Privacy Policy

1Statutory Compliance Framework

Parallang is committed to aligning with the following global data protection regulations:

1. Australia: Privacy Act 1988 and the Australian Privacy Principles (APPs).
2. European Union & UK: General Data Protection Regulation (GDPR) and UK GDPR. For document content you upload, you or your organisation are the controller and Parallang is the processor under Article 28. We offer a Data Processing Agreement incorporating the EU Standard Contractual Clauses (Decision 2021/914, Module Two and Module Three) and the UK Addendum; our sub-processor list, transfer safeguards and the remaining items of our compliance programme are in Section 8. For account, billing and communication data, Parallang is the controller.
3. United States: California Consumer Privacy Act (CCPA/CPRA) — we honor data deletion and access requests from all users regardless of jurisdiction.

For inquiries regarding our compliance framework, or to request our Data Processing Agreement, contact contact@parallang.com.

2Processing Architecture

Parallang employs a multi-stage automated workflow for document digitalization and translation:

• Isolated Processing Infrastructure: Document processing is handled by dedicated, purpose-built services running in isolated containers within our cloud infrastructure. Their connections to our storage, database and processing providers are encrypted.
• Organizational Isolation: Processing tasks are strictly segregated on a per-organization basis, ensuring that one organization's data is never mixed with another's during processing.
• AI Processing Privacy: AI-powered processing is performed by the AI providers listed by category in Section 8, on their paid business API tiers. Under their terms, providers do not use customer content to train or improve models. Our AI model providers may retain request content for a limited period, solely for abuse and safety monitoring, and may keep content their systems flag for usage-policy violations longer under their terms. Our page-analysis provider stores request data in its processing region under its own terms. The provider that generates the final Word file deletes files within 24 hours. The retention of each provider is stated in our Data Processing Agreement.
• Glossaries: Terms you add to a glossary are sent to the AI providers together with the pages they apply to, under the same no-training terms, and are deleted with the workspace.
• Automated security screening: Every page is screened by automated systems, including AI models, for attempts to misuse the service or extract confidential instructions. The screening is automated. Parallang staff see document content only when the screening flags a page, when a file fails to process and must be examined to find and fix the cause, when you open a support request, or when required to investigate a specific security incident. Access through our administration interface is logged. We do not use customer files as test material: a copy made to fix a failed file is deleted once the job is fixed, and we keep an anonymised copy, with the layout but none of the content, only with the customer’s consent. Flagged material is retained for 30 days after the review decision, then erased. Legal basis for EU and UK users: legitimate interest (GDPR Article 6(1)(f)) in protecting the service and its users.

3Infrastructure & Data Residency

• Cloud Hosting & Data Residency: Documents, extracted text, translations, glossaries and account data are stored in the Asia-Pacific (Sydney) region, Australia. Individual processing steps are performed by the sub-processors listed in Section 8, some of which operate in the United States and the European Union. Content is transmitted to them encrypted, processed, and not retained by them beyond the windows stated in Section 2.
• Database Security: We use a dedicated, enterprise-grade database cluster that requires authentication for every connection, accepts only encrypted connections (TLS 1.2 or higher) and stores data on encrypted volumes.
• Provider Certifications: Our cloud and database infrastructure providers maintain SOC 2 Type II and ISO 27001 certifications for their respective platforms. Parallang leverages these certified environments to protect user data, but does not independently hold these certifications at this time.

