About 2024 Korea-Africa Summit

All personal information that the 2024 KOREA-AFRICA SUMMIT Preparatory Office (hereinafter called the Preparatory Office) processes will be lawfully and properly managed and handled under the Personal Information Protection Act and relevant statutes, with the consent of each person whose information becomes subject to this Policy (hereinafter called the data subject).
In accordance with Article 30 of the Personal Information Protection Act, the Preparatory Office discloses the following Privacy Policy as a guideline to the procedures and standards for managing personal information of the data subjects and to handle related complaints with efficiency.

PRIVACY POLICY OVERVIEW

• 
  Collection of General Personal Information
• 
  Purpose of Processing Personal Information
• 
  Retention Period of Personal Information
• 
  Consignment of Personal Information Processing
• 
  Provision of Personal Information
• 
  Right to View Personal Information

TABLE OF CONTENTS

The Privacy Policy for the Preparatory Office contains the following information.

• Purpose of Processing Personal Information
• Processing and Retention Period of Personal Information
• Providing Personal Information to a Third Party
• Consignment of Personal Information Processing
• Data Subject and Legal Representative’s Exercise of Rights and Obligations
• Processed Personal Information Items
• Procedure and Method for the Disposing Personal Information
• Installation, Operation, and Refusal of Automatic Personal Information Collection Device
• Measures to Ensure the Safety of Personal Information
• Remedy for Infringement of Rights and Interests
• Personal Information Controller
• Department that Receives and Processes Requests to Access Personal Information

Purpose of Processing Personal Information

The Preparatory Office processes personal information for the following purposes. The personal information being processed is not used for any purpose other than the following designated purposes. If the purpose of use changes, the Preparatory Office will take any necessary measures such as receiving a separate consent in accordance with Article 18 of the Personal Information Protection Act.

1. 1. Confirmation of application submitted by those who wish to participate in the Summit, verification of personal information details for the approval of the Summit registration, and disclosure of various notifications
2. 2. Verification of personal identification information for user registration, maintenance and management of eligibility for participation in the Summit, prevention of service abuse, and disclosure of various notifications
3. 3. Verification of user, filed complaints, contacts/notifications for fact-checks, and notification of processed results

Processing and Retention Period of Personal Information

1. 1. The Preparatory Office processes and retains personal information within the retention and use period of personal information in accordance with the laws or the period agreed upon when collecting personal information from the data subject. And the Preparatory Office disposes all personal information without delay once the purposes of processing, collecting, and using personal information have been achieved.
2. 2. The respective period of processing and retention of personal information is as follows:
   1. a. Protection of Communications Secrets Act
      • Sign-in records: 3 months after the end of the Summit
   2. b. Personal Information Protection Act
      • Records of Personal Identification Number: 3 months after the end of the Summit

Providing Personal Information to a Third Party

No personal information collected and retained by the Preparatory Office shall be provided to any third party in principle, except in the following cases where:

1. 1. The data subject provided consent
2. 2. Special provisions exist in other statutes or where it is unavoidable when complying with legal obligations
3. 3. The data subject or their legal representative is unable to give prior consent such as when the data subject or their legal representative is in a situation in which they are unable to express intent or the address of the data subject or their legal representative is unknown. Yet, it is considered necessary to provide their personal information for the
immediate protection of life, body, or property of the data subject or a third party
4. 4. It is necessary to investigate an act of crime and to file and sustain a prosecution

Consignment of Personal Information Processing

1. 1. The Preparatory Office entrusts personal information processing tasks as follows for an efficient processing of personal information:

   Task	Service Provider	Consigned Tasks
   Event Coordinator	INTERCOM Convention Services, Inc.	Operations of the Summit, etc.
   Website Service	Z5 Solution	Management and operation of the website and online programs, etc.
   Production of Passes	AE Project	Production of participants’ passes

2. 2. In compliance with Article 25 of the Personal Information Protection Act, when the Preparatory Office enters into a consignment contract, it specifies information such as the prohibition of personal information processing beyond the scope of the consigned purposes; implementation of technical and managerial protective measures; management and supervision of consignees; settlement of damages compensation; and also regularly monitors whether consignees safely handle personal information in their consignment contracts.
3. 3. Should any changes occur to the content of the consigned tasks or the consignee, the content shall be disclosed without delay through this Privacy Policy.

Data Subject and Legal Representative’s Exercise of Rights and Obligations

1. 1. The data subject (referring to the legal representative if the data subject is under 14 years of age) may exercise the rights such as requests to view, correct, delete, or suspend the processing of personal information at any time.
   • Personal information of children under 14 years of age are not collected in principle.
2. 2. The rights pursuant to the above Paragraph 1 may be exercised by filling out and submitting Annex 8 Notification on How to Process Personal Information through mail, e-mail, fax, etc. Upon receiving the aforementioned form, the Preparatory Office will promptly take action.
3. 3. The rights pursuant to the above Paragraph 1 may be exercised through the legal representative of the data subject or through an agent who has been delegated by the data subject to act on one’s behalf. In this case, the data subject is required to submit a letter of delegation as specified in Annex 11 Rules for Processing Personal Information.
4. 4. According to Article 35 (5) and Article 37 (2) of the Personal Information Protection Act, the rights of the data subject to view or suspend processing information may be restricted.
5. 5. Request for correction or deletion of personal information cannot be made if the relevant personal information is specified as an object of collection by other laws.
6. 6. In the cases where there are requests for accessing correction, deletion, or suspension of processing personal information, the Preparatory Office shall verify whether the person making the request is the data subject themselves or one’s legitimate representative.

Processed Personal Information Items

The personal information processed by the Preparatory Office is as follows:
Processing of tasks related to the 2024 KOREA-AFRICA SUMMIT

1. • Mandatory fields: Nationality, Gender, Full name in Korean and English (Last name, First name), Resident Registration Number (Passport Number for Non-Korean Participants), Residential Address, Postal Code, Organization/Affiliation, Position, Office Telephone, Mobile Phone, E-mail, and Photo

Procedure and Method for the Disposing Personal Information

1. 1. The Preparatory Office disposes the relevant personal information without delay when personal information becomes unnecessary. The reasons for disposal may include expired retention period of personal information or completion of processing personal information.
2. 2. If personal information must be retained in accordance with other laws and regulations despite the expired retention period of personal information agreed by the data subject or completion of processing personal information, the relevant personal information (or personal information file) will be moved and stored in a separate database.
3. 3. The procedure and method for disposing personal information are as follows:
   1. a. Disposal Procedure
      The Preparatory Office will dispose personal information (or personal information files) by establishing a personal information disposal plan. The Preparatory Office shall select the personal information (or personal information file) that requires disposal and disposes it with the approval of the personal information controller.
   2. b. Disposal Method
      The Preparatory Office shall utilize a method such as Low-Level Format to dispose the personal information that was electronically stored/filed, to prevent the recovery of the records. The personal information that was recorded and stored on paper will be shredded or incinerated.

Installation, Operation, and Refusal of Automatic Personal Information Collection Device

1. 1. In order to provide personalized services to users, the Preparatory Office uses ‘cookies,’ which frequently store and retrieve used information.
2. 2. The server, which is used for the operation of the website, sends cookies (small pieces of information), to the user’s computer’s browser. Cookies may be stored on the hard disk of the user's PC computer.
   1. a. Purpose of using cookies: cookies are used to provide optimized information to users by identifying and analyzing the types of services and websites the users visited, search history, and initial screen settings, etc.
   2. b. Installation, operation, and rejection of cookies: Users can refuse cookie storage through the following settings in the upper section of the browser.

      Browser	Menu Path
      Internet Explorer	Tools menu at the top right corner of the web browser > More Tools > Internet Options > Privacy > Settings > Advanced > Current Website Rejection (B), Linked Website Rejection (L)
      Edge	Tools menu at the top right corner of the web browser > More Tools > Internet Options > Privacy > Settings > Advanced > Current Website Rejection (B), Linked Website Rejection (L)
      Chrome	Settings menu at the top right corner of the web browser > Privacy and security > Third-party cookies > Block third-party cookies

   3. c. If users refuse to store cookies, they may experience difficulties in using customized services.

Measures to Ensure the Safety of Personal Information

The Preparatory Office takes the following measures to ensure the safety of personal information:

1. 1. Administrative Measures: Establishment and implementation of internal management plans, employee training, etc.
2. 2. Technical Measures: Management of access logs and access authority of personal information processing system, and encryption of information such as personal identification number
3. 3. Physical Measures: Control access to the computer room, data storage room, etc.

Remedy for Infringement of Rights and Interests

The data subject may contact the following organizations such as Personal Information Dispute Mediation Committee and the Korea Internet & Security Agency's Personal Information Infringement Report Center, among others, for damage relief and consultation regarding personal information infringement.

In addition, a person who suffered a violation of their rights or interests may request an administrative trial as prescribed by the Administrative Appeals Act. The person may do so in cases where there was an act of negligence or omission made by a head of a public institution in response to a request made by a data subject in regards to the access, correction, deletion, suspension of processing, etc.

Personal Information Controller

In accordance with Article 31, Clause 1 of the Personal Information Protection Act, the personal information controllers are as follows:

Department that Receives and Processes Requests to Access Personal Information

The data subject may request to view personal information pursuant to Article 35 of the Personal Information Protection Act to the following department. However, pursuant to Article 35, Paragraph 4 of the Personal Information Protection Act, access may be limited in any of the following cases.

▶ Department in Charge of Receiving/Processing Request to View Personal Information: 2024 KOREA-AFRICA SUMMIT Preparatory Office

[Cases where access to personal information is limited]

1. 1. Where accessing the information is prohibited or limited by Acts;
2. 2. Where accessing the information could cause damage to the life or body of a third party or unjustified property infringement and other interests of any other person’s;
3. 3. Where a public institution has grave difficulties in performing any of the following duties:
   1. (a) Tasks related to imposition, collection or refund of taxes;
   2. (b) Tasks related to evaluation of academic achievements or applicant selection at schools of respective levels governed by the Elementary and Secondary Education Act and the Higher Education Act, lifelong educational facilities governed by the Lifelong Education Act, and other higher educational institutions governed by other Acts;
   3. (c) Tasks related to the examinations regarding academic competence, technical capability, and employment;
   4. (d) Tasks related to ongoing evaluation or decision-making in relation to the calculation of compensation or grant;
   5. (e) Tasks related to ongoing audit and examination under other Acts.

This personal information processing policy is applied starting April 5, 2024.