Privacy Policy

Last Updated: September 11, 2026

NAI, Inc. (“NAI,” “we,” “us,” or “our”) recognizes the importance of protecting personal information and personal data entrusted to us.

We handle personal information in accordance with the Act on the Protection of Personal Information of Japan (“APPI”), other applicable laws and regulations, and this Privacy Policy.

Article 1. Personal Information

For purposes of this Privacy Policy, “personal information” means information relating to an identified or identifiable individual, including names, company or organization affiliations, job titles, addresses, telephone numbers, email addresses, and other information that identifies or may identify an individual.

Article 2. Information We Collect

In connection with our websites, inquiries, business relationships, and the services we provide (“Services”), we may collect the following information:

• Name
• Company or organization name
• Department
• Job title
• Business email address
• Telephone number
• Address
• Country or region
• Company or organization website URL
• Login IDs and other authentication information
• Service usage history
• Access information collected through cookies and similar technologies
• Other information reasonably necessary to respond to inquiries or provide our Services

In connection with inquiries, quotations, trial projects, evaluation of potential business engagements, or the provision of our Services, we may also receive translation source files, manuscripts, research materials, charts, tables, videos, audio files, reference materials, glossaries, and other data submitted to us (collectively, “Submitted Data”).

Business Contact Information Obtained from Other Sources

We may obtain business contact information from publicly available company websites, professional directories, business databases, referrals, business partners, or other lawful sources. We may use such information for legitimate business development and communications relating to our Services, where permitted by applicable law.

Article 3. Purposes of Use

We may use personal information for the following purposes:

1. To respond to inquiries and communications;
2. To evaluate potential business relationships and vendor or partnership opportunities;
3. To prepare and provide quotations, proposals, trial projects, and related information;
4. To communicate regarding projects and requests;
5. To provide, operate, and maintain our Services;
6. To perform translation, post-editing, review, proofreading, localization, quality assurance, academic support, and other requested services;
7. To prepare and send quotations, invoices, and other necessary documents;
8. To verify identity and manage users and client accounts;
9. To improve the quality, security, and operation of our Services;
10. To develop new services;
11. To provide information about our Services, seminars, campaigns, or other relevant business information, where permitted by applicable law;
12. To prevent fraud, unauthorized use, and security incidents;
13. To comply with legal and regulatory obligations; and
14. To perform activities reasonably related to the purposes described above.

Article 4. Legal Bases for Processing

Where the GDPR, UK GDPR, or other applicable data protection laws require a legal basis for processing personal data, we process personal data as appropriate on one or more of the following bases:

• Steps prior to entering into a contract and performance of a contract: where processing is necessary to respond to a request, prepare a quotation, evaluate or conduct a trial project, establish a business relationship, or provide our Services;
• Legitimate interests: where processing is reasonably necessary for our legitimate business interests, including responding to business inquiries, managing business relationships, improving our Services, maintaining security, and communicating with existing or prospective business partners, provided that such interests are not overridden by the rights and interests of the individual;
• Legal obligations: where processing is necessary to comply with applicable laws or regulatory requirements; and
• Consent: where consent is required by applicable law or where we otherwise specifically request consent.

Where processing is based on consent, consent may be withdrawn at any time, without affecting the lawfulness of processing carried out before withdrawal.

Article 5. Use of AI Technologies

We may use AI technologies in connection with certain Services.

Where Submitted Data or personal data may be processed using AI technologies as part of a particular Service, relevant information will be provided through the applicable service terms, conditions, agreement, or other appropriate notice.

We do not use personal information submitted through our inquiry forms for solely automated decision-making that produces legal or similarly significant effects on individuals.

Article 6. Handling of Submitted Data

We use Submitted Data only to the extent reasonably necessary to respond to inquiries, prepare quotations, conduct trial projects, evaluate potential business engagements, and provide the requested Services.

We will not use Submitted Data for unrelated marketing, research and development, or other unrelated purposes without appropriate authorization.

Submission of files through an inquiry form does not, by itself, constitute acceptance of a project or creation of a service agreement.

Article 7. Disclosure to Third Parties

We do not disclose personal information or Submitted Data to third parties except:

1. With appropriate authorization or consent;
2. Where necessary to perform the requested Services through translators, reviewers, editors, other professionals, or service providers acting on our behalf;
3. Where required or permitted by applicable law;
4. Where necessary to protect the life, health, property, rights, or safety of an individual or another person; or
5. Where necessary to cooperate with governmental or regulatory authorities as permitted by law.