4Cryptographic Controls & Technical Security

We implement a layered security strategy to safeguard data assets:

1. Encryption In-Transit: All data transmitted between your browser and our edge network, between our edge network and our application servers (with certificate verification), and between our services and our storage, database and processing providers, is protected via TLS 1.2 or 1.3 (Transport Layer Security). Older protocol versions are refused, and plain HTTP requests are redirected to HTTPS.
2. Encryption At-Rest: Documents and outputs in our object storage, and our document database (extracted text, translations, glossaries and metadata) together with its backups, are encrypted at rest using AES-256 as provided by our infrastructure providers. Encryption at rest of the remaining server volumes is being completed (see Section 8).
3. Deletion Protocol: An accepted document or project deletion permanently removes the selected item and its associated document, page, version and stored-text records from our live systems. Deleting a project includes its documents; removing a document from a project only moves it out of that project and does not delete it. Associated source files, page images, generated documents, previews and application processing records are included in the deletion scope. Infrastructure diagnostic logs are handled separately as described below. File cleanup is tracked and verified separately, can take time, and may be retried after a technical failure. A request being accepted does not mean file cleanup has finished. The interface distinguishes pending cleanup, a required review and completion. For up to 30 days after an accepted deletion, a restricted quarantine copy of the removed records and files is kept solely for security investigation and quality verification, as described under Restricted deletion quarantine below; it is not reachable through the service and expires automatically. Whole-workspace deletion follows the same scope protections after any chosen recovery period. Files still needed by another authorized owner or use are preserved. Limited backup and record-retention exceptions are described below.

