How we handle your information

The short version

You send us a document to translate. We use it for that and nothing else. We delete the file you sent 17 days after delivery and the finished translation 30 days after delivery. We never sell your information, never use your documents to train anything, and never share them except with a person working on your order under a confidentiality obligation.

Who is responsible, and where

Polyfetti, the trading name of Sawai Nolly Auxilio, is the business responsible for your personal information. Contact: hello@polyfetti.com. We are based in Tokyo, Japan, and your information is stored on a server in Japan.

Why Japan matters to you

Your information is processed in Japan. For people in the European Economic Area, the European Commission has recognised Japan as providing an adequate level of data protection (adequacy decision of 2019, listed on the Commission's adequacy page, read 2026-10-19), so no extra paperwork is needed for that transfer. We have not looked up the equivalent rules for the UK, Australia or Canada; if you need a specific assurance, write to us before you order.

What we collect and why (the legal ground we rely on)

• Your documents, order details and contact email: to do what you asked and to answer you. The ground is the contract between us.
• Payment record: to confirm and refund payments. Contract, and the records we must keep.
• Review, referral and thank-you email: only if you choose to. The ground is your consent, and you can withdraw it at any time with the unsubscribe link or by writing to us.
• Access and download logs: to prove who opened a document and to protect the service. Our legitimate interest in security.

You are not required to give us any of this by law; without your document and email we cannot do the work.

Who else sees it

The translator and reviewer working on your order, bound by confidentiality (a partner translator sees one document, only while the job is open). Service providers that help us run the service: a cloud hosting provider, a card payment provider, an email delivery provider, a network and security provider, and an assistant tool used only to draft a reply to an email you wrote, which a person reads before it is sent and which is not used to train anything. Some of these are outside Japan, so your information can be handled in Japan and in the United States. We do not transfer your information to anyone for their own purposes. If you would rather not have your document travel by email at all, say so and we will deliver it another way.

How long we keep it

24 hours for a photograph sent only for a price; 17 days after delivery for the files you send; 30 days for the finished translation; 365 days for the order record, then its text is erased; the amount, date and method of a payment and of any refund, with no name or document, for as long as tax law requires us to keep accounts; the audit record of who opened or released a file is kept as long as needed to deal with disputes and to meet legal duties. These are the same numbers as on the Japan page.

A list of name spellings (optional)

To read names more accurately, we keep a list of name spellings that customers have confirmed on their own documents. The list holds the words of the name only, with no order number, email address, date or document, so it cannot be traced back to you. Only our reader uses it, to check a spelling. It is never shown to anyone or shared. If you would rather your name were not added, leave the box unticked on the review sheet. Your order is the same either way. The box appears on Philippine documents only.

Your rights

You can ask us to show you, correct or erase your information, to stop using it, or to give you a copy. Write to hello@polyfetti.com; we answer within 10 business days. We can erase an order's files and record on request. If you think we have handled your information wrongly you can complain to the data protection authority where you live; we would rather hear from you first.

Automated decisions

We do not make decisions about you by automated means that have legal or similarly significant effects. A person approves every translation before it is released.