Local desktop data and cloud storage
The storage mode you choose determines where your workspace content is kept. Using the Searchspeare desktop app in local mode does not upload your workspace to Searchspeare.
- Desktop app in local mode: Your files, projects, source and target segments, translation memories, glossaries and other local workspace content are stored and processed on your computer. This is local, offline workspace data. Searchspeare does not collect, upload, synchronize or store this local-only workspace content on its servers.
- Cloud storage: Files and workspace content are uploaded to Searchspeare's contracted cloud infrastructure only when you use cloud mode or choose to upload or synchronize them. Using the desktop app in local mode does not, by itself, enable cloud storage or synchronization.
- Confidentiality of cloud content: Searchspeare does not open, read or review the contents of uploaded files as part of normal service operation. Cloud storage does not make your files public. Any exceptional access needed for support you request, service security or a legal obligation is limited to that purpose and subject to the access controls described below.
- Optional online features: If you choose an online AI feature or another external service, the content needed for that request is transmitted for processing, even when your workspace is stored locally. This does not, by itself, upload or synchronize your entire workspace. The AI and external services section below explains this processing.
- Account and service data: Account, subscription and technical diagnostic data are separate from your workspace content and may still be processed online as described in this policy.
Who is responsible
Searchspeare is operated by José Negro,Fundão, Portugal, hereafter the First Party. Under GDPR terminology, the First Party acts as data controller for account, subscription, support, and service-administration data processed by Searchspeare.
- Privacy and GDPR requests should be sent to gdpr@searchspeare.com.
- Users may request access, correction, deletion, restriction, portability, objection, or withdrawal of consent where applicable.
- Users in Portugal may also contact the Comissão Nacional de Proteção de Dados.
- For workspace content that a user uploads or processes for a client, employer, or other controller, Searchspeare acts as a processor or sub-processor to the extent it processes that content only to provide the service under the user's instructions.
Scope of this policy
This policy applies to the Searchspeare web and desktop app, including account access, cloud workspace features, local/offline workspace features, translation projects, terminology, memories, business tools, AI-assisted functions, support, and billing flows.
- Everything inside a user workspace is treated as private user content.
- The desktop app's local mode keeps workspace content on the user's computer. Searchspeare does not collect or store that local-only content on its servers.
- Cloud mode stores and synchronizes the content the user chooses to upload through Searchspeare's contracted service providers. Searchspeare does not read uploaded file contents during normal service operation.
Data we process
The categories below describe data processed to provide Searchspeare. Local-only workspace content is processed on your computer and is not collected by Searchspeare. Workspace content is transmitted only when you choose cloud storage, synchronization or an online feature that requires it.
| Item | Details |
|---|---|
| Account and authentication | Email, password authentication metadata, Google OAuth metadata when used, user profile details, role, plan, onboarding status, language preferences, and session tokens stored by Supabase Auth. |
| CAT workspace content | Projects, uploaded files, source and target text, translations, comments, translation memories, terminology, quality settings, saved rules, preferences, and workspace statistics. |
| Business records | Clients and personas, legal names, addresses, VAT details, quotations, invoices, project pricing, currencies, todos, labels, calendars, time tracking, and project management organization data. |
| AI and API use | Prompts, selected text, translation segments, terminology, model selections, usage records, and provider-account or API-key status where a user enables an external service. |
| Billing and subscriptions | Plan, subscription identifiers, checkout and customer portal state, Polar webhook event records, and subscription status. Payment card handling is delegated to Polar and its payment processor partners. |
| Diagnostics and support | Technical error, device, browser, security, and support information may be processed to keep the service reliable and assist users. Automatic diagnostics do not include translation content by default. |
| Local browser/device storage | Authentication session data, app preferences, recent navigation, and locally stored workspace data. |
Why we process data
Searchspeare processes data only for product operation, security, billing, support, compliance, and user-requested automation. We do not sell user information and we do not disclose user data for advertising resale.
- To create accounts, authenticate users, restore sessions, and provide the CAT tool workspace.
- To save, synchronize, retrieve, export, and delete user projects, files, memories, termbases, and business records.
- To run AI, machine translation, glossary extraction, QA, alignment, chat, and other user-triggered automation.
- To manage subscription status, checkout, customer portal access, refunds, quotas, and plan limits.
- To diagnose errors, prevent abuse, protect availability, and answer user requests.
- To comply with accounting, tax, security, data protection, and legal obligations.
AI and external services
When a user chooses an online AI, machine-translation or AI-based text-recognition feature, Searchspeare sends the information needed for that request to the selected service. Providers may include OpenAI, Google Gemini, OpenRouter and an underlying model provider, DeepL, and Mistral AI, depending on the feature used.
These providers are responsible for operating their services under their applicable terms and data-protection commitments. Searchspeare remains responsible for its own obligations and for service providers selected by Searchspeare. Users remain responsible for having authority to submit content and for services enabled with their own provider account or key.
