Privacy Policy


Legally binding language	English
Last substantive update	October 18, 2026

1. Who Mantiq is

Mantiq Translation GP, hereinafter called Mantiq, provides business translation software for organizations. The Service processes documents, translations, translation memories, term lists, and associated technical data.

This Privacy Policy explains which personal data Mantiq processes, why this occurs, with whom data is shared, how long data is retained, and which rights data subjects may have.

Privacy questions can be submitted via privacy@mantiqtranslation.com. Current corporate and contact details are published under Company Information.

2. Business Service and Scope

Mantiq has been developed as a business-to-business Service. The Service is intended for organizations and professional use. Mantiq requests an email address during registration and does not collect age-related data.

The Service is not specifically directed at minors. An organization may, however, grant access to a minor employee. The Customer determines who is granted access as a user and is responsible for appropriate consent, guidance, and supervision within its own organization.

The Service is available internationally to business Customers. The availability of the Service, support for a particular language, or the ability to create an account from a particular country does not mean that Mantiq specifically targets that country or is established, registered, or represented there.

3. The Roles of the Customer and Mantiq

3.1 Mantiq as Data Processor

For personal data in customer documents, translations, translation memories, and term lists, Mantiq generally acts as a data processor. The Customer determines which documents are submitted, why they are translated, who receives the output, and how the output is used.

The Customer’s choices and actions within the Service, the Agreement, and the Data Processing Agreement together constitute the documented instructions for this processing.

3.2 Mantiq as Data Controller

Mantiq independently determines the purposes and necessary means for processing its own account, security, administrative, contact, and support data. For such processing, Mantiq acts as a data controller.

3.3 Customer Responsibility

The Customer is responsible for ensuring a valid legal basis for personal data processed through the Service. The Customer must inform data subjects where required under applicable law and must assess in advance whether sensitive or regulated data may be processed.

Mantiq advises Customers to delete or anonymize personal data and other sensitive information when such information is not necessary for the translation.

4. What Data Mantiq Processes

4.1 Account and Access Data

the email address of the Account Administrator;
a username chosen by the administrator, such as a name, job title, or internal identifier;
a temporary password provided to a user by the administrator;
account settings, roles, access permissions, and two-factor authentication;
the Credit balance, Credit history, and administrative transaction details.

A regular user does not need to provide their own email to Mantiq. The administrator creates the user account and issues a temporary password. Mantiq strongly recommends changing this password upon first use. The Customer and the user are responsible for securely managing the provided login credentials.

4.2 Job and Document Data

job name, file name, date, and time;
source language and target language;
file format, file size, word count, and segment count;
source and target text;
content analysis and brief summary;
translation memories, term lists, and corrections recorded in them;
information regarding the four processing phases.

4.3 Technical and Security Data

session and authentication data;
security and error messages;
technical log data necessary to secure the Service and investigate technical failures.

4.4 Contact and Support Data

If Mantiq is contacted through a logged-in account, it can link the message to the account and the user. Mantiq then processes the selected category, subject, message, and any attachment.

When a public contact form is used for pre-purchase inquiries, Mantiq processes the submitted email address, subject, message, and any attachment. A name, company name, or address is not mandatory.

5. Why Mantiq Processes Data

Mantiq processes data for the following purposes:

creating accounts and managing access;
analyzing, translating, revising, and refining documents;
building and using translation memories and term lists;
calculating, managing, and administering Credits;
supporting payments and billing;
securing and maintaining the Service and resolving technical issues;
handling questions, privacy requests, complaints, and disputes;
investigating deficiencies by process phase and improving the software, instructions, and workflow;
complying with legal and administrative obligations.

6. Legal Bases

Where Mantiq acts as a data controller, processing may be based on:

the performance of the contract;
a legal obligation;
a legitimate interest, such as security, fraud prevention, quality assurance, support, and system integrity;
consent, where applicable law requires this for a specific processing activity.

For personal data in customer documents, the Customer determines the applicable legal basis. Mantiq processes such data as a processor in accordance with the DPA and the Customer’s documented instructions.

7. Document Processing in Four Phases

Each job passes through four automated phases:

Analysis. Mantiq processes the source text and prepares a content analysis.
Translation. Mantiq processes the source text and the relevant analysis.
Review. Mantiq compares the source and target texts and uses the analysis.
Refinement. Mantiq processes the target text and the analysis for a final target-language check.

The process is not interactive. Mantiq does not ask questions during production and proceeds based on the submitted text and the choices made.

8. Translation Memories, Term lists, and Channels

Each channel contains an independent translation memory and an independent term list. Mantiq creates these language assets automatically when the Customer does not upload existing files.

