MTrans Security Policy

Data management

Storage and secondary use

At MTrans Team, your translation data is stored and managed securely on our servers. Translations you save are used in machine learning for automatic translation that is personalized for each user. The data will not be used secondarily for any other purpose.

For products for Office, Trados, and Phrase TMS, we do not store, view, or make any secondary use of the original text, translation results, or communications you send to our servers. However, the glossary provided by the customer and the MT provider authentication information of the customer's contract will be stored on the server. Additionally, if you use file translation provided by an MT provider, it will be temporarily stored on the server, but will be deleted immediately after the translation is complete.

Data is managed individually for each customer.

Access, disclosure

Only a limited number of employees have access for maintenance and troubleshooting purposes only.
We will not disclose your data except in certain circumstances, such as with your consent or as required by law.

Backup

Your data is backed up and protected on a regular basis.
If data is lost due to human error, MTrans Team can recover from 14 days of backups. If you are using the MTrans Online glossary for Office, Trados, or Phrase TMS products, you will need to back it up using the export function.

Encryption

Communication is encrypted using TLS1.2 or TLS1.3.
When the following customer data is stored on our servers, it is encrypted using AES-256.

Translation data (original text, translated text, document files), phrase collection, glossary, MT provider authentication information, and some of the various settings

Account information, including passwords, is stored using industry standard encryption.
In addition, highly confidential setting items saved on customer terminals are also encrypted using standard methods.

Deletion after cancellation

MTrans Team will delete any registered data that you have not deleted yourself as a paid option.
For products for Office, Trados, and Phrase TMS, we will delete the data after a certain period of cancellation.
However, information regarding usage history and server logs are not included.

Disposal of equipment

Your data is stored in storage on Amazon Web Service (AWS) and, in some cases, Google Cloud Platform (GCP). We have confirmed safety in the white paper below.

AWS: https://d1.awsstatic.com/whitepapers/ja_JP/Security/ AWS _Security_Whitepaper.pdf
- Storage device disposal
GCP: https://static.googleusercontent.com/media/workspace.google.com/ja//intl/ja/files/google-apps-security-and-compliance-whitepaper.pdf
- Hardware tracking and disposal

Supplier

Customer data is sent to and received from the following MT engines and OEM suppliers. Please see below for the supplier's data protection policy.

DeepL Pro:
https://www.deepl.com/pro-data-security/
https://www.deepl.com/ja/privacy
Google Cloud:
https://cloud.google.com/translate/data-usage?hl=ja
https://cloud.google.com/translate/faq?hl=en#data_confidentiality
Microsoft Azure:
https://azure.microsoft.com/ja-jp/support/legal/cognitive-services-compliance-and-privacy/
OpenAI (ChatGPT API):
https://openai.com/policies/terms-of-use
https://openai.com/enterprise-privacy
https://openai.com/security
Amazon Translate: https://aws.amazon.com/jp/translate/faqs/
NAVER Papago Translation: https://www.ncloud.com/policy/
Yaraku, Inc. YarakuZen (MTrans Team OEM supplier):https://www.yarakuzen.com/security
PDF file translation uses Adobe's API.'s.
Adobe (Adobe Systems Software Ireland Limited): https://www.adobe.com/jp/privacy/policy.html

Authentication and access control

Web application products (MTrans Team, MTrans Online) support password authentication via invitation email and, as an option, single sign-on via SAML authentication.
When issuing an account, you will be asked to provide personal information such as your email address, password, and name if necessary.
Access to data is controlled by three types of permissions: company/user administrator, translation administrator, and general user.

Products for Office, Trados, and Phrase TMS support user authentication using MTrans Online or API key authentication.

Infrastructure

MTrans's services use AWS. AWS is configured redundantly across multiple physically separated data centers.
In addition, for Office products, glossaries may be saved on DeepL or GCP according to customer requests.
Please see below for details.

Data for both AWS and GCP is stored in the Tokyo region.
When using DeepL API or Google Advanced API glossaries in Office products, the glossaries are saved in the following locations.

DeepL: Finland (DeepL Pro server)
GCP: Iowa, USA (us-central1) region

When translating PDF with MTrans Team, the PDF file is temporarily stored on Adobe's infrastructure. Adobe may transfer received data internationally. Please see below for details.

If you use the ChatGPT API, your data will be transmitted to OpenAI's infrastructure in the United States and stored by OpenAI for a limited period of time to monitor for abuse or misuse.

Operation

Vulnerability management

We regularly conduct vulnerability tests in-house to confirm the safety of our web application products.
Servers are constantly monitored (24 hours a day, 365 days a year), and when an abnormality is detected, the person in charge is immediately notified.

Malware protection

MTrans Team has firewalls in place to protect against unauthorized access and other security issues.
Trados, Phrase TMS, Office products, and MTrans Online core services are built on AWS managed services and the platform is secured by AWS.
Desktop product (for Trados, Office) installers are digitally signed and are tamper-proof.
The development team takes various measures to avoid security risks using development guidelines, Information-technology Promotion Agency (IPA) "How to Create a Safe Website" and "Security Implementation Checklist," web vulnerability diagnosis tools, etc., and regularly conducts reviews.

Incident management

The criteria for determining incidents is whether there is a possibility of actual harm being caused to the customer, and depending on the severity and disclosure level, we will promptly respond according to the contact system and procedures.

Importance: Extent of damage and impact on provided functions
Disclosure level: Recovery time

For serious incidents, we will notify you of the situation and countermeasures by email.
For infrastructure failures occurring outside of business hours, you may be able to check the operating status below.

AWS: https://status.aws.amazon.com/
GCP: https://status.cloud.google.com/
Microsoft Azure: https://status.azure.com/ja-jp/status

In principle, we receive inquiries from our customers by email to our sales staff, and in case of emergencies, we respond by phone. Our sales staff will notify the customer via email.

Logs and audit trails

The server records who did what, when and where, and the results in chronological order, and stores it for one year.

However, for products for Office, Trados, and Phrase TMS, customer translation data such as original and translated texts will not be saved in the log.
For Office products, approximately one month's worth of operation logs are saved on customer devices, and customer administrators can also retrieve server logs.

Audit

Our company undergoes regular ISO27001 audits.

Certification number JP12/080233
Expiration date: June 18, 2024
ISMS-AC: https://isms.jp/lst/ind/CR_JP12_x002F_080233.html

Compliance

Our company operates in compliance with the security policy. However, if there is a legitimate reason, we may operate in a way that does not comply with the policy without prior notice.

Security options

Single sign-on: Supports single sign-on using SAML authentication such as Azure ActiveDirectory.
IP address restrictions: We can accommodate your requests.
Multi-factor authentication: We will consider your request. MTrans Team is not supported.