5Data Retention and User Control

• Active workspaces: Successfully processed documents remain available until an authorized user chooses to remove them. We do not delete completed documents merely because of their age, a subscription cancellation or a member leaving the workspace.
• Deleting a document or project: Once accepted, this is permanent and has no recycle bin or recovery period, and the item cannot be restored through the service. New access and new processing for the removed content stop. A restricted quarantine copy is kept for up to 30 days for security investigation and quality verification only, as described below. Already-issued download links may remain valid until their recorded expiry. New download links issued by the platform expire within one hour. Other projects, documents and independently reusable resources are outside the selected deletion scope. A later workspace restoration does not restore items already permanently deleted. Recent deletion status reports file cleanup separately from removal of the item.
• Close with 30 days to recover: An authorized owner may close a workspace and retain its contents for a 30-day recovery period. New access to workspace content and new processing stop. Settings, recovery status and limited account or billing metadata remain available to authorized users. Already-issued download links may remain valid until their recorded expiry. New download links issued by the platform expire within one hour. The owner may restore the workspace before the displayed deletion date. If recovery is temporarily unavailable, contact contact@parallang.com before that date so authorized support can review access to recovery. After that period, permanent cleanup is scheduled. Restoring a workspace does not automatically restart a cancelled subscription or resume document processing.
• Permanent deletion: An authorized owner may instead request deletion without a recovery period. Once accepted, that request cannot be undone through the service. Live cleanup is tracked separately from the request and from backup expiry. The interface shows any billing, child-workspace or processing conditions that must be resolved before the request can be accepted.
• Cleanup checks: Cleanup can pause for a file-ownership review, including older files without a complete ownership record, or an incomplete or uncertain upload. Cleanup remains unfinished until those checks are resolved, with a status of pending or requiring review. A pause is not reported as completed deletion.
• Individual accounts and shared workspaces: Removing a workspace member does not remove documents owned by the workspace. Closing a workspace does not delete its members' identities or their other workspaces. Requests to delete an individual's account or personal data are assessed separately, including data supplied on behalf of a workspace.
• Stored file versions: Completed file cleanup includes verification that all affected versions of exclusively held stored files have been removed. Files and copies still needed by another authorized owner or use are preserved outside that removal scope. Removing one reference does not erase a shared file from its remaining authorized uses. Uncertain ownership pauses cleanup for review. Some older stored versions may expire under our storage policies, but explicit cleanup verifies removal of every in-scope version.
• Restricted database backups: Disaster-recovery database snapshots may remain for up to 12 months (one year) from the date each snapshot was created under our current backup schedule. Completing live cleanup does not erase existing snapshots or restart their retention period. This is separate from the 30-day workspace recovery period. Backup copies are not available for ordinary workspace access. Any disaster-recovery restore must remain offline until relevant closure and deletion requests have been reconciled and access restrictions reapplied, so permanently deleted documents, projects and workspace data are not returned to normal use.
• Limited financial and deletion records: We retain only the records needed for applicable accounting and tax obligations, payment and refund reconciliation, referral payout reconciliation, and evidence that a deletion request was handled. These can include transaction identifiers, dates, amounts and a minimal deletion record of the request, scope and outcome. Where Australian company record-keeping law requires it, we retain necessary company financial records for at least seven years. That period does not automatically apply to deletion or security logs, and billing alone does not justify retaining source documents, previews, extracted text or complete processing content. Retained records have restricted access and are removed when their stated purpose and applicable retention requirements end.
• Restricted cleanup and recovery records: Separate operational records identify the exact files covered by a cleanup, their storage locations, verification results and unfinished steps. These identifiers and deletion receipts do not retain the documents, previews or extracted text themselves. They support safe retries, checks that deleted files have not returned, and reconciliation before a database backup is restored. Access is limited to authorized operational and support staff for these purposes, rather than ordinary workspace use. These records do not currently expire automatically. Authorized support reviews their continued need after cleanup completes, as relevant backups retire, and when holds or retry issues are resolved. Removing them requires a reviewed decision that the associated verification, recovery and legal requirements have ended.
• Infrastructure diagnostic logs: Restricted diagnostic logs are stored separately from live workspace records for operations and troubleshooting. They may contain identifiers, storage URLs, error details and document content from processing failures. Their centralized store currently has a configured 90-day retention period, independent of live content cleanup. Document, project and workspace deletion do not selectively erase these historical log entries. Log expiry does not guarantee immediate physical deletion at the retention boundary. These logs are not a document archive and are unavailable for ordinary workspace use.
• Restricted deletion quarantine: For up to 30 days after an accepted document or project deletion, we keep a restricted copy of the removed records, including extracted and translated text and any security review records, together with the associated files. Its only purposes are investigating a specific security incident, such as a suspected attempt to misuse the service or extract confidential system information, and verifying the quality of a completed job. Access is limited to authorized operational staff, the copy is not reachable through the service or by ordinary workspace access, it is not used to restore items, and it is erased automatically when the period ends. Physical erasure of the associated files is scheduled after this period.
• Specific legal and security holds: We may retain limited records where required by a specific legal obligation, needed to establish or defend a legal claim, or necessary to investigate a specific security incident. Each hold must identify its purpose and the necessary records, restrict access, and have a responsible reviewer and review conditions. We review the hold and remove the held records when that purpose ends, unless another applicable retention requirement remains. A hold is not a blanket archive of workspace content for possible future audits.
• Automated processing recovery: Technical failures may be marked as failed and associated credits refunded by our recovery service. This does not delete successfully processed documents or override a workspace deletion request.

6Account Data & Communications

To operate the Parallang service, we collect basic account information when you sign up: your name, email address, and organization name. We also collect limited technical data such as IP address and browser identifiers for security and fraud prevention. Stripe handles payment-card details. Account and notification emails are delivered through a third-party email delivery provider that receives only the recipient address and the message. Parallang stores limited billing records, including Stripe customer, subscription and transaction identifiers, credit movements and related payment or referral reconciliation data. These identifiers are distinct from payment-card numbers.

We use your registered email address to send two categories of communications:

• Service notifications: account confirmation, sign-in links, billing receipts, security alerts, and other messages essential to operating your account. These messages are part of the service and cannot be disabled while your account remains active.
• Product news and marketing: feature announcements, product updates, and promotional content. Every such message contains a one-click unsubscribe link, and you may opt out at any time without affecting your account or the underlying service. Unsubscribe requests are honored within 5 business days.

Legal basis: Australian Privacy Act 1988 (APP 6) and Spam Act 2003 (inferred consent through the existing customer relationship); for EU and UK users, GDPR Article 6(1)(b) for service messages and Article 6(1)(f) legitimate interest combined with the PECR soft opt-in for marketing; for US users, disclosure-based consent under CCPA and CAN-SPAM.