Mantiq updates the translation memory upon completion of jobs. New terms are applied immediately and saved to the term list. It may remain visible whether a term was provided by the Customer or identified by Mantiq.

Documents, translations, translation memories, and term lists from a channel are used exclusively within that channel. Channels within the same customer environment do not automatically share this data either. Data from one Customer is never used as language assets for another Customer.

Translation memories and term lists remain available until the authorized user or administrator deletes them, or until the relevant channel, user, or account is deleted. Anyone wishing to retain these files must download them before deletion.

9. Internal Quality Logging and Improvement

Mantiq logs internally where corrections were required during the four phases. The quality log contains the adjusted text segments along with their corresponding source segments. It does not contain a complete copy of each translation as a single searchable document.

Only Mantiq’s quality management team has access to this log. Mantiq uses the log to determine at which stage of the process a deficiency arises and to make targeted improvements to its own software, instructions, and workflow.

An identified issue can therefore lead to a general improvement that also benefits other Customers. Customer texts and language data are not provided to other Customers in this process and are not used to train the underlying AI models.

10. External AI and Cloud Providers

Mantiq uses paid services from OpenAI and Google for various stages of the translation process. Each job is processed via both providers, with only the data required for each respective stage being transmitted.

The text is transmitted in segments. The source text as a whole is therefore not provided to an AI provider as a single file. Segmentation may limit the visible context, but it does not anonymize personal data within a segment.

Mantiq does not send any customer name, account name, internal job number, or internal task identifier to the AI provider. A customer name may, however, appear in the text itself. A file name remains within the environment managed by Mantiq and is not sent to the AI provider.

The current providers, their functions, processing locations, and relevant safeguards are published in the Subprocessor List.

11. No Training of AI Models

Mantiq does not use source and target texts, analyses, translation memories, term lists, or text excerpts retained for quality control to train its own underlying AI models or those of external providers.

Therefore, no separate training opt-out is required. The internal quality log serves exclusively to improve Mantiq’s software, instructions, and translation workflow.

12. Payment, Credits, and Administration

The account administrator purchases Credits for the organization, and these become available in a single Credit balance. Authorized Users may use Credits from that balance as long as sufficient Credits are available. The administrator can view the Credit history and accounting records within the account.

Payments and invoices may be processed by an external merchant or payment provider. Mantiq receives only the data required for administration, support, and the processing of Credits. Mantiq does not store complete payment card or bank details when these are processed directly by the payment provider.

13. Messages to the Account Administrator

Mantiq may send service-related messages to the account administrator regarding security, the account, Credit expiration, changes to the Service or Agreement, subprocessors, support, and ongoing complaints or privacy requests.

Mantiq does not use account and document data for advertising purposes. Mantiq may provide the account administrator with a limited recommendation for a more suitable Credit package based on Credit usage. The account administrator may decline such commercial package recommendations.

14. Cookies, Sessions, and Third-Party Sign-In

Mantiq does not use third-party advertising, tracking, or analytics cookies. For authentication, session management, security, and other essential functions, Mantiq may use functional cookies or similar local technologies.

Mantiq may offer two-factor authentication via an authenticator app, a security key, a passkey, or a comparable method. When a user voluntarily chooses an external sign-in provider, Mantiq receives only the identification data that the provider’s consent screen indicates will be shared. The external provider processes its own data in accordance with its own privacy terms.

15. Security and Internal Access

Mantiq implements appropriate technical and organizational measures to protect data against loss, misuse, unauthorized access, and unauthorized disclosure. Where applicable, these measures include:

secure network connections;
strict separation between Customers and between channels;
role and access management;
two-factor authentication for administrators and users;
relevant security, error, and access logging;
restricted internal access based on operational necessity;
temporary storage and controlled deletion.

Internally, access to customer content is limited to the owners and the quality management team to the extent necessary for quality control, support, security, or handling a complaint. Other employees do not have general access to customer channels.

16. Retention Periods

Mantiq applies a uniform period of 90 days for temporary operational data wherever possible. The primary periods are:

Data	Retention period
Source and target documents, analyses, and job data	Maximum of 90 days, unless deleted earlier
Text excerpts retained for quality control, including the corresponding source excerpts	Maximum of 90 days
Standard contact and support messages	Maximum of 90 days after completion
Data from a closed account	Deletion within 90 days at the latest, subject to exceptions
Translation Memories and Term lists	Until deletion of the data, the channel, the user, or the account
Financial and tax records	In accordance with the applicable statutory retention period, provisionally up to 7 years

If a complaint, privacy request, security incident, or dispute is not resolved after 90 days, Mantiq may retain the data reasonably required for handling and evidentiary purposes. The data is subsequently deleted, unless a statutory retention obligation requires further storage.

