Privacy Policy for Inquiries and Business Contacts

Y’s Translation, LLC (“we,” “us,” or “our”) handles personal information received from individuals who contact us, including prospective clients, business partners, representatives of translation companies, pharmaceutical companies, research organizations, and other business contacts, in accordance with this Privacy Policy.

This Privacy Policy applies to personal information obtained through our website, email communications, inquiry forms, online meetings, business communications, proposals, quotations, and other business-related contacts.

1. Personal Information We May Collect

We may collect the following personal information from individuals who contact us or communicate with us for business purposes:

  • Name
  • Company or organization name
  • Department and job title
  • Business email address
  • Telephone number
  • Country or region
  • Business address
  • Inquiry details
  • Information contained in emails, attachments, project requests, proposal requests, quotations, or other communications
  • Records of communications with us
  • Any other information voluntarily provided to us in connection with inquiries or business communications

We do not request sensitive personal information through general inquiry forms or ordinary business communications. If such information is provided voluntarily, we will handle it appropriately in accordance with applicable laws and regulations.

2. Purposes of Use

We use personal information collected from inquiries and business contacts for the following purposes:

  1. To respond to inquiries, requests, consultations, and communications
  2. To provide information about our services
  3. To prepare proposals, quotations, project plans, and related documents
  4. To communicate with prospective clients, clients, business partners, and their representatives
  5. To perform contract-related procedures and business administration
  6. To manage projects, business relationships, and communication records
  7. To improve our services, website, and business operations
  8. To comply with applicable laws, regulations, accounting requirements, contractual obligations, and internal record-keeping requirements
  9. To prevent fraud, unauthorized access, misconduct, or other improper activities

We will not use personal information beyond the scope necessary to achieve the above purposes, unless we obtain the individual’s consent or are otherwise permitted by applicable laws and regulations.

3. Provision to Third Parties

We do not provide personal information obtained from inquiries or business contacts to third parties, except in the following cases:

  1. When we have obtained the individual’s prior consent
  2. When required or permitted by applicable laws or regulations
  3. When necessary to protect the life, body, or property of a person and it is difficult to obtain the individual’s consent
  4. When it is particularly necessary for improving public health or promoting the sound growth of children and it is difficult to obtain the individual’s consent
  5. When cooperation with a national government agency, local public body, or a person entrusted by such an authority is necessary for the performance of duties prescribed by law, and obtaining the individual’s consent may interfere with the performance of such duties

Personal information may be stored or processed through third-party service providers that support our business operations, such as email, cloud storage, server hosting, security, communication, and website management services. In such cases, we use appropriate service providers and take reasonable measures to ensure that personal information is handled appropriately.

4. International Handling of Personal Information

As we provide services internationally, we may communicate with individuals and organizations located outside Japan.

Personal information received from overseas inquiries or business contacts will generally be handled in Japan. However, depending on the IT services used for email, cloud storage, communication, website management, or security, personal information may be stored or processed on servers located outside Japan.

We will take reasonable and appropriate measures to protect personal information in accordance with applicable laws and regulations.

5. Security Measures

We take necessary and appropriate measures to prevent unauthorized access, loss, destruction, alteration, leakage, or improper disclosure of personal information.

Such measures may include appropriate access controls, employee awareness, secure management of electronic data, proper management of documents and records, and use of appropriate IT security measures.

6. Retention Period

We retain personal information only for as long as necessary to achieve the purposes described in this Privacy Policy, to maintain business records, to comply with legal, accounting, contractual, or operational requirements, or to resolve disputes.

When personal information is no longer necessary, we will delete or dispose of it in an appropriate manner.

7. Requests for Disclosure, Correction, Suspension of Use, or Deletion

If an individual requests disclosure, correction, addition, deletion, suspension of use, erasure, or suspension of third-party provision of their retained personal data, we will respond appropriately in accordance with applicable laws and regulations.

We may ask the requester to verify their identity before responding to such requests. Please note that we may be unable to comply with certain requests if retention or processing is required or permitted by applicable laws, regulations, contractual obligations, or legitimate business needs.

8. Cookies and Website Analytics

Our website may use cookies or similar technologies to improve website functionality, analyze website usage, and enhance user experience.

If we use website analytics tools or similar services, information such as access logs, browser type, device information, referring pages, and usage data may be collected in a manner that does not directly identify individuals.

Visitors may disable cookies through their browser settings. However, some website functions may not work properly if cookies are disabled.

9. Links to External Websites

Our website may contain links to external websites. We are not responsible for the privacy practices, security, or content of external websites. Please review the privacy policies of those websites before providing personal information.

10. Changes to This Privacy Policy

We may revise this Privacy Policy as necessary due to changes in applicable laws, regulations, our services, business operations, or the way we handle personal information.

Any changes will be published on our website or announced by other appropriate means.

11. Contact

For inquiries regarding this Privacy Policy or the handling of personal information, please contact us at:

Y’s Translation, LLC
Personal Information Protection Manager

Email: info@ys-translation.com

Established: July 10, 2026

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