This policy explains what personal data we collect, why we collect it, who we share it with and what rights you have. It covers the website at ai.sim-trans.com, the ways you can contact us, and the SIM.AI services we provide to our clients at their events.
Who we are
SIM.AI is the AI solutions division of SIM TRANS LEGAL TRANSLATION - L.L.C - O.P.C, a company registered in the United Arab Emirates and trading as Sim Trans Translation Services (“Sim Trans”, “we”, “us”, “our”).
- Economic licence number: CN-2945088
- Issuing authority: Abu Dhabi Department of Economic Development
- Registered address: Office 23, Floor 29, Shining Towers, Mubarak Bin Mohammed Street, Al Khalidiyah, Abu Dhabi, United Arab Emirates
- Privacy contact: ai@sim-trans.com (or info@sim-trans.com)
- Telephone: +971 56 685 4225
We apply the UAE Federal Decree-Law No. 45 of 2021 on the Protection of Personal Data (the PDPL). Where the EU General Data Protection Regulation (the GDPR) applies to our processing, for example because you are in the EU or EEA, we apply it as well.
Our role: controller or processor
The law gives different responsibilities depending on who decides how and why personal data is used.
| Situation | Our role | Who decides how the data is used |
|---|---|---|
| Visits to this website, enquiries, calls, emails and WhatsApp messages to us | Controller | Sim Trans |
| Contact and billing details of people at our client organisations | Controller | Sim Trans |
| Event content we process when we deliver SIM.AI for a client (audio, interpretations, captions, transcripts, recordings, subtitle files, usage reports and glossaries) | Processor | The client, usually the event organiser |
If you attended or spoke at an event where SIM.AI was used, the organiser of that event is responsible for your personal data in the event content. Please contact the organiser first. If you contact us, we will pass your request to them and help them respond.
What we collect and why
On this website
| What | What it includes | Why we use it |
|---|---|---|
| Contact form | Name, company, work email, phone number, what you need, event date, city or venue, languages, expected number of guests and your message. We also record the page you sent the form from and any campaign source tags (UTM parameters) in the link you followed to reach us. | To reply, prepare a proposal or quote, and understand which pages and campaigns bring enquiries. |
| WhatsApp button | We count clicks on the button. We record only the event name and the page path. We do not record who clicked. | To understand how often visitors choose WhatsApp to reach us. |
| Website analytics | Aggregate statistics such as page views and referring sites. Our analytics do not use cookies and do not build a profile of you. | To understand how the website is used and improve it. |
| Security and anti-spam check | When you use a form, a privacy-preserving challenge service may process your IP address and browser signals to tell people apart from automated bots. We receive only the result of the check. | To protect our forms and systems from spam and abuse. |
| Server and security logs | IP address, date and time, the page or file requested, browser type and the response our servers gave. | To keep the website secure and working, investigate faults and prevent abuse. |
There are no advertising cookies on this website. Our cookie policy explains the small amount of strictly necessary storage we use.
When you contact us directly
If you email, call or message us on WhatsApp, we receive the details you share, such as your name, phone number, email address and the content of your messages. We use them to answer you and keep a record of our conversation.
WhatsApp is operated by WhatsApp (part of Meta) under its own terms and privacy policy. When you open WhatsApp from our website, your use of WhatsApp is governed by those terms, not by this policy.
When you become a client
We keep the names, job titles, work contact details and communications of the people we deal with at your organisation, together with orders, contracts, invoices and payment records. We use them to provide the services, manage our relationship with you, and meet our legal, tax and accounting obligations.
When we deliver event services for a client
When a client books SIM.AI, we process the following on the client’s behalf and only on its instructions:
- live audio from the venue feed;
- interpretations generated from that audio (audio in each language);
- live captions;
- transcripts;
- recordings of each language channel;
- subtitle files;
- usage reports, which show the languages used, session duration and the number of listeners per language;
- glossaries supplied by the client.
