Polyverto Terms and Conditions

Terms summary

Polyverto OÜ provides AI-assisted document translation and charges per job. The price is shown before payment. If a paid job fails for technical reasons, we automatically initiate a full refund. For a completed job, you may request a 50% or 100% refund within 14 days. You keep the rights you have in your documents. Translations may contain errors, so have important translations reviewed by a qualified professional. Mandatory consumer rights continue to apply.

1. About Polyverto

These Terms govern the services provided by Polyverto OÜ ("Polyverto", "we", "us" or "our"). By submitting a translation job, making a payment or otherwise using the service, you agree to these Terms.

Legal name: Polyverto OÜ. Registry code: 17613868. Registered address: Ruunaoja tn 3, 11415 Tallinn, Estonia. Website: polyverto.com. Legal email: legal@polyverto.com. Customer support: support@polyverto.com.

Polyverto provides software-based document processing and translation using artificial intelligence and related technologies.

2. Eligibility

You must be at least 18 years old and legally capable of entering into a contract. You confirm that the information you provide is accurate, that you are entitled to submit your content, and that your use of the service does not violate law or another person’s rights. If you act for an organisation, you confirm that you may bind it.

3. Signing in

You may create an account using your email address and a password, request an email sign-in link, or sign in through a supported third-party provider, such as Google. Email registration requires you to provide your full name, verify your email address and accept the Terms and Privacy Policy. Keep your password confidential. The Privacy Policy explains how Polyverto processes account information.

4. Translation jobs and prices

Translation jobs are offered on a pay-per-job basis; Polyverto does not currently offer subscriptions. A job starts when you provide content and settings, receive the applicable price and complete payment. Pricing is generally based on the number of words and other pricing information shown before payment. The total price payable is displayed before you place the order.

5. Unpaid jobs and expiry

An unpaid job is configured to expire after 30 minutes. Expiry cleanup then clears source text and attempts temporary-file deletion; scheduled cleanup can be delayed or fail. The job is not processed. You may need to create a new job and receive a new price to proceed later.

6. Processing and delivery

After successful payment, automated software, AI systems and, where needed, third-party technology providers process the translation. Processing time varies with document size, language pair, file type, selected quality, system load and third-party availability. Displayed time estimates are estimates unless we expressly identify a delivery time as guaranteed.

7. Third-party AI providers

Polyverto currently uses OpenAI for translation and the support assistant. Necessary submitted document content, support messages and relevant conversation history may be sent to OpenAI to provide those services. OpenAI’s retention and data-use treatment depends on the account controls, settings and contractual terms applicable to the service. These Terms do not promise a particular retention or training treatment by OpenAI. Polyverto does not use customer source documents or translations to train its own AI models.

8. Deletion of documents and translation content

When a job reaches a terminal state, the application clears source text, translation instructions and saved checkpoints from its active database records, and attempts to delete the temporary source file. Scheduled cleanup checks terminal jobs again, so file removal can be delayed if cleanup fails. An unpaid job is configured to expire after 30 minutes; this is not a guarantee that its source file is physically deleted within 30 minutes. A successful translated result is configured to remain available in Previous jobs for 30 days from completion, unless you request its removal earlier using Delete result. The expiry time controls availability; scheduled file cleanup may occur later. Job records have a separate 30-day age threshold and may remain longer while a result is retained or cleanup fails. Activity records use a 90-day default with daily cleanup; support conversations use a 30-day default with hourly cleanup. These application defaults do not establish deployed overrides, backup-copy deletion or provider-side retention. Limited non-content information may also be retained for legal, accounting, security, fraud-prevention or transaction-record purposes.

9. Your content and intellectual property

You retain the rights you have in submitted material. You grant Polyverto a limited, temporary licence to receive, process, transmit to necessary providers, translate and return that material solely to provide the requested service. The licence ends when the content is deleted, except as technically or legally necessary to complete outstanding processing. You confirm that you have the rights, permissions and lawful grounds needed to submit the content. Do not submit material if processing it would unlawfully infringe another person’s rights.

10. Rights in translated output

After the applicable price is paid, Polyverto places no additional contractual restriction on your use of output created specifically for you. To the extent Polyverto may acquire rights in that output, we grant you a worldwide, perpetual and irrevocable right to use, reproduce, modify, distribute, publish and otherwise exploit it. This does not grant rights in Polyverto software, models, prompts, algorithms, platform technology, trademarks or third-party intellectual property. Your use may also depend on your rights in the source material.

