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WORLD CLASS S&T UNIVERSITY

KAIST

Korea Advanced Institute of Science and Technology (“www.kaist.ac.kr” heve in after “KAIST homepage”) ensures the privacy of personal information and the rights and interests of users under the Protection of Personal Information Act. The following policies have been established to satisfactorily solve user difficulties regarding personal information.

Korea Advanced Institute of Science and Technology (“KAIST homepage”) will notify users of revisions to the personal information processing policy through online announcements or individual notification.

This policy will take effect starting December 29, 2011.

Personal Information Policy

Article 1 (Objective of Personal Information Processing)

Korea Advanced Institute of Science and Technology (“www.kaist.ac.kr” heve in after “KAIST homepage”) processes personal information for the following objectives. Processed information will not be used for any other purpose than the stated objective and in case of changes to the policy prior consent will be obtained.

Service Provided

Personal information is processed with the objectives to fulfill contracts related to providing content and service as well as settling fees.

Membership Subscription and Management

Personal information is processed with the objective of passing on notifications to members.

Article 2 (Items of Personal Information Processing)

Korea Advanced Institute of Science and Technology (“KAIST homepage”) processes and collects items of personal information in order to provide various services, such as membership subscription, in the following manner.

Article 2 (Items of Personal Information Processing)
File Name of Personal Information Items of Personal Information Collection Method
Present condition of enrolled students Name, e-mail, department, level of education, resident registration number, condition of enrolled students System link
Academic record management of foreign students Name, department, subject, academic record System link
Course registration Name, department, student number, course registration classes System link
Issuing cards Date of birth, mobile phone, name, department, resident registration number System link
Admission control Mobile phone, name, department, resident registration number System link
Vehicle access control Mobile phone, name, department, date of birth Paper form
Management of linguistics students Gender, mobile phone, name, e-mail, department, resident registration number Homepage
Information of library users Mobile phone, name, e-mail, occupation, resident registration number, enrollment status System link
Information on research paper authors Home address, mobile phone, name, e-mail, department System link
Homepage membership registration database Home address, password, date of birth, gender, login ID, mobile phone, name, e-mail, department, level of education, connecting IP information Homepage
Development fund file Home address, mobile phone, name, e-mail, resident registration number, contribution date, contribution method, pledged amount, form of agreement, donation amount Homepage, paper form, written contract
Medical record and patient management Mobile phone, name, resident registration number, health record System link
Physical Examination Mobile phone, name, e-mail, resident registration number, health record System link
KAIST GIFTED registered member database Home address, password, date of birth, gender, login ID, mobile phone, name, e-mail, name of company, level of education, resident registration number, connecting IP information Homepage
Support for graduate students participating in the BK21 enterprise Mobile phone, name, name of company, department, level of education, resident registration number, nationality, advising professor, year of admission, enrollment period Paper form
List of applicants Home address, date of birth, mobile phone, name, name of company, level of education, resident registration number, student registry, qualifications/certificates Paper form, system link
Receiving treatment and patient registration Home phone number, mobile phone, name, resident registration number Paper form, system link
Article 3 (Personal Information Processing and Retention Period)

As a general rule, once the objective for personal information is met, the user's personal information is immediately destroyed. However, as stated below, certain information is retained for the indicated period of time for the following reasons.