Guests do not need to give their name, create an account or install an app to join a session. To deliver audio and captions to a guest’s phone, our systems necessarily process technical connection data, such as the IP address and browser type of the device, while the guest is connected and to keep the service secure.
We use event content only to deliver the service and produce the records the client orders. Our responsible AI statement explains how we treat event content in relation to AI models.
Event content can sometimes include sensitive information, for example health details mentioned at a medical conference or religious content at a community gathering. The client decides whether such content is discussed and is responsible for having a lawful basis and giving the right notices. We process it only to deliver the service.
Legal bases
Under the PDPL
We process personal data where it is necessary to take steps you have asked for before entering into a contract with us, to perform a contract, or to comply with our legal obligations, and otherwise with your consent. Where the law requires your consent, we ask for it, and you can withdraw it at any time. Withdrawing consent does not affect processing that took place before you withdrew it.
For event content, the client, as controller, is responsible for the legal basis for processing, including any consent needed from speakers and attendees.
Under the GDPR
| Purpose | Legal basis |
|---|---|
| Replying to enquiries and preparing quotes | Steps taken at your request before entering into a contract (Article 6(1)(b)), or our legitimate interest in responding to business enquiries (Article 6(1)(f)) |
| Providing services to clients and managing the relationship | Performance of a contract (Article 6(1)(b)), or our legitimate interest in dealing with the organisations we work with (Article 6(1)(f)) |
| Security, anti-spam checks and server logs | Our legitimate interest in keeping our website and systems secure (Article 6(1)(f)) |
| Counting WhatsApp clicks and aggregate analytics | Our legitimate interest in understanding and improving our website (Article 6(1)(f)) |
| Keeping accounting and tax records | Compliance with a legal obligation (Article 6(1)(c)) |
| Anything we ask your consent for | Consent (Article 6(1)(a)), which you can withdraw at any time |
Where we rely on legitimate interests, we have weighed those interests against your rights. You can ask us for more detail.
Who we share data with
We do not sell personal data, and we do not share it for advertising.
We share personal data only with:
- Service providers (sub-processors) who help us run the website and deliver the services, under written contracts that limit what they can do with the data. They are listed by category below.
- Sim Trans team members and engaged interpreters who need the information to deliver your event. Where you book human interpreters through Sim Trans, they receive the event information they need, under confidentiality obligations.
- Professional advisers such as lawyers, accountants and auditors, under confidentiality obligations.
- Authorities, courts and regulators where the law requires us to, or to establish, exercise or defend legal claims.
- A buyer or successor if all or part of our business is reorganised, sold or transferred, on condition that they protect the data as this policy describes.
Categories of service providers
We describe our service providers by category. The current named list is provided to clients on request and in our data processing agreement, and clients receive notice of changes. See our sub-processors page for more detail.
| Category | Purpose | Processing location |
|---|---|---|
| Content delivery, hosting and security | Serving and protecting the website and edge network | EU region by default; UAE on request |
| Application hosting | Running the SIM.AI platform | EU region by default; UAE on request |
| Database hosting | Storing session settings, glossaries and records | EU region by default; UAE on request |
| Caching and message queues | Moving data quickly and reliably between parts of the platform | EU region by default; UAE on request |
| Real-time audio transport | Carrying live audio to and from guests’ phones | EU region by default; UAE on request |
| Speech recognition | Turning speech into text | EU region by default; UAE on request |
| Machine translation and language models | Translating text between languages | EU region by default; UAE on request |
| Speech synthesis (voices) | Turning translated text into spoken audio | EU region by default; UAE on request |
| Email delivery | Sending form notifications to our team | EU region by default; UAE on request |
International transfers
We are based in the UAE. Our service providers process data in the EU region by default, and UAE processing is available on request. This means personal data is transferred outside the UAE.
We make these transfers only as the PDPL permits: to countries that provide an adequate level of protection, or under contractual safeguards that require the recipient to protect the data to the standard the PDPL expects.
