Privacy Policy

1. Who We Are

Japan Translations is a sole proprietorship operated by Jo Mio, located in Wakayama, Japan. Contact for all privacy matters: contact@japantranslations.com.

2. Information We Collect

Order information: your name, email address, country of residence, destination country and receiving authority, and any instructions you provide.

Documents: the files you upload for translation. These may contain sensitive personal information such as family relationships, addresses, dates of birth, financial records, or medical information. We only receive documents that you choose to send us.

Payment information: payments are processed by our payment providers (such as Wise). We receive confirmation of payment but do not receive or store your card number or bank credentials.

Website analytics: basic usage data collected through analytics tools, as described in Section 7.

3. How We Use Your Information

We use your information solely to: provide quotes and translation services; issue certificates of translation accuracy; communicate with you about your order; comply with legal obligations (including tax and bookkeeping requirements under Japanese law); and prevent fraud or misuse of our services.

We do not sell your personal information. We do not use your documents for marketing, or to train machine-learning models.

4. Translation Workflow and Third Parties

Translations are produced using professional translation software tools, which may include secure computer-assisted and machine-assisted translation, and are reviewed and finalized by the translator personally. Where third-party software processes document content, we use services under terms that prohibit the use of your content for their own purposes, including model training.

We share personal information only with: payment providers (to process your payment); email and file-transfer providers (to receive your documents and deliver the translation); and authorities where disclosure is required by law.

5. Retention and Deletion

Source documents and delivered translations: deleted 90 days after delivery, unless you ask us to delete them earlier or to retain them longer (for example, for follow-up orders).

Certificate records: we retain the certificate number, date, document type, and destination authority (but not the document content) for 5 years, so that receiving authorities can verify a certificate we issued.

Order and payment records: retained for 7 years as required by Japanese tax and bookkeeping law.

Early deletion: you may request deletion of your documents at any time by emailing contact@japantranslations.com. We will delete them within 7 days, except where a completed order’s records must be kept under the preceding paragraphs.

6. Security

Documents are stored on encrypted storage with access limited to the translator. We transfer files only over encrypted connections.

7. Cookies and Analytics

Our website uses analytics tools (such as Google Analytics 4) to measure site usage. These collect device and usage information; they do not receive your documents. You can opt out via your browser settings.

8. Your Rights

Depending on your country of residence, you may have rights to access, correct, delete, or receive a copy of your personal information, and to object to or restrict certain processing. To exercise any of these rights, email contact@japantranslations.com. We will respond within 30 days. You may also have the right to lodge a complaint with a data protection authority in your country.

9. International Transfer

We are located in Japan, and your information is processed in Japan. Japan holds an adequacy decision from the European Commission and the UK Government, meaning transfers from the EU/EEA and the UK to Japan are recognized as providing adequate protection.

10. Changes

We may update this policy from time to time. The version in effect at the time of your order applies to that order.