Privacy Policy

1. Scope and who we are

This Privacy Policy applies to the SpectrHQ website, application, translation platform, related communications, and other services that link to this policy (collectively, the “Services”). SpectrHQ is a product of MVG Projects LLC (“SpectrHQ,” “we,” “us,” or “our”), an Arizona-based limited liability company.

For account, billing, website, and direct business-relationship information, MVG Projects LLC determines why and how the information is used. When a customer organization uploads files or manages information in a SpectrHQ workspace, that organization generally controls the content and user access, and we process that information to provide the Services under the customer’s instructions and agreement.

If your account is managed by your employer, client, or another organization, that organization may administer your account and should be your first contact for questions about its use of your information.

2. Information we collect

Account and organization information

We may collect your name, business name, work email address, password or other authentication credentials, role, workspace membership, plan selection, and account preferences.

Customer content

We process information that customers and authorized users submit to the Services, including source files, translated files, terminology and glossary entries, translation memory, project instructions, and related metadata. Customer content may contain personal, confidential, or sensitive information chosen by the customer.

Billing and transaction information

If you purchase a plan, our payment processor may collect payment-card and billing details. We expect to receive limited transaction information such as the customer name, billing contact, plan, payment status, and transaction identifiers rather than full payment-card numbers.

Usage, device, and security information

We may automatically collect IP address, browser and device type, operating system, referring page, timestamps, authentication and session events, pages or features used, file and word counts, error records, and security logs. We use this information to operate, secure, troubleshoot, and improve the Services.

Communications and support information

We collect information you provide when you request a demo, contact us, submit feedback, participate in onboarding, or ask for support. A demo request may include your name, business email, company and website, estimated translation volume, required languages, current translation method, use case, purchase timeline, referral or campaign information, email-verification status, and scheduling details. Please do not send sensitive customer content through ordinary email or the public contact form.

Information from integrations and other users

If a customer enables an integration or invites you to a workspace, we may receive information from that integration, the customer, or another authorized user as needed to provide the requested workflow.

3. How we use information

We use personal information and customer content to:

• provide, maintain, and support the Services;
• create and secure accounts, verify email addresses, and manage workspace access;
• process files, translations, terminology, reviewer assignments, and customer-requested Enterprise integrations;
• administer subscriptions, usage limits, billing, and payments;
• send service, security, account, billing, and support communications;
• detect fraud, abuse, security incidents, and violations of our terms;
• understand performance and improve reliability, usability, and customer support;
• comply with law, enforce agreements, and protect our customers, users, and business; and
• carry out another purpose that we explain when information is collected or that you authorize.

Where applicable law requires a legal basis, we rely on performance of a contract, legitimate business interests, compliance with legal obligations, or consent, depending on the context.

4. Customer content and AI processing

Customer content is used to provide the customer’s requested translation, terminology, reviewer-assignment, reporting, storage, and support workflows. We do not sell customer content and do not use customer content to train a shared or public base model.

We do not submit Customer Content to third-party generative AI services for translation. Authorized service providers may process information on our behalf only as needed to support the Services and under appropriate restrictions.

If an Enterprise customer asks us to use customer-specific configuration, the approved data, permitted uses, access controls, and retention terms should be documented in an Order Form, statement of work, data processing agreement, or other written agreement.

Customers are responsible for determining whether they have the rights and permissions needed to submit content to the Services and for configuring access, retention, and review practices appropriate to that content.

5. Cookies and browser storage

We use cookies and similar browser storage that are necessary to authenticate users, maintain secure sessions, prevent cross-site request forgery, remember plan or workflow selections, complete account and billing handoffs, and carry short-lived demo verification or calendar-access tokens. Calendly may use necessary technologies when its scheduler is displayed. Some short-lived information may be stored in session storage and cleared when the browser session ends or the workflow is completed.

We do not currently use customer content for targeted advertising or operate an advertising-cookie program. If we later introduce non-essential analytics, advertising, or similar technologies, we will update this policy and provide any notice or choice required by law.