Article 3 (Personal Information Processing and Retention Period)
File Name of Personal Information Items of Personal Information Grounds for Retention Retention Period Other Related Legislation
Present condition of enrolled students Name, e-mail, department, level of education, resident registration number, condition of enrolled students School Regulation Article 32 Semi-permanent  
Academic record management of foreign students Name, department, subject, academic record School Regulation Article 49 Semi-permanent  
Course registration Name, department, student number, course registration classes School Regulation Article 34 Semi-permanent  
Issuing cards Date of birth, mobile phone, name, department, resident registration number School Regulation Duration of enrollment  
Admission control Mobile phone, name, department, resident registration number University internal guidelines Immediately deleted after obtaining objective  
Vehicle access control Mobile phone, name, department, date of birth Safety and Security Team affairs guidance Semi-permanent  
Management of linguistics students Gender, mobile phone, name, e-mail, department, resident, registration number University regulation Until account deactivation  
Information of library users Mobile phone, name, e-mail, occupation, resident registration number, enrollment status Library regulation Semi-permanent  
Information on research paper writers Home address, mobile phone, name, e-mail, department Library regulation Semi-permanent  
Homepage membership registration database Home address, password, date of birth, gender, login ID, mobile phone, name, e-mail, department, level of education, connecting IP information Agreement of the registering member Until account deactivation  
Development fund file Home address, mobile phone, name, e-mail, resident registration number, contribution date, contribution method, pledged amount, form of agreement, donation amount Donated item collection and related use Law Enforcement Decree Article 1 Semi-permanent  
Medical record and patient management Mobile phone, name, resident registration number, health record Medical Law Article 23 (Electronic Medical Record) Semi-permanent  
Physical Examination Mobile phone, name, e-mail, resident registration number, health record Medical Law Article 23 (Electronic Medical Record) Semi-permanent  
KAIST GIFTED registered member database Home address, password, date of birth, gender, login ID, mobile phone, name, e-mail, name of company, level of education, resident registration number, connecting IP information Agreement of the registering member Until account deactivation  
Support for graduate students participating in the BK21 enterprise Mobile phone, name, name of company, department, level of education, resident registration number, nationality, advising professor, year of admission, enrollment period Level 2 BK21 Enterprise Management and Operation Guidelines Section 10 of Article 2 Permanent  
List of applicants Home address, date of birth, mobile phone, name, name of company, level of education, resident registration number, student registry, qualifications/certificates Higher Education Act, School Regulation 5 years  
Receiving treatment and patient registration Home phone number, mobile phone, name, resident registration number Medical Law Article 22 (Medical Treatment Registry) Semi-permanent  
Article 4 (Non-disclosure of Personal Information to Third Parties)

Korea Advanced Institute of Science and Technology (“KAIST homepage”) processes the personal information of users within the specified boundaries as mentioned above in Article 1 (Objective of Personal Information Processing). Without prior consent, KAIST does not exceed the specified boundaries or provide personal information to third parties. However, personal information may be processed in the following situations.

Article 5 (Consignment of Personal Information Processing)

Korea Advanced Institute of Science and Technology (“KAIST homepage”), as a general rule, does not entrust user information to others without user consent. However, after obtaining user consent, the following cases are when Korea Advanced Institute of Science and Technology (“KAIST homepage”) currently consigns personal information.

When consigning a contract, abide by laws related to the protection of personal information, prohibit disclosure of personal information to third parties, and clearly stipulate the responsibilities. The contract content of concern is kept on record in paper and electronically. In case of changes to the enterprise, notifications will be sent through announcements and personal information processing policies.

Article 6 (Rights and Responsibilities of the Information Owner and Method of Exercise)

As the personal information owner, users can exercise the following rights.

  • Change and/or modify personal information and request account deactivation of individual accounts or accounts of children less than 14 years of age.
  • Request correction and deletion of errors to personal information.
  • Requests of inquiry, correction, and deactivation of accounts can be completed by clicking on “Deactivate”/”Cancel Membership”/”Withdrawal of Consent” under “Change Personal Information”/”Modify Member Information”. Reading, modifying, and deactivating the account can be done after individual authentication.
  • In cases where the user requests corrections or deletion of errors to personal information, the concerned personal information will not be used or made public until the correction/deletion is completed. The use and/or provision of incorrect personal information will be modified immediately.
  • Korea Advanced Institute of Science and Technology (“www.kaist.ac.kr” henceforth “KAIST homepage”) will process and retain deleted/deactivated personal information requested of the user according to Article 3 Personal Information Processing and Retention Period.
Article 7 (Destruction of Personal Information)

Korea Advanced Institute of Science and Technology (“KAIST homepage”), as a general policy, destroys relevant personal information immediately after its objective has been met. The procedures, deadline, and methods of destruction are as follows.