Article 8. Service Providers and Subcontractors

We may engage translators, reviewers, editors, other professionals, technology providers, cloud service providers, and other subcontractors to the extent reasonably necessary to evaluate or perform requested work and operate our Services.

We select and manage such service providers and subcontractors appropriately and take reasonable measures to protect personal information and Submitted Data, including confidentiality obligations, contractual safeguards, access controls, and other appropriate measures.

Article 9. Security Measures

We implement reasonable and appropriate organizational, technical, and other security measures designed to protect personal information and Submitted Data against unauthorized access, disclosure, loss, alteration, destruction, or other inappropriate handling.

Article 10. Cookies and Similar Technologies

Our websites may use cookies and similar technologies to operate our websites, improve usability, understand website usage, and improve our Services.

Users may control or disable cookies through their browser settings. Disabling certain cookies may affect the operation of some website functions.

Where applicable law requires consent for particular cookies or similar technologies, we will obtain such consent as required.

Article 11. Retention of Information

We retain personal information and Submitted Data only for as long as reasonably necessary for the purposes described in this Privacy Policy, including responding to inquiries, managing business relationships, performing Services, maintaining appropriate business records, resolving disputes, and complying with legal obligations.

When information is no longer reasonably required, we will delete, anonymize, or otherwise appropriately dispose of it, unless continued retention is required or permitted by applicable law.

Article 12. Your Privacy Rights

Depending on your location and applicable law, you may have rights concerning your personal data, including the right to:

• Request access to your personal data;
• Request correction of inaccurate or incomplete personal data;
• Request deletion of personal data;
• Request restriction of processing;
• Object to certain processing;
• Request data portability where applicable; and
• Withdraw consent where processing is based on consent.

These rights are subject to the conditions, limitations, and exceptions provided by applicable law.

To exercise a privacy right, please contact us using the contact information in Article 18. We may request information reasonably necessary to verify your identity before responding.

Article 13. Confidential Information

We recognize the confidential nature of translation source files, unpublished manuscripts, research data, charts, tables, supplementary materials, videos, audio files, client materials, technical documents, reference materials, glossaries, other Submitted Data, and confidential information obtained in the course of our business.

We will use such information only to the extent reasonably necessary for the purposes for which it was provided.

We will not use such information for unrelated marketing, research and development, or other unrelated purposes without appropriate authorization.

Article 14. International Transfers

NAI is established in Japan, and personal information submitted through our websites or provided in connection with our Services may be transferred to and processed in Japan.

Japan has received an adequacy decision from the European Commission for transfers of personal data from the EEA, and Japan and the United Kingdom maintain arrangements facilitating transfers of personal data between their respective jurisdictions.

Where necessary for our Services, personal information or Submitted Data may also be processed by translators, reviewers, professionals, subcontractors, or cloud service providers located outside Japan.

Where applicable data protection law requires safeguards for such transfers, we will take appropriate measures in accordance with the applicable requirements.

Personal data transferred to Japan from the EEA or United Kingdom on the basis of an adequacy decision will be handled in accordance with the applicable supplementary rules under Japan's APPI.

Article 15. Complaints

If you have questions or concerns about our handling of personal information, please contact us first using the contact information below.

If you are located in the EEA or the United Kingdom and applicable data protection law provides such a right, you may also lodge a complaint with the competent data protection supervisory authority in your country or region.

Article 16. Management of Personal Information

We have appointed a personal information manager who ensures the safe and proper handling of client information. We implement protective measures to prevent unauthorized access, misuse, loss, destruction, alteration, or leakage of personal data.

Article 17. Changes to this Privacy Policy

We may revise this Privacy Policy in response to changes in applicable laws and regulations, changes to our Services, business practices, or other circumstances.

If we make material changes, we will provide notice through our website or by other appropriate means.

Article 18. Contact Information

For questions, requests, or concerns regarding this Privacy Policy or our handling of personal information, please contact:

NAI, Inc.
Daiya Building
2-21-1 Tsuruya-cho, Kanagawa-ku
Yokohama, Kanagawa 221-0835
Japan

Tel: +81-45-290-7205
Business Hours: 9:30 –18:30, Monday through Friday (Japan time, excluding holidays)
Email: info@naiway.com