6. How we share information

We may disclose information in the following circumstances:

• Service providers. Vendors that help us operate, secure, communicate about, bill for, and support the Services may process information on our behalf under appropriate restrictions.
• Sales and scheduling providers. We may send demo-request information to our customer relationship management and scheduling providers, such as HubSpot and Calendly, to qualify requests, coordinate follow-up, assign a salesperson, and schedule or manage a meeting.
• Your organization and workspace users. Workspace administrators and authorized users may access account details, projects, files, activity, and review information according to their roles and the customer’s settings.
• Customer-directed integrations. We may send information to an integration or service when an authorized customer enables or requests that connection.
• Legal and safety reasons. We may disclose information when we reasonably believe it is necessary to comply with law or legal process, enforce agreements, investigate fraud or abuse, protect rights and safety, or respond to a security incident.
• Business transactions. Information may be disclosed in connection with financing, due diligence, a merger, acquisition, reorganization, sale of assets, or similar transaction, subject to appropriate confidentiality protections.
• With your direction or consent. We may disclose information for another purpose that you authorize.

We do not sell personal information or customer content for money, and we do not share it for cross-context behavioral advertising.

7. Data retention

We retain information only as long as reasonably necessary for the purposes described in this policy, including providing the Services, maintaining security and audit records, meeting contractual commitments, resolving disputes, and complying with law.

Translation-file retention may depend on the customer’s plan or written agreement. Current standard plan windows are described on the pricing page and may range from 30 days to one year. Enterprise retention may be customized. Terminology, translation memory, and account records may be retained for the life of the workspace or until the customer deletes them, closes the account, or requests deletion, subject to legal and operational requirements.

Backups, security logs, billing records, and records required for legal compliance may remain for a limited period after deletion from active systems. When information is no longer needed, we take reasonable steps to delete, de-identify, or securely dispose of it.

8. Security and incident response

We use administrative, technical, and organizational safeguards designed to protect the confidentiality, integrity, and availability of information, supported by access, monitoring, and incident-response controls. No system is completely secure, and we cannot guarantee that unauthorized access, loss, or misuse will never occur.

If we determine that a security incident requires notice, we will notify affected parties and regulators as required by applicable law. For more information about our security approach, see the Security page.

9. Your privacy rights and choices

Depending on where you live and the law that applies, you may have the right to request access to, correction of, deletion of, or a copy of certain personal information; to restrict or object to certain processing; to withdraw consent; or to appeal a decision about a privacy request.

To make a request, email hello@spectrhq.com. We may need to verify your identity and authority before completing a request. Authorized agents may be required to provide proof of authorization. We will not discriminate against you for exercising a privacy right.

If your information is controlled by a customer organization, we may direct your request to that organization or ask you to contact its workspace administrator. We may retain information when permitted or required by law, including for security, fraud prevention, billing, legal claims, and contract administration.

10. Children’s privacy

The Services are designed for businesses and professionals and are not directed to children under 13. We do not knowingly collect personal information directly from children under 13. If you believe a child has provided personal information to us without appropriate authorization, contact us so we can investigate and take appropriate action.

Users must be at least 18 years old or the age of legal majority where they live and authorized to use the Services on behalf of their organization.

11. International users

MVG Projects LLC is based in Arizona, United States, and the Services are operated from the United States. If you access the Services from another country, your information may be transferred to and processed in the United States and other locations where approved service providers operate. Where required, we will use an appropriate legal mechanism for restricted international transfers.

12. Third-party services and links

The Services may link to or integrate with third-party services. Their privacy practices are governed by their own notices and agreements. We encourage you to review those terms before enabling an integration or providing information to a third party.

13. Changes to this policy

We may update this policy as our Services, data practices, or legal obligations change. We will post the updated version and change the “Last updated” date. If a change materially affects how we use personal information, we will provide additional notice when required by law or contract.

14. Contact us

Questions, concerns, and privacy requests may be sent to: