Korean Language Institute Privacy Policy

Yonsei University’s Institute for Language Research and Education and the Korean Language Institute (hereinafter referred to as “KLI”) adhere to the Personal Information Protection Act’s 30 articles in order to safely and efficiently handle personal information. The KLI’s Privacy Policy guidelines are established as follows:

* This policy is enforced from November 20, 2013.

Article 1 [Purpose of Processing Personal Information]
Yonsei University’s KLI will process your information for the following purposes. Your personal information will not be processed for purposes other than those stated here, but if such purposes should change, pursuant to the Privacy Act Article 18 the KLI will implement necessary measures to obtain your further agreement.
  1. KLI Website Membership Registration and Maintenance
    Your information will be processed to: verify your membership registration, to issue your identification/authentication in accordance with the subscription service, for membership maintenance and management, to prevent unauthorized use of our services, and to deliver various announcements and notifications, etc.
  2. Civil Petitions Process
    Personal information may be processed to: check the identity of the appealing party, to check on details of civil matters, to contact or provide notifications regarding investigative research, and to provide notification of processing results.
  3. Yonsei University KLI’s Personal Information Processing Office
    Your information will be processed to: manage your enrollment and tuition deposits, to manage school records, to issue various certifications (certificate of attendance, certificate of completion, diploma, usage of bulletin boards, etc.), expenses, and to conduct any refund processes.
  4. According to Article 32 of the Personal Data Protection Act, Yonsei University's KLI is within its legal right to disclose your personal information for the purpose of registration and processing.
※ For more information on the Personal Information Files reported by Yonsei University's KLI, please refer to the Security's Privacy Policy Support Portal of the Ministry of Public Administration (www.privacy.go.kr).
Article 2 [Personal Information Processing and Retention Period]
  1. In accordance with Yonsei University KLI’s laws and regulations the subject must agree the personal information retention and usage period, and the subject understands that their information will be collected and processed during said information retention and usage period.
  2. Reasons your personal information will be collected and used during the information retention and usage period are as follows:
    Personal Information File Name Items Collected Collection Method Grounds for Possession Possession Period
    Homepage Membership Management Required Items : ID, password, full name, gender, birthdate, nationality, most recent school attended, email

    Optional: Korean name, occupation, Visa type, address and phone number in home country, address at which to receive Standard Admission Letter, address and phone number in Korea, emergency contact within Korea (Emergency Contact’s name, phone number, and address), previous attendance at Yonsei’s KLI, Korean language skill, intended length of study, whether or not you have applied for the General Training (D-4) Visa
    Online Collection Standard Procedure for Yonsei University’s Korean Language Institute 2 years

    Until Withdrawl
    Homepage Student Membership Management Required Items : ID, password, full name, gender, birthdate, nationality, most recent school attended, email

    Optional: Korean name, occupation, Visa type, address and phone number in home country, address at which to receive Standard Admission Letter, address and phone number in Korea, emergency contact within Korea (Emergency Contact’s name, phone number, and address), previous attendance at Yonsei’s KLI, Korean language skill, intended length of study, whether or not you have applied for the General Training (D-4) Visa
    In accordance with Article 19 Paragraph 4 of the Immigration Control Act. (Management of Foreign Exchange Students, etc.)

    Standard Requirements for Foreign Exchange Students and Students in the Language Courses (Ministry of Education)

    Enforcement Decree of Higher Education Act

    Standard Procedure for Yonsei University’s Korean Language Institute
    Semi-Permanent

    • ① Website membership registration and management: until you stop using the Yonsei University KLI’s website services, or until the end of any of the following instances:
      • 1) For the duration of any investigations or inquiries about actions that have violated the laws and regulations.
      • 2) Until any bonds or debts that exist according to the website have been settled
      Civil Petitions Process: 3 years after the civil complaints process is completed

      In accordance with Article 29 of the “Promotion of Information and Communications Network Utilization and Information Protection Act,” information posted to the bulletin boards will be deleted 6 months after the end date of the post.

      In accordance with Article 6 of the “Law of Consumer Protection in Electronic Commerce,” records regarding contracts and cancellations etc. will be kept for 5 years.

      In accordance with Article 6 of the “Law of Consumer Protection in Electronic Commerce,” records of goods and payments etc. will be kept for 5 years.

      In accordance with Article 6 of the “Law of Consumer Protection in Electronic Commerce,” records of complaints and dispute settlements etc. will be kept for 3 years.