17. Deletion, Backups, and Export

An Authorized User may delete jobs and certain language data via the Service. Following deletion, the data is no longer available in the active environment. A backup copy may persist for up to 24 hours before being deleted.

A user can download translated documents, translation memories, and term lists for as long as they remain available. When a user is removed, translation memories and term lists linked to that user are automatically deleted as well. Therefore, the Customer must download the files beforehand if it wishes to retain them.

Certain system, security, and quality data are not part of the standard export functionality.

18. International Processing and Transfer Safeguards

Mantiq manages the central server environment in Germany. Data may also be processed in countries where approved AI, cloud, and payment providers operate. Authorized Mantiq personnel may access data from other countries when necessary for administration, security, quality control, or support.

Where the Customer must implement additional safeguards for an international data transfer under the law applicable to it, Mantiq makes the applicable standard contractual clauses or comparable transfer terms available. These clauses apply exclusively to the extent that they are legally required and applicable to the processing in question.

Making available or entering into such additional terms does not mean that Mantiq specifically targets individuals, consumers, or markets within the relevant jurisdiction.

The transfer terms are set forth in a separate, conditionally applicable schedule to the DPA.

19. Sensitive and Regulated Information

Mantiq is technically capable of processing documents containing medical, legal, financial, criminal offense, or other sensitive data. Prior to upload, the Customer must assess whether this processing is permitted and what security measures, consent, confidentiality safeguards, or human oversight are required.

Mantiq recommends deleting or anonymizing non-essential personal data and sensitive information prior to upload. The Customer remains responsible for the content it submits and for the individuals to whom it grants access.

20. Automated Processing

Mantiq uses automation for analysis, translation, revision, refining, Credit calculation, and technical security. In doing so, Mantiq does not make decisions about individuals that produce legal effects concerning them or similarly significantly affect them.

Mantiq currently does not apply automated profiling to detect repeated requests for free Credits by the same individual.

21. Privacy Rights

Depending on applicable law, a data subject may have rights of access, rectification, erasure, restriction, objection, data portability, or withdrawal of consent.

A user should normally submit a request concerning account data through the Account Administrator. The Account Administrator can contact Mantiq from the registered business email address. Mantiq may request additional information where reasonably necessary to verify the identity or authority of the requester.

An individual whose personal data is contained in a customer document must, in principle, submit the request to the Customer that provided that document. If Mantiq receives such a request directly, Mantiq may forward it to the relevant Customer and provide assistance pursuant to the DPA.

Mantiq handles privacy requests within the timeframe prescribed by applicable law.

Where permitted by applicable law, a data subject may lodge a complaint with the data protection authority competent in their case. Mantiq recommends contacting Mantiq first so that it can investigate and, where possible, resolve the inquiry or complaint.

22. Security Incidents

When Mantiq becomes aware of a personal data breach involving a Customer’s personal data, Mantiq informs the Customer concerned without undue delay. Mantiq provides the information reasonably available and assists the Customer, to the extent appropriate and feasible, in assessing and managing the incident.

The Customer independently determines whether notification to a supervisory authority or data subjects is required, unless applicable law directly imposes a separate obligation on Mantiq.

23. Representatives and Applicability of Foreign Law

Mantiq targets international business users and not consumer markets. The presence of a customer from a particular country, support for a language, or the technical accessibility of the website does not in itself mean that Mantiq commercially targets that country.

Prior to engaging in targeted market activities, Mantiq assesses whether applicable law requires registration or the designation of a local representative. If such a representative is designated, the contact details will be published in this Privacy Policy or via Company Information.

24. Amendments

Mantiq may amend this Privacy Policy whenever the Service, data processing practices, or applicable regulations change. Material changes will be communicated to the Account Administrator by email. Minor clarifications and editorial adjustments may be published on the website without separate notice.

The current version always indicates the date of the last revision.

25. Language and Precedence

The English version of this Privacy Policy is the legally authoritative version. Translations are provided for informational purposes only. In the event of discrepancies between a translation and the English version, the English version shall prevail.

26. Contact

Privacy inquiries and requests may be submitted via privacy@mantiqtranslation.com. Where possible, use the registered business email address so Mantiq can verify the account and the requester’s authority.

Current company details, contact channels, the Privacy Policy, the Subprocessor List, and the Data Processing Agreement are made available via the website.