Destruction Procedures

After obtaining the objective of the information registered by users, the information is transferred to a separate database (separate document for paper records) and stored for a certain period of time or immediately destroyed according to internal policies and related regulations. In this case, personal information transferred to the separate database will not be used for any purpose other than legislation.

Destruction Deadline

In cases of passing the retention period of personal information, the personal information is destroyed within 5 days of the final retention date. When personal information has become unnecessary due to objective obtainment, discontinuance of the relevant service, or the ending of an enterprise, the personal information is destroyed within 5 days of the date that the information is acknowledged as unnecessary.

Destruction Method
  • A technical method is utilized to destroy information kept in electronic files so the records cannot be restored.
  • Personal information printed on paper is shredded or incinerated.
Article 8 (Personal Information Safety Assurance Measures)

Korea Advanced Institute of Science and Technology (“KAIST homepage”) takes the following descriptive/managerial and physical actions necessary for safety assurance in accordance to Article 29 of the Act on the Protection of Personal Information.

  • Minimization and education of employees dealing with personal information.

    We implement measures to minimize the management of personal information by appointing an employee to deal with personal information and limit access to the person in charge.

  • Implement periodical internal inspection.

    We implement periodical (once per quarter) internal inspections in order to assure the safe handling of personal information.

  • Establish and implement an internal management plan.

    We established and implemented an internal management plan in order to ensure the safe handling of personal information.

  • Personal information password protection.

    The personal information of users is stored and managed under password protection. Only the user may know their password and we use unique safety functions to protect important information – password protecting the file/transfer data and file locking functions.

  • Safe keeping of access records and forgery prevention.

    We keep record and manage the access to the personal information processing system for at least 6 months. We utilize security functions to prevent the forgery, theft, and loss of access records.

  • Utilization of a locking device for document security.

    We store personal information documents and other assisting storage media in safe areas equipped with locking devices.

  • Restrict access to unauthorized personnel.

    We established and operate access control procedures for the physical location storing personal information.

Article 9 (Manager of Personal Information Protection)

Korea Advanced Institute of Science and Technology (“KAIST homepage”) has appointed the following personal information protection manager and supervisor in order to protect personal information and handle complaints related to personal information. (Personal information manager and supervisor in accordance with Section 1 of Article 31 of the Act on the Protection of Personal Information)

Personal Information Protection Manager
  • Department in Charge: Administration Department
  • Name: Jae-nam Lee
  • Telephone: 042)350-3499
  • E-mail: kamsss@kaist.ac.kr
Personal Information Protection Supervisor
  • Department in Charge: Human Resources Management Team
  • Name: Han, Sangmin
  • Telephone: 042)350-2323
  • E-mail: privacy@kaist.ac.kr
Article 10 (Changes to Personal Information Processing Policy)

This personal information processing policy takes effect the day it is implemented. A notice will be sent out 7 days before modifications are implemented in case of additions, deletions, and modifications of the related laws and policies.

Article 11 (Remedy to Infringement on Rights and Interests)

Conflict solution and consulting can be requested at the Personal Information Dispute Mediation Committee and the Personal Information Violation Center of the Korea Internet and Security Agency for those seeking aid against personal information violation. Please contact the following organizations for other personal information violation reports or consultations.

  • Personal Dispute Mediation Committee: (without area code) 118
  • Information Protection Mark Certification Committee: 02-580-0533~4
  • Cybercrime Investigation Department: 02-3480-3573
  • Cyber Terror Response Center: 02-1566-0112

KAIST, 291 Daehak-ro, Yuseong-gu, Daejeon 34141, Republic of Korea

T. 042-350-2114 / F. 042-350-2210 (2220)

Copyright (C) 2014, Korea Advanced Institute of Science and Technology, All Rights Reserved.

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