Use of your personal information

• Privacy Policy Organizing Committee of ASCAPAP 2026 maintains affirmative commitment to Article 30. Personal Information Protection Act of Republic of Korea. This Policy sets forth principles governing the processing of personal data by the Organizing Committee to ensure consistent practices for protection and use of personal information that has been collected online/offline. This policy may be modified from time to time. Thus, it is recommended to periodically visit the website and check the policy for any changes.
• 1. Definitions 1) "Service" refers to services available for registration, symposium proposal/workshop/abstract submission, hotel reservation and attendance of social programs and optional programs
  2) "User(s)" refers to a participant who uses "Service”
• 2. Effective Date and Modification of Privacy Policy This Policy is effective immediately upon opening of the online registration system. Organizing Committee of ASCAPAP 2026 reserves the right to modify or amend this policy from time to time. The changes may be communicated to users in advance through an appropriate channel. Users may choose not to accept the modified policy, but doing so may limit services in using the website. Unless otherwise provided in this policy, the protection of personal information shall be governed by the law or regulations of the Republic of Korea. Services will be limited if the user does not consent to modifications made on the policy.
• 3. Collection and Use of Personal Information
• A. Items of Personal Information Collected Organizing Committee of ASCAPAP 2026 collects the following personal information during sign-up and the event, to provide users with registration and other services related to the congress.
• • <Required Information>
  - Country, full name, title, organization, department, participant’s category, mailing address, mobile phone number, email address, password, attendance of social programs and optional programs.
  • <Optional Information>
  - Position, special dietary request, hotel reservation, credit card information, and accompanying persons’ information
  • <The Information collected in the course of using services or processing businesses>
  - Service usage record, connection log, cookie and IP address etc.
• B. Method of Collection • Tools which collect generated information
  • Website, application form, telephone & mobile, email
  • Information provided by cooperative partner and organization
• 4. Purpose of Collection and Use of Personal Information
• Organizing Committee of ASCAPAP 2026 collects personal information for the following reasons.
• • Identification of registrant for confirmation or modification of registration details, and delivery of notifications
  • To offer information or promote the congress by phone, SMS, email and DM
  • Photography & Video: We might take photographs and videos on-site during the event, conference, meeting, etc. that might be used on our website just to be kept in our records, etc. If the user’s image is captured in our photographs are circulated for the above purpose, user have the right to request for that photo to be removed / deleted by contact us to the email (office@ascapapa2026.org).
• Personal information will not be used for any other purpose other than providing services. If the purpose of use is changed, Organizing Committee of ASCAPAP 2026 would take necessary measures such as asking for user’s consent in compliance with Article 18. Personal Information Protection Act. Personal information related to the ASCAPAP 2026 shall not be used for the purposes other than to achieve the purpose of using the personal information, nor provided to the third parties without the consent from the user.
• 5. Duration of Retaining and Using Personal Information
• We retain and use personal information from the date user first sign up until the purpose of collection and use of such information is accomplished. Also, we immediately delete user’s personal information in case of withdrawal from membership or from the Privacy Policy and Participant Agreement; once the purposes of collection and use of the personal information are achieved; and at the end of the period of retention and use.
  However, we retain the following information for the specified period for the reasons below:
• • For handling of participant’s demand: 30 days after withdrawal
  • For giving related congress information: Until the contract termination
  • For records on application or withdrawal of registration and the like: 3 years
• 6. Process and Method of Destroying Personal Information
• Personal information provided by the user shall be deleted after purposes for the collection and use of such information are fulfilled. Personal information that is documented on paper will be shredded or incinerated. Electronic files that contain personal information will be deleted by technical means to prevent reproduction of such records.
• 7. Transfer of Personal Information to Third Parties
• • Organizing Committee of ASCAPAP 2026 does not transfer personal information to third parties without prior consent of the user unless:
  • It is required by applicable laws and regulations, or investigation agencies according to the process and method specified by laws and regulations for investigative purposes
  • The user or a third party urgently requires personal information to protect his/her personal safety while the user is unable to give prior consent
  • It is required to check on participant’s identification for attendance
  • The user has consented to such transfers
  • Required for the purpose of statistics or academic studies in the format where the individual is unidentifiable
• 8. Outsourcing Personal Information Processing
• Organizing Committee of ASCAPAP 2026 outsources personal information processing to service providers. Outsourcing of work undergoes paper-based formalities pursuant to Article 26 of Personal Information Protection Act stating the following: Prevention of personal information processing for other purposes than the outsourced purpose; Technical and managerial safeguards of personal information; Restrictions on re-outsourcing; Inspection of the status of processing by service providers; and, The compensation of damage arising out of the processing of personal information outsourced to service providers. Organizing Committee of ASCAPAP 2026 supervises how service providers process such personal information safely

• Service Provider	Provided Personal Information	Purpose
  BridgeUs, Inc. (ASCAPAP 2026 Secretariat)	Gender, title, country, full name, organization, department, position, participant’s category, position verification form, mailing address, contact information (phone number, mobile phone number, fax number), special dietary request, email address, password, attendance of social programs and optional programs, photos, hotel reservation, tour reservation, credit card information, accompanying persons’ information, records of utilizing service, logs of access, cookies, IP address etc.	Congress and event operation, customer service operation, sending newsletters
  YESON COMMUNICATION	Gender, title, country, full name, organization, department, position, participant’s category, position verification form, mailing address, contact information (phone number, mobile phone number, fax number), special dietary request, email address, password, attendance of social programs and optional programs, hotel reservation, tour reservation, credit card information, accompanying persons’ information, records of utilizing service, logs of access, cookies, IP address etc.	On-line submission & registration program management
  InnoPay	Country, full name, participant’s category, contact information (phone number, mobile phone number, fax number), email address, credit card information	Credit card payment management
  Korea Tourism Organization	Country, full name, affiliation, mailing address	Participants Statistics & Survey
  Seoul Convention Bureau	Country, full name, affiliation, mailing address