7Global User Rights

In alignment with international data protection standards, we provide the following rights to all users regardless of jurisdiction:

• Right to Deletion: Users may request deletion of their account and associated personal data, including documents, processing content and account metadata, subject to the shared-workspace and limited record-retention provisions above, by contacting contact@parallang.com.
• Right to Access: Users may request a copy of the personal data we hold about them.
• Rectification, restriction and objection: Users may ask us to correct inaccurate personal data, to restrict its processing, or to object to processing based on legitimate interest, including the automated security screening described in Section 2 where the objection outweighs that interest.
• Portability and Document Download: Users may download their processed documents (DOCX format) through the platform interface while their workspace is active, and may request a machine-readable export of their account data.
• Withdrawal of consent and complaints: Where processing relies on consent, it may be withdrawn at any time. EU and UK users may lodge a complaint with their supervisory authority; Australian users may complain to the Office of the Australian Information Commissioner (OAIC).
• Workspace data: Requests concerning content uploaded on behalf of an organisation are handled with that organisation as the controller.
• Inquiry & Redress: Privacy-related concerns can be directed to contact@parallang.com. We aim to acknowledge privacy inquiries within 5 business days. We will explain the action taken, any necessary verification or retention exception, and the expected completion timeframe. A user-selected 30-day workspace recovery period is separate from our handling of a privacy-rights request; it is not automatically imposed on a request for permanent deletion. We respond to privacy-rights requests within the timeframe required by applicable law, and within one month for EU and UK users.

8Sub-processors, International Transfers and DPA

We use sub-processors in the following categories. The named list, with each provider’s legal entity, purpose and location, is provided to customers in the Data Processing Agreement and on request, in confidence, so that customers can meet their own obligations without our vendor relationships being published to competitors. We give customers at least 30 days’ notice by email before adding or replacing a sub-processor that handles document content, and customers may object on reasonable data-protection grounds.

International transfers: Where personal data of EU or UK residents is transferred to Australia, or onward to a sub-processor outside the EEA or the UK, the transfer is covered by the EU Standard Contractual Clauses (Decision 2021/914) and the UK Addendum contained in our Data Processing Agreement and in each sub-processor’s own data-processing terms. A transfer impact summary is available on request.

Data Processing Agreement and named sub-processor list: Business customers in the EU or UK may request our Data Processing Agreement, including the named sub-processor list, or provide their own DPA for review, by writing to contact@parallang.com.

Compliance programme: We are completing the remaining elements of our GDPR programme openly. Our Data Processing Agreement incorporates the EU Standard Contractual Clauses (Module Two and Module Three) and includes a security annex, a transfer impact assessment and a breach notification protocol. As of this version, the following items are in progress, all due by 30 October 2026: in-application self-service export and deletion for every sign-in method, and automatic permanent erasure of stored files after every deletion (both carried out on request within ten business days meanwhile); completion of the remaining infrastructure hardening; and deletion of older copies of customer files kept from past troubleshooting. Signed processor terms with the provider that generates the final Word file have been in place since 2 October 2026. Appointment of an EU representative under Article 27 follows. We update this paragraph as each item completes.

9Security Incidents

If we become aware of a personal data breach affecting your data, we notify affected customers without undue delay, and in any case within 72 hours of becoming aware of it, with the information they need for their own notifications, including the nature of the breach, the categories and approximate number of records affected, the likely consequences, and the measures taken.

10Governing Law and Jurisdiction

This policy is governed by the laws of Queensland, Australia. Any disputes arising from this policy or the use of Parallang services shall be subject to the exclusive jurisdiction of the courts in Brisbane, QLD. Nothing in this policy limits rights under the GDPR or the UK GDPR that cannot be excluded by agreement.