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• Collection of General Personal Information
  The personal information items collected differ by service.

  • Personal information items: Name, contact number, email address, position
• Purpose of Processing
  The purpose of personal information files registered and disclosed under Article 32 of the Personal Information Protection Act is as follows.

  • Purpose of processing: KAIST Employee Invention Regulations
• Retention Period
  The processing and retention period of personal information is as follows.

  • Retention period: Permanent
• Consignment of Processing
  For smooth processing of personal information, we entrust certain tasks as follows.

  • Consigning entity: KAIST PTMS
  • Contractor: AnyFive Inc.
  • Consigned task: System maintenance

Table of Contents

Purpose of Processing Personal Information

The KAIST Office of Intellectual Property & Technology Transfer processes personal information for the following purposes. The personal information being processed will not be used for any purpose other than the following. If the purpose changes, necessary measures such as obtaining separate consent will be taken in accordance with Article 18 of the Personal Information Protection Act.

Member Registration and Management

Personal information is processed for purposes such as confirming membership intent, identifying and authenticating members, maintaining and managing membership, verifying identity under the restricted identity verification system, preventing fraudulent use of services, confirming consent of legal representatives when processing personal information of children under 14, and providing various notices.

Handling of Complaints

Personal information is processed for purposes such as identifying complainants, confirming details, contacting and notifying for fact-finding, and notifying processing results.

Registration and Disclosure of Personal Information Files

The purpose of processing, retention period, and items of personal information files registered and disclosed under Article 32 of the Personal Information Protection Act are as follows.

Name of Personal Information File: Patent Management DB

• Basis of operation / Purpose: KAIST Employee Invention Regulations
• Personal information items recorded in the file: Name, contact number, email address, position
• Retention period: Permanent

<Other Public Agency Personal Information Processing Tasks>

Personal information is processed for the <purposes corresponding to personal information processing tasks>.

Processing and Retention Period

• The KAIST Office of Intellectual Property & Technology Transfer processes personal information within the retention and use period prescribed by law or the period agreed upon when personal information was collected from the information subject.
• The processing and retention period for each category of personal information is as follows.
  • Website member registration and management: Until withdrawal from the KAIST portal.
    However, if any of the following reasons apply, until such reason is resolved:
    • If investigation is in progress due to violation of relevant laws, until the investigation is concluded
    • If there are outstanding credit or debt relationships due to website use, until settlement
    • In case of <exceptional reasons>, until the <retention period>
  • Complaint handling: 3 years after completion of complaint processing
  • Patent-related task processing: Permanent

Personal Information Items Processed

The KAIST Office of Intellectual Property & Technology Transfer processes the following personal information items.

Website Member Registration and Management

• Required items: Name, date of birth, ID, password, phone number, email address

Handling of Complaints

• Required items: Name, phone number, employee number
• Optional items: Mobile phone number

Receipt of Invention Disclosure and Assignment Forms

• Required items: Name, phone number, email address, employee number
• Optional items: Mobile phone number
  The following personal information items may be automatically generated and collected during internet service use.
  (If personal information items are automatically generated and collected)
• IP address, cookies, MAC address, service use records, visit records, fraudulent use records

Personal Information File Registration Status

The purpose of processing, retention period, and items of personal information files that the KAIST Office of Intellectual Property & Technology Transfer registers and discloses under Article 32 of the Personal Information Protection Act are as follows.

Provision to Third Parties

• The KAIST Office of Intellectual Property & Technology Transfer provides personal information to third parties only in cases specified in Articles 17 and 18 of the Personal Information Protection Act, such as with the consent of the information subject or when specifically provided by law.
• The KAIST Office of Intellectual Property & Technology Transfer provides personal information in accordance with the law as follows.
• For smooth service provision, personal information is provided to the minimum extent necessary with the consent of the information subject in the following cases.

Consignment of Processing

• The KAIST Office of Intellectual Property & Technology Transfer consigns the following personal information processing tasks for smooth personal information handling.
  • Consignee: AnyFive Inc.
  • Consigned task: System maintenance

Procedures and Methods of Destruction

• The KAIST Office of Intellectual Property & Technology Transfer destroys personal information without delay when it becomes unnecessary due to expiration of the retention period or achievement of the processing purpose.
• If personal information must continue to be preserved according to other laws even after the retention period consented by the information subject has expired or the processing purpose has been achieved, such personal information (or personal information files) will be moved to a separate database (DB) or stored in a different location.
• The procedures and methods for destroying personal information are as follows.

Destruction Procedure

The KAIST Office of Intellectual Property & Technology Transfer establishes a destruction plan for personal information (or personal information files) that must be destroyed. The Office selects personal information (or files) for which reasons for destruction have arisen and destroys them with the approval of the Chief Privacy Officer.

Destruction Method

The KAIST Office of Intellectual Property & Technology Transfer destroys personal information recorded and stored in electronic file format by rendering the records unrecoverable, and destroys personal information recorded on paper documents by shredding or incineration.