11. AI translations and quality

Automated and AI-assisted translations may contain errors, omissions, ambiguities, terminology or formatting issues, or other inaccuracies. We do not represent that every translation will be error-free. This does not limit statutory rights where the service does not conform to the contract.

12. Specialised and high-impact documents

Polyverto is not a law firm, medical provider, financial adviser, sworn translator, certified translation authority or substitute for a qualified professional. If a translation may affect legal rights, health, finances, regulatory compliance, immigration, court proceedings, contractual obligations or another significant matter, have it reviewed by an appropriately qualified human professional before relying on it. Translations are not certified or sworn unless we expressly say so for a particular service.

13. Technical failure and automatic refunds

If a paid job reaches a technical failure state and Polyverto cannot provide the translation, we will automatically initiate a 100% refund without requiring a request. It will normally go to the original payment method. We initiate it without undue delay; the payment processor, card network or bank may need additional time to credit your account.

14. 14-Day Satisfaction Guarantee

In addition to mandatory legal rights, you may request a 50% or 100% refund if dissatisfied with a successfully completed translation, within 14 days after job completion. You choose the amount using the refund function provided by Polyverto. The guarantee applies once per job, does not apply to amounts already refunded, and does not require Polyverto to determine that the translation was legally defective. It supplements and does not restrict mandatory consumer rights. Refunds normally go to the original payment method. We may take reasonable measures against fraud, automated abuse, duplicate requests, payment fraud or systematic misuse; legitimate use of the guarantee is not itself abuse.

15. Changes to the Satisfaction Guarantee

We may change, restrict or discontinue this voluntary guarantee for jobs purchased after new terms take effect. A job remains subject to the guarantee applicable when it was purchased. Mandatory statutory consumer rights cannot be removed or reduced by a change.

16. Required feedback for the Satisfaction Guarantee

To request a refund under the voluntary Satisfaction Guarantee, you must select one primary reason and rate the overall process, product result, payment experience and ease of use from one to five stars. You may optionally select common issue phrases or add a written explanation. This feedback requirement applies only to the Satisfaction Guarantee request function; it does not limit mandatory consumer rights or automatic technical-failure refunds. Written explanations are available to authorised support staff and are not shown to other customers.

17. Optional service improvement

If you expressly agree to take part, Polyverto may temporarily process examples you provide to identify general quality problems and derive abstract improvement instructions. Generalised points may be used for prompt engineering, quality evaluation, testing, software development, system design, internal coding agents and future service improvements. We will not intentionally retain source or translated documents, copied passages, names or identifying details, case numbers, medical information, confidential customer data or information reasonably capable of identifying the customer or document in those improvement records. Source examples supplied for this process will be deleted after an abstract point is created, under the applicable privacy policy and technical process. This is not training a general-purpose AI model using customer documents.

18. Consumer right of withdrawal

If you are a consumer, applicable law may give you a statutory right to withdraw from a distance contract within 14 days. Because processing normally starts immediately after payment, we ask consumers to expressly request immediate performance. Before payment, we may ask you to confirm:

I request Polyverto to begin providing the translation service immediately, before the end of the 14-day withdrawal period. I understand and acknowledge that, to the extent permitted by applicable law, I may lose my statutory right of withdrawal once the service has been fully performed or digital content has been supplied.

The effect of that request and acknowledgement depends on mandatory applicable consumer law. Nothing in these Terms removes a withdrawal right where the law does not permit it.

19. If the service is not supplied

Where mandatory consumer law applies and Polyverto fails to provide the purchased service, you retain the remedies available under that law. Depending on the circumstances, these may include requiring performance, terminating the contract, receiving a refund or another statutory remedy. If we clearly cannot perform a job, we normally treat it as failed and provide the automatic full refund described above.

20. If the service does not conform

Consumers have mandatory rights where digital content or a digital service does not conform to the contract. Depending on the circumstances and applicable law, remedies may include bringing it into conformity, re-performing or correcting it, a price reduction, termination or reimbursement. These rights exist independently of the voluntary Satisfaction Guarantee.

21. Refund method

We normally return refunds using the original payment method unless you expressly agree otherwise or that method cannot technically receive the refund. Mandatory legal deadlines and methods take precedence.

