The Korean Foundation for International Cultural Exchange (hereinafter referred to as the “KOFICE”) establishes and discloses this Privacy Policy in accordance with Article 30 of the Personal Information Protection Act of the Republic of Korea to protect the personal information of data subjects and to ensure the prompt and appropriate handling of inquiries and complaints relating to personal information.
Article 1 (Purposes of Processing Personal Information)
KOFICE processes personal information for the following purposes. If the purposes of processing change, KOFICE will take the necessary measures in accordance with applicable laws and regulations.
- Program and Event Registration and Participant Management: Processing applications and registrations, managing participants, providing program information, and supporting on-site event operations.
- Handling Inquiries: Receiving inquiries, verifying relevant information, providing responses, and communicating related information.
- Satisfaction Surveys: Conducting program and event satisfaction surveys, improving services, and evaluating outcomes.
- Event Documentation and Promotion: Preparing program and event reports, preserving records, and producing promotional materials, including photographs and videos.
Article 2 (Categories of Personal Information Processed and Methods of Collection)
KOFICE processes the following personal information for the operation of the PIC website and the implementation of related programs and events.
| Category | Personal Information Processed | Legal Basis for Processing |
|---|
| Program and Event Registration | Name, email address, nationality, affiliation, position/title, and other information specified during registration | Article 15(1)(1) of the Personal Information Protection Act |
| Website Inquiries | Name, email address, affiliation and position, inquiry details | Article 15(1)(1) of the Personal Information Protection Act |
| Satisfaction Surveys | Survey responses and any additional personal information collected, where applicable | Article 15(1)(1) of the Personal Information Protection Act |
| Event Documentation and Promotion | Photographs, videos, audio recordings, and other information that may identify individuals | Article 15(1)(1) of the Personal Information Protection Act |
| Website Usage Information | IP addresses, access logs, cookies, and other information actually collected | Article 15(1)(1) of the Personal Information Protection Act |
Personal information is collected through the website, online registration forms, email, paper application forms, and on-site event registration.
The specific categories of personal information collected, including whether each item is mandatory or optional, will be provided at the relevant service or event registration stage.
Event records may be processed for purposes such as preparing program reports, archiving, and producing promotional materials. Photographs, videos, audio recordings, and other event records will be collected and used in accordance with the actual purposes of processing and applicable legal grounds.
Article 3 (Processing and Retention Periods of Personal Information)
KOFICE processes and retains personal information in consideration of the purposes of processing and any retention requirements under applicable laws and regulations. Personal information will be destroyed without undue delay when the retention period expires or the purpose of processing has been fulfilled.
| Category | Retention Period |
|---|
| Program and Event Registration and Participant Management | Three months after the completion of the relevant event and any related follow-up communications |
| Website Inquiry | Three months after the inquiry and related procedures have been completed |
| Satisfaction Surveys | Three months after the completion of survey analysis and reporting |
| Event Records and Promotional Materials | For a separately established retention period |
| Website Access Logs | For the period required under applicable laws and regulations and actual operational policies |
Where the retention of personal information is required by applicable laws and regulations, such information will be retained for the period prescribed by those laws and regulations.
Article 4 (Provision of Personal Information to Third Parties and Outsourcing of Processing)
① KOFICE processes personal information within the scope of the purposes for which it was collected and used, and does not provide personal information to third parties except with the consent of the data subject or where permitted by applicable laws and regulations.
② In accordance with Article 26(2) of the Personal Information Protection Act and Article 28(2) of its Enforcement Decree, KOFICE discloses the following information regarding the entrustment and sub-entrustment of personal information processing in connection with the PIC website and related programs and events.
| Classification | Service Provider | Entrusted Processing Activities |
|---|
| Entrusted Service Provider | KBS Media | Management and operation of the PIC website and management of event participant information |
| Sub-entrusted Service Provider | iweb Co., Ltd | Operation and maintenance of the PIC website system and management of personal information processing systems |
③ When entrusting personal information processing activities, KOFICE supervises and manages entrusted service providers in accordance with applicable laws and regulations. Any changes to entrusted or sub-entrusted service providers or their processing activities will be reflected in this Privacy Policy.
Article 5 (Procedures and Methods for the Destruction of Personal Information)
① KOFICE destroys personal information without undue delay when the retention period expires or the purpose of processing has been fulfilled and the information is no longer necessary.
② Where personal information must be retained under other applicable laws and regulations, such information will be stored separately.
③ Personal information stored in electronic files will be destroyed in a manner that prevents its recovery or restoration. Paper documents containing personal information will be destroyed by shredding, incineration, or other appropriate methods.
Article 6 (Rights of Data Subjects and How to Exercise Them)
① Data subjects may exercise their rights under applicable laws and regulations, including the rights to access, correct, or delete their personal information, request the suspension of processing, and withdraw consent.
② These rights may be exercised by submitting a written request, sending an email, or using other appropriate means. KOFICE will respond in accordance with applicable laws and regulations.
③ Data subjects may exercise their rights through a legal representative or an authorized representative. KOFICE may request supporting documentation where necessary.
④ The exercise of these rights may be restricted in accordance with applicable laws and regulations.
Article 7 (Measures to Ensure the Security of Personal Information)
KOFICE implements the following measures to ensure the secure processing of personal information in accordance with applicable laws and regulations.
- Administrative Measures: Establishing and reviewing internal management plans, managing personnel who handle personal information, and providing relevant training.
- Technical Measures: Managing access privileges, implementing access controls, and applying necessary security measures.
- Physical Measures: Restricting physical access to locations where personal information is stored.
- Management of Entrusted Processing: Entering into appropriate agreements and supervising entrusted service providers when personal information processing activities are outsourced.
Article 8 (Personal Information Protection Officer and Responsible Department)
KOFICE has designated a Personal Information Protection Officer to oversee matters relating to personal information processing and to handle inquiries, complaints, and requests for remedies concerning personal information.
For inquiries concerning personal information or requests to exercise data subject rights, please contact the department below.
- Responsible Department: Global Partnership Team, Korean Foundation for International Cultural Exchange
- General Email: aseanrok@kofice.or.kr
Article 9 (Installation, Operation, and Rejection of Automatic Data Collection Devices)
① KOFICE may use cookies to operate the PIC website and improve user convenience.
② Cookies are small pieces of information transmitted by a website server to a user's browser and may be stored on the user's device.
③ Users may allow or block cookies through the privacy or cookie settings of their web browsers. However, blocking cookies may limit access to certain website services or functions.
Article 10 (Remedies for Infringement of Rights and Changes to the Privacy Policy)
① Data subjects may contact the following organizations for consultation or remedies concerning personal information infringement.
② This Privacy Policy takes effect on the date of its publication. The Foundation may revise this policy as necessary due to changes in applicable laws and regulations or operational requirements. Significant changes will be announced through the Foundation's website or other appropriate channels.
Effective Date: October 26, 2026