• 9. Rights of User and Legal Guardian and Methods of Exercising Rights
• • User and user’s legal guardian (attorney-in-fact) may at any time review or correct user’s registered personal information. If the user notify our personal information manager in writing, by telephone or by email, we will without delay take care of the user’s request.
  • User and user’s legal guardian (attorney-in-fact) may at any time withdraw user’s consent to our collection, use, and provision of personal information. For the withdrawal, please contact us by phone or email, or in writing. We will take necessary measures to handle withdrawal requests without delay unless otherwise required to be deferred pursuant to applicable laws and regulations, the terms and conditions, or otherwise.
• 10. User Rights and Responsibilities
• • Users can withdraw their consent to the processing of personal information at any time. Users can do so by sending an email. Unless a delay in the processing of the withdrawal request is required by relevant laws and regulations, the Organizing Committee of ASCAPAP 2026 will immediately take the necessary steps to handle the request.
  • Users arre responsible for providing accurate information. Users shall be solely responsible for any restriction and error of the service caused by inaccurate information submitted e obliged to protect their personal information. Organizing Committee of ASCAPAP 2026 shall not be held liable by users in any event of any issues arising out of the leak of personal information caused by willful misconduct or negligence by the user.
  • Users are responsible to keep their ID (e-mail), password and other personal information securely protected. Such information should not be given to or shared with third parties.
  • After using the services, users should log out from their account and close the web browser.
  • Users must comply with laws and regulations concerning personal information including but not limited to the IC Network Act, the Data Protection Act, Personal Information Protection Act, and the Resident Registration Act.
  • Users aby the user.
• 11. Technological and Managerial Measures for Protection of Personal Information
• Organizing Committee of ASCAPAP 2026 in handling user’s personal information takes the following technical/managerial means to prevent loss, theft, leak, falsification or destruction in order to secure user’s information:
• • Encryption of Personal Information
  - User’s personal information will be, after encrypted by safe password algorithms, kept and managed.
  • Protection against Hacking etc.
  - To protect user’s personal information from leakage or damage through hacking or computer viruses, the congress website is protected by a system with restricted access, as well as anti-intrusion devices and intrusion detection systems. We also use vaccine software to protect personal information from computer viruses. Such vaccine software is regularly updated and applied immediately after abrupt emergence of new computer viruses in order to protect personal information from being compromised.
  • Restricted Access to Personal Information Management System
  - To manage personal information, the congress website establishes standards on granting, modifying and canceling access privileges to the organized DB system and on methods for creating passwords and period for resetting password. We adopt various measures necessary to ensure restricted access to other personal information.
  • Training of Staff Managing Personal Information
  - We strictly specify that the employee who handles the personal information shall be the designated manager of personal information. We enforce managerial measures through regular training of such employees on new protection technologies and their adherence to this Privacy Protection Policy, and by granting them separate passwords to ensure management of access privileges.
  - We limit the number of our employees who handle personal information to the minimum level necessary and impress on them the importance of protection of personal data through managerial safeguards, including but not limited to their training.
• 12. Exception of Processing Personal Information
• In accordance with Article 58 (Personal Information Protection Act), the above provisions do not apply in exceptional circumstances such as the urgent need for public health, safety and well-being.
• 13. Automatically-Collected Personal Information System
• 1) Organizing Committee of ASCAPAP 2026 uses ‘cookies’ that store and identify user’s information to provide personalized services.
  2) Cookies are small text files sent by the ASCAPAP 2026 website server to user’s browser. They are stored in user’s PC.
• • Purpose of using cookies: To provide optimized information to users by identifying visits and usage patterns, search terms, security access status of each service and website
  • Installation, operation and rejection of cookies: To reject cookies, Click Tools > Internet Options > Privacy and change browser settings.
  • Users may face difficulties in using personalized services if s/he chooses not to receive cookies.
• 14. Personal Information Manager
• To protect the personal information of participants and to solve the complaint of participants, Organizing Committee of ASCAPAP 2026 has designated a personal information manager. User may report opinions or complaints related to personal information protection occurred while using the congress services to the personal information manager.

• 	Personal Information Management Office
  Affiliation	Secretariat for ASCAPAP 2026
  Contact No.	+82-2-6677-0535
  E-mail	office@ascapapa2026.org

• 15. Remedy for Infringement of Rights
• Users shall contact the following organizations if s/he wishes to report or consult about cases of infringement of personal information:
  < The following organizations are separate from the Organizing Committee of ASCAPAP 2026. Users shall contact them if they require assistance beyond what is offered by the Organizing Committee >
• • Personal Information Infringement Report Center (https://privacy.kisa.or.kr/main.do / +82-118)
  • Personal Information Dispute Mediation Committee (https://kopico.go.kr / +82-1833-6972)
  • High Technology Crime Investigation Unit at the Supreme Prosecutors’ Office (http://spo.go.kr/site/eng/main.do / +82-1301)
  • Korean National Police Agency Cyber Bureau (cyberbureau.police.go.kr / +82-182)