22. Payment providers

The current checkout uses a mock payment provider for testing. It simulates a successful payment in the application; it does not collect money through a real payment processor. A mock confirmation may still mark the application payment as successful and allow the translation workflow to continue. Real payment processing is not currently enabled.

23. Prohibited use

Do not use Polyverto unlawfully; distribute malware; attack or interfere with the service; circumvent security or usage controls; process content unlawfully; fraudulently impersonate someone; or abuse payment or refund systems. We may refuse or stop processing when reasonably necessary to prevent unlawful activity, security incidents, fraud or serious misuse. If we refuse a paid job without providing the service, the payment will be refunded unless law requires otherwise.

24. Service availability

We aim to provide a reliable service but do not guarantee uninterrupted availability. Maintenance, upgrades, third-party or AI-provider outages, payment-provider outages, internet or infrastructure failures, security incidents and events beyond our reasonable control may interrupt service. The automatic-refund terms above apply when such an event causes a paid job to fail.

25. Changes to the service

We may improve, modify, add or remove features. Changes will not reduce rights already attached to a previously purchased job where that would violate these Terms or applicable law.

26. Changes to these Terms

We may update these Terms and will publish the current version and effective date on polyverto.com. Unless mandatory law requires otherwise, the version presented or made available when a job is purchased governs that job. Material changes will not retroactively remove rights for previously purchased jobs.

27. Consumers and business customers

Consumer-protection rules apply only where you act outside your trade, business, craft or profession. If you use Polyverto professionally or for business, you may be a business customer and may not have statutory consumer rights. The voluntary Satisfaction Guarantee applies to both consumers and businesses unless stated otherwise when you purchase.

28. Liability to consumers

Nothing in these Terms excludes or limits liability or remedies where mandatory law prohibits that exclusion or limitation, including mandatory rights concerning non-conforming services, fraud, intentional misconduct, death or personal injury where liability cannot legally be excluded, and consumer protections.

29. Liability to business customers

To the maximum extent permitted by law, for business customers Polyverto is not liable for indirect, consequential or purely economic losses that were not reasonably foreseeable when the contract was made. Polyverto’s aggregate contractual liability arising from a job will not exceed the amount paid for that job. These limits do not apply where liability cannot lawfully be limited, including liability resulting from intentional misconduct.

30. No professional reliance

You decide whether a translation is suitable for your intended use. Where accuracy has significant consequences, obtain appropriate professional review. Processing a specialised document does not mean that its translation is suitable for professional reliance without review.

31. Complaints

Contact support@polyverto.com and include enough information to identify the job and explain the issue. Where Estonian consumer law applies, Polyverto will respond to a written consumer complaint within the legally applicable period.

32. Alternative dispute resolution

Please contact Polyverto first so we can try to resolve a dispute directly. Depending on your residence and the circumstances, consumers may have access to an alternative dispute-resolution body, including the Consumer Disputes Committee of the Estonian Consumer Protection and Technical Regulatory Authority (TTJA) for eligible disputes in Estonia, or assistance from the relevant European Consumer Centre for cross-border EU disputes.

33. Governing law

Estonian law governs these Terms and contracts under them. If you are a consumer habitually resident in another country, this choice does not deprive you of mandatory consumer protections that cannot lawfully be excluded by agreement.

34. Courts

Subject to mandatory consumer-jurisdiction rules, disputes relating to these Terms or the service are subject to the competent courts of Estonia. Consumers retain any right under mandatory law to bring proceedings before another competent court.

35. Severability

If a provision is held invalid, unlawful or unenforceable, the remaining provisions remain effective to the extent permitted by law. The affected provision will be interpreted or replaced as closely as legally possible to reflect its original purpose.

36. Entire agreement

These Terms, the applicable order information, Privacy Policy and any specific conditions clearly presented before purchase form the agreement for the relevant service. Mandatory legal rights remain unaffected.

Appendix A — Model withdrawal notice

If you are a consumer with a statutory withdrawal right that has not already ended under applicable law, you may use this form or send another clear statement:

To: Polyverto OÜ, Ruunaoja tn 3, 11415 Tallinn, Estonia. Email: support@polyverto.com.

I give notice that I withdraw from my contract for the following Polyverto service:

Job/reference number: ____________________
Order date: ____________________
Customer name: ____________________
Customer email: ____________________
Date: ____________________

You do not have to use this exact form if applicable law permits another clear withdrawal statement.