- Searchspeare sends only the content reasonably needed to perform the feature selected by the user and keeps usage records needed to operate the service.
- When a user connects a provider account or API key, that provider's terms also apply.
- OpenRouter may route a request to the model provider selected for that request.
- Searchspeare uses OpenAI API models for selected AI functions. OpenAI states that API data is not used to train its models by default unless the account holder opts in. OpenAI's current data controls, service terms, and Data Processing Addendum apply to its processing.
- Document import, conversion and export are performed natively inside Searchspeare on your device. These operations do not send files to a hosted document-conversion service. If you separately choose an online AI feature to read text from an image or analyse a document, the selected image, document content or context needed for that request is sent to the selected AI provider. Cloud storage remains a separate choice.
How data is shared
Searchspeare does not sell user information and does not divulge private workspace content except as needed to provide the service, comply with law, protect users, or process a user-requested integration.
- Service providers may include Supabase, Cloudflare, Polar, Google, OpenAI, OpenRouter and routed model providers, DeepL, and Mistral AI, depending on the features used.
- Users can export, download, copy, upload, or send content to third-party APIs through their own actions.
- Data may be disclosed if legally required, to enforce terms, to prevent abuse, or to protect the rights, safety, and security of users and the service.
Storage and security
Searchspeare uses reasonable technical and organizational safeguards designed to protect personal data and private workspace content.
- Access controls and account authentication are used to limit access to authorized users and service operations.
- Passwords, session information, and connected-provider credentials are handled using appropriate security controls.
- Local desktop workspace content stays on the user's computer. Cloud storage and synchronization apply only to content the user chooses to place in cloud mode. Data transmitted for cloud or online features is protected in transit where applicable.
- Searchspeare currently uses only storage required for sign-in, security, preferences, and core app functions. It does not use optional analytics or advertising cookies.
Retention
Searchspeare keeps personal data only while the account, workspace, subscription, support, legal, security, dispute, or accounting need remains, using the criteria below unless a more specific retention period is published or required by law.
- Account and profile data is retained while the account is active and as needed for security, dispute resolution, and legal obligations.
- Pseudonymous legal-document acceptance evidence, including account identifier, accepted document versions, method, and server timestamp, may be retained after account deletion for the applicable legal limitation period to establish, exercise, or defend legal claims.
- Cloud workspace projects, files, memories, termbases and business records are retained until deleted by the user or until account deletion is completed, subject to legal, security, dispute, accounting and backup constraints. This server-side retention does not apply to local-only workspace content.
- Invoices, tax, payment, and subscription records may be retained for accounting and statutory periods.
- Error and security logs are retained for operational security, support, and debugging for a period proportionate to those purposes. Automatic app diagnostics exclude translation segment text.
- Searchspeare does not receive or retain local-only workspace data. Content leaves the device only when the user chooses to synchronize, upload, share or use an online feature that requires it. Users control local deletion through the app and their device or browser controls.
- External service providers apply the retention periods and controls stated in their applicable terms and data-protection documentation.
Privacy rights
Subject to applicable law, users can request access, correction, deletion, restriction, objection, portability, and withdrawal of consent. Requests should be sent to gdpr@searchspeare.com from the account email where possible.
- Searchspeare may need to verify identity before acting on a request.
- Requests can cover account data, cloud workspace data, billing data, support data, and records controlled by Searchspeare.
- Some requests may be limited by legal, accounting, fraud-prevention, security, backup, or dispute-resolution obligations.
Rights outside the EEA
Searchspeare applies this policy globally and honors applicable privacy rights in the user's jurisdiction. Rights and response procedures vary by law and do not all apply in every location.
- UK users may exercise applicable UK GDPR rights and complain to the UK Information Commissioner's Office.
- California residents may request to know, correct, or delete covered personal information and may exercise applicable opt-out and non-discrimination rights. Searchspeare does not sell personal information or share it for cross-context behavioral advertising.
- Brazilian users may exercise applicable LGPD rights, including confirmation, access, correction, deletion or anonymization where applicable, portability, and information about sharing.
- Australian users may request access or correction and may complain about handling covered by the Australian Privacy Act. Searchspeare remains accountable for overseas disclosures where that law applies.
- Searchspeare does not sell personal information, use private workspace content for targeted advertising, or knowingly process consumer health data for advertising.
Children
Searchspeare is designed for professional translators and business users. Users must be at least 18 years old or the age of legal majority in their jurisdiction and legally able to enter this agreement. The service is not directed to children.
Changes to this policy
Searchspeare may update this policy when the app, providers, legal requirements, or data-processing practices change. The updated date at the top of the page identifies the current version.
Contact
For privacy, GDPR, or data-processing questions, contact gdpr@searchspeare.com. Users may also contact the competent supervisory authority, including the Portuguese Comissão Nacional de Proteção de Dados where applicable.