applicable law.