If you are in the EU or EEA, your personal data is transferred to us in the UAE. Where the GDPR requires it, we use appropriate safeguards, such as the European Commission’s standard contractual clauses, or another lawful transfer mechanism.
Some providers may give technical support from other countries. Where that involves access to personal data, we require the same safeguards. You can ask us for a copy of the relevant safeguards by emailing ai@sim-trans.com.
How long we keep data
| Data | How long we keep it |
|---|---|
| Enquiries (form, email, phone, WhatsApp) | As long as needed to reply and follow up, then deleted, unless you become a client |
| Client contracts, invoices and related correspondence | For the period UAE law requires for commercial and tax records, currently at least five years |
| Event content (audio, interpretations, captions, transcripts, recordings, subtitle files, usage reports, glossaries) | As long as the client wants. The client sets the retention period, and we delete content on request and at the end of our contract as the data processing agreement sets out |
| Technical connection data for guests | While the guest is connected, and in security logs for a limited period |
| Server and security logs | A limited period, only as long as needed for security and troubleshooting |
| Security and anti-spam check | Processed at the time of the check; we keep only the result |
| Aggregate analytics | Contains no personal data |
Deleted data may remain in backups for a limited period until it is overwritten. We do not use backup copies for any other purpose.
How we protect data
- Data is encrypted in transit between your device, our website and our platform.
- Access to personal data is limited to the people who need it, and our team works under confidentiality obligations.
- Event sessions can be private and protected by a PIN.
- Our service providers are bound by written contracts with security and confidentiality terms.
- If a personal data breach occurs, we act quickly to contain it and notify affected clients, individuals and authorities as the law requires.
No system is completely secure, but we work to keep risks low and review our measures regularly. Our security and privacy page gives more detail about how SIM.AI handles event content.
Your rights
Depending on the law that applies, you have the right to:
- Access: ask what personal data we hold about you and receive a copy.
- Correction: ask us to correct inaccurate or incomplete data.
- Erasure: ask us to delete your data.
- Restriction: ask us to limit how we use your data, for example while we check its accuracy.
- Objection: object to processing, including processing based on legitimate interests and direct marketing.
- Portability: receive data you gave us in a structured, commonly used format, or ask us to send it to another organisation.
- Withdraw consent: where we rely on consent, withdraw it at any time.
- Automated decisions: object to decisions based solely on automated processing that have legal or similarly significant effects on you. We do not make such decisions.
- Complain: complain to a supervisory authority (see below).
How to exercise your rights
Email ai@sim-trans.com with the subject “Privacy request” and tell us what you would like us to do. We may ask for information to confirm your identity before we act. We do not normally charge a fee.
We respond within the period the applicable law requires. Under the GDPR, that is one month from receiving your request, which can be extended by up to two further months for complex or numerous requests. If we extend, we will tell you why.
If your request concerns event content, we will pass it to the client who controls that content and help them respond.
Complaints
If you are not satisfied with how we handle your data, please contact us first so we can try to put it right. You also have the right to complain to:
- the UAE Data Office, under the PDPL; or
- if you are in the EU or EEA, the data protection supervisory authority in the country where you live or work, or where you believe the problem occurred.
Children
This website and our services are designed for businesses and organisations. They are not directed at children, and we do not knowingly collect children’s personal data through the website.
Where children attend an event that uses SIM.AI, for example at a school or university, the organiser is responsible for any notices and parental consent the law requires.
Changes to this policy
We may update this policy when our services or the law change. The date at the top shows when it was last updated. If we make a significant change that affects our clients, we will tell them directly.
Contact us
SIM TRANS LEGAL TRANSLATION - L.L.C - O.P.C, trading as Sim Trans Translation Services Office 23, Floor 29, Shining Towers, Mubarak Bin Mohammed Street, Al Khalidiyah, Abu Dhabi, United Arab Emirates
- Email: ai@sim-trans.com or info@sim-trans.com
- Telephone: +971 56 685 4225
You can also reach our team through the contact page. Our legal notice gives our full company details.