Information security policies

Information security system and initiatives

• To conform with ISO 27001 specifications, we have established ISMS rules and regulations, including an information security manual. We continuously implement improvement measures based on the conducting of management reviews and periodic internal audits within a security management system.
• We have also established an accountability system and procedures to ensure that we respond quickly, effectively and systematically in the event of an information security incident.

Information Security Management System

Physical and environmental security measures

• We have installed a system for controlling access to the office area. Employees are allowed to enter the office only after their identity has been authenticated using their IC staff identity card.
• Anyone wishing to visit the office must fill out an admission request form and then wear a visitor card. Visitors are accompanied by an employee at all times while they are in the office area.

Handling and safeguarding of confidential information

1. 1．Confidentiality agreements for translators

   • All of our part-time staff, full-time employees and outsourced staff, including translators, enter into non-disclosure agreements and are required to comply with our confidential information management regulations.

2. 2．Handling of confidential information

   • All of the information that we receive from the client is treated as strictly confidential.
   • The management requirements stipulated in our confidential information management regulations describe the handling of electronic and paper-based data in terms of the following categories: 1) the copying of confidential information; 2) the disclosure and distribution of confidential information; 3) the electronic transmission and accessing of confidential information; 4) the forwarding of confidential information; 5) the carrying of confidential information; 6) the storage of confidential information; 7) the disposal of confidential information; and 8) the recording of confidential information.
   • In accordance with these regulations, translators are required to adhere to restrictions on the printing and copying of the files that they are assigned, to delete the files after the completion of their work and to submit a report on the status of these files.

3. ３．Security training

   • Employees receive security training when they join the company and on an annual basis thereafter.
   • Translators are subject to annual reviews based on our contractor assessment standards.

Implementation and operation of security measures for information systems and communications

• We authorize access to shared information areas on a need-to basis in order to prevent unauthorized access.
• We install and regularly update antivirus software on all of our computers and servers.
• We conduct automatic cloud backups of our server data.
• We conduct system monitoring and log archiving for the main company servers and network devices.
• We operate real-time information sharing for all team members through mailing lists and portal websites with access limited to only those involved in the project.
• We use ANDEX, our proprietary encrypted file exchange system, to encrypt data exchanged with our clients via communication pathways, and we use our FilePort system to encrypt all communication pathways when exchanging files with our outsourced staff.

What is ANDEX?

ANDEX is the browser-based file exchange system that we use for communication with our clients. As this protocol uses Secure Socket Layer (SSL) for encryption, it differs from standard file transfer protocols in that data cannot be viewed while it is being transmitted to SunFlare from external sources, thereby providing security and peace of mind for our clients.

What is FilePort?

FilePort is the system that we use to exchange files with translators and other parties working on a project.
All of the files are encrypted so that they cannot be viewed on external systems, thereby enabling data to be transmitted quickly and securely.

Employing these high-security information systems allows us to perform our operations quickly and securely.

Business continuity planning

• We incorporate uninterrupted information security into our business continuity planning (BCP).
• We hold emergency drills once every year.
• We conduct redundancy preparations for stand-by equipment and alternate routing to ensure that we are prepared for any eventuality.

Security system construction

SunFlare's affiliated company ANDROMETEC Co., Ltd. develops and operates our information system infrastructure based on ISMS and PMS.

ANDROMETEC supports our business operations by managing the operation and maintenance of our information security systems during external evaluations and internal audits.

ANDROMETEC Co., Ltd.

Shinjuku Hirose Bldg., 4-7 Yotsuya, Shinjuku-ku, Tokyo 160-0004

Because we have expert staff who specialize in specific industries and businesses, we are able to handle projects in a diverse range of industries and categories. SunFlare helps its clients' to achieve global success by recruiting expert staff with superior language capabilities and taking full advantage of their knowledge and information in a diverse range of fields to meet any request.

IT forms the backbone of SunFlare strengths

SunFlare delivers products and services quickly and securely in accordance with the relevant quality requirements by employing proprietary systems or integrating commercially available systems and applying them to services including translation, writing, editing, proofreading and document revision.
The following capabilities are what make it possible for us to deliver our services.

• A secure user interface that is tailor-made to the documents ordered by our clients and enables orders to be placed as soon as work is requested
• A system for assigning the optimal staff (content creator) with the requisite expertise and skills to meet the client's unique document needs
• A workflow system that ensures tasks are carried out smoothly and securely
• Schedule management that guarantees delivery by the deadline
• Support functions that apply natural language processing technologies to improve work efficiency and reduce the risk of mistakes
• Knowledge management that records and shares client characteristics, success case studies and failure case studies

As documentation experts, we have established a development system for short-term developments. We make improvements to this system on a daily basis to ensure that it can quickly conform to any new client requests.
In terms of security measures, we prevent the disclosure of client information by implementing every possible measure to ensure confidentiality. To ensure that we are prepared for all eventualities, we have implemented measures to provide system redundancy and conduct backups. We have also established a system that allows us to continue operating in the event of a disaster to avoid delays caused by system failure.
We refer to such client support activities, including in-house collaborations involving IT technologies, as "AIRKEP."