Rights and Obligations of Information Subjects and Legal Representatives

• Information subjects may exercise rights such as requesting access, correction, deletion, and suspension of processing of personal information to the KAIST Office of Intellectual Property & Technology Transfer at any time.
  ※ For personal information of children under 14, such requests must be made directly by the legal representative. Information subjects aged 14 or older who are minors may exercise their rights regarding their personal information either personally or through their legal representative.
• Rights may be exercised in writing, by email, or by fax pursuant to Article 41, Paragraph 1 of the Enforcement Decree of the Personal Information Protection Act, and the Office will take prompt action.
• Rights may also be exercised through the legal representative of the information subject or a person authorized to act on their behalf. In this case, a power of attorney following the format of Form No. 11 attached to the Public Notice on Personal Information Processing Methods (No. 2020-7) must be submitted.
• Requests for access to and suspension of processing of personal information may be restricted pursuant to Article 35, Paragraph 4 and Article 37, Paragraph 2 of the Personal Information Protection Act.
• Requests for correction or deletion of personal information may not be made when such personal information is specified as a subject of collection under other laws.
• When rights are exercised by information subjects, the Office verifies whether the person making the request is the information subject or a legitimate representative.

Measures for Ensuring Security

The KAIST Office of Intellectual Property & Technology Transfer takes the following measures to ensure the security of personal information.

• Administrative measures: Establishment and implementation of internal management plans, regular employee training
• Technical measures: Access control to personal information processing systems, installation of access control systems, encryption of unique identifiers, installation of security programs
• Physical measures: Access control to computer rooms and document storage

In addition to matters prescribed by law, the KAIST Office of Intellectual Property & Technology Transfer carries out the following activities to ensure the security of personal information.

Installation, Operation and Rejection of Automatic Collection Devices

• The KAIST Office of Intellectual Property & Technology Transfer uses 'cookies' which store and retrieve user information from time to time to provide individualized customized services.
• Cookies are small amounts of information sent from the server (http) operating the website to the user's browser, and may be stored on the hard disk of the user's PC.
  a. Purpose of using cookies: Used to provide optimized information to users by identifying visits and usage patterns of services and websites visited, popular search terms, and secure access status.
  b. Installation, operation and rejection of cookies: You can refuse cookie storage through the settings in the Tools > Internet Options > Privacy menu at the top of your web browser.
  c. If you refuse cookie storage, you may experience difficulties in using customized services.

Chief Privacy Officer

• The KAIST Office of Intellectual Property & Technology Transfer designates the following Chief Privacy Officer to take overall responsibility for personal information processing and to handle complaints and remedies related to personal information processing.
  • Chief Privacy Officer of Patent Management System
    Name: Heeseo Park
    Position: Director, Office of Intellectual Property & Technology Transfer
    Rank: Principal Technologist
    Contact: 042-350-2979, hsp1029@kaist.ac.kr, 042-350-4150
  • Personal Information Manager of Patent Management System
    Department: Office of Intellectual Property & Technology Transfer
    Manager: Jaeyoon Kim
    Contact: 042-350-2978, jyk1@kaist.ac.kr 042-350-4150
• Information subjects may contact the Chief Privacy Officer and the relevant department for all inquiries, complaints, and remedies related to personal information protection arising from the use of services (or business) of the KAIST Office of Intellectual Property & Technology Transfer.
  The Office will promptly respond to and process inquiries from information subjects.

Request for Access to Personal Information

Information subjects may request access to their personal information under Article 35 of the Personal Information Protection Act to the following department.
The KAIST Office of Intellectual Property & Technology Transfer will endeavor to process requests for access promptly.

• Department Receiving and Processing Access Requests for Patent Management System
  Department: Office of Intellectual Property & Technology Transfer
  Manager: Jaeyoon Kim
  Contact: 042-350-2978, jyk1@kaist.ac.kr 042-350-4150

Remedies for Infringement of Rights

Information subjects may apply for dispute resolution or consultation to the Personal Information Dispute Mediation Committee, Korea Internet & Security Agency Personal Information Infringement Report Center, etc. to receive remedies for personal information infringement.
For other reports and consultations on personal information infringement, please contact the following agencies.

• Personal Information Dispute Mediation Committee: (without area code) 1833-6972 (www.kopico.go.kr)
• Personal Information Infringement Report Center: (without area code) 118 (privacy.kisa.or.kr)
• Supreme Prosecutors' Office: (without area code) 1301 (www.spo.go.kr)
• National Police Agency: (without area code) 182 (ecrm.cyber.go.kr)

A person whose rights or interests have been infringed due to any disposition or omission by the head of a public agency with respect to requests under Article 35 (Access to Personal Information), Article 36 (Correction or Deletion of Personal Information), or Article 37 (Suspension of Processing of Personal Information) of the Personal Information Protection Act may file an administrative appeal under the Administrative Appeals Act.
Central Administrative Appeals Commission: (without area code) 110 (www.simpan.go.kr)

Changes to the Privacy Policy

This Privacy Policy is effective from May 22, 2019.