      In accordance with the “Communications Privacy Act,” records of visits and reasons will be kept for 3 months.
Article 3 [3rd Parties and Your Personal Information Privacy]
In principle, the Yonsei University’s KLI will process a user’s personal information only during the time range specified in Article 1 [Purpose of Processing Personal Information]. Without prior consent of the user, personal information will not be provided to or processed by any 3rd party. However, in the following instances, your information can be processed:
  1. In the case that the user agrees to allow 3rd party services in advance
  2. In the case that the law requires 3rd party services
    • ① Course Title: Regular Program, University Korean Program
    • ② Personal Information Fiduciary: Immigration Office
    • ③ Personal Information Submitted: Name, Gender, Passport Number, Nationality
    • ④ Business Description: For management of Foreign Exchange Students and Students in the Language Courses (Ministry of Education)
    • ⑤ Related Statute: Article 19 Paragraph 4 of the Immigration Control Act. (Management of Foreign Exchange Students, etc.)
  3. In the case that it is difficult to obtain the user’s direct agreement in order to solve economic/technical issues, or to implement further related services, needed information will be collected/used.
Article 4 [Commitments of Personal Information Processing]
  1. You entrust the following to the Yonsei University KLI’s Personal Information Processing Office in order to foster the smooth operation of services:
    • Website Development, Maintenance, and Administration:
      • - The entrusted party (the trustee): Gapia
      • - The commissioned business’ purpose: website and system administration
  2. onsei University’s KLI has commissioned a contract pursuant to Article 25 of the Privacy Act that prohibits personal information from being processed outside of the commissioned purposes, administers technical and administrative safeguards, enforces commissioning limitations, manages and supervises the trustee, and covers for damages etc. The KLI supervises to ensure safe and proper handling of personal information, and states the responsibilities and details in the contract.
  3. We will disclose without delay through this Privacy Policy if there are any changes to the commissioned company or trustee.
Article 5 [Principles of Personal Information Rights & Obligations]
  1. You may exercise your right to privacy at any time about your personal information that is related to the KLI by the following subparagraphs:
    • ① To request to view personal information
    • ② To request error correction
    • ③ To request deletion
    • ④ To request that information not be processed
  2. To exercise your rights as listed under Article 1, you may contact the KLI in writing, by phone, by email, or FAX, etc. and the KLI will take action without delay.
  3. In the case of a request for error correction or a request to delete information, the KLI will not use or share your personal information until the request has been completed.
  4. Your rights as listed under Article 1 may also be exercised by proxy through your legal representative or another party as authorized by the subject. In this case you must submit a power of attorney form in accordance with Article 11 of the Personal Information Protection Act.
  5. Any information about the subject or another person that is being processed by the KLI is not to be infringed upon, otherwise it will constitute a violation under the Privacy Act.
Article 6 [Items of Personal Information to be Processed]
In order to use the academic and online services of the KLI, the following items of personal information must be collected and processed. Users are able to refuse to provide personal information, but if such information is not provided, users will be restricted from accessing many features and services of the KLI website.
  1. Website Membership Registration and Maintenance:
    • - Required items: ID, Password, name, gender, birth date, nationality, most recent school records (school name, major, period of attendance), passport number, and email
    • - Optional items: Korean name, job, Alien Registration Card (ARC) number, Visa type, address in home country, phone number, address at which to receive standard admission letter, Korean address and phone number, Korean emergency contact info (guarantor’s name, phone number, and address), whether or not you have previously attended the KLI, Korean skill level, length of proposed study, whether or not you have applied for General Training (D-4) Visa, health records (illnesses, diseases, allergies, etc.)
  2. Civil petitions process:
    • - Required items: name, contact information (cell phone number, home phone number – select 1)
    • - Optional items: email address
  3. Enrollment management:
    • - Optional items: Scholarship (tuition discount) type, name, and worker authentication number for those who work for Yonsei or Severance Hospital, or their family members.
  4. Bachelors Degree and other School Records Management:
    • - Name, birth date
  5. Refund Management:
    • - Name, birth date, contact number, bank name, account number, account holder’s name
  6. The following personal information will be collected and saved when using the KLI’s internet services:
    • - IP address, cookie, MAC address, internet history, service use history, usage violations etc.
    • - User’s browser type and OS
    The following collected and saved information is used for statistical analysis for improving and complementing the website in order to provide you better services, and is used to facilitate communication between the user and the service provider. However, submission of such information must be in accordance with the laws.
  7. Information collected through email and web templates etc.
    Through the phone, mail, or online forms, etc. users may suggest their complaints or opinions. If you wish to use these methods, please be aware that other users can see or find what you post.
Article 7 [Deletion of Personal Information]
  1. When the time comes that your personal information no longer needs to be retained by the KLI, it will be deleted without delay. Procedures, deadlines, and methods for deletion are as follows:
  2. If the personal information retention period for which prior consent was received has already passed, but the personal information still needs to be stored (for some other purpose) it must be preserved in accordance with the laws. In this case, personal information (or personal files) must be stored in a separate Database (DB) or moved to a different storage location.
    • ① Deletion Procedures: user-entered information must either be immediately deleted or be transferred to a different Database (DB) in accordance with internal policies and other related laws and regulations after the save-time has expired. At this time, any information that has legally changed Databases must not be used for other unstated purposes.
    • ② Deletion Timeframe: If the period of personal information retention has elapsed, personal information processing and services, as well as business connections must be terminated and deleted within 5 days from the end of the retention date, or within 5 days after the information has been deemed no longer necessary.
    • ③ Deletion method: electronic file formats and information will be deleted in such a way that they cannot be recreated or played back.
Article 8 [Safety Measures for Securing Personal Information]
In accordance with Yonsei University Korean Language Institute’s Privacy Policy Article 24 part 2, Article 29, and Decree No. 30, the technical, physical, and administrative measures necessary to ensure safety are as follows:
  1. Education and minimization of staff that handles personal information: the KLI has a minimal number of designated employees who actually handle personal information in order to ensure your safety and limit access to your personal information.
  2. Conduction of regular self-checks: to ensure safe and stable handling of your personal information, the KLI conducts its own safety checks on a regular basis (quarterly).
  3. Formulation and implementation of internal control plan: the KLI has developed an internal control plan for safe handling of your personal information.
  4. Encryption of personal information: the user’s information and password are encrypted and managed so that only the user may see their own information and files, but otherwise, data and its transmission is encrypted, and may use additional security features such as file locking.
  5. Technical measures against hacking: to prevent the disclosure of personal information by hacking and/or computer viruses, Yonsei University’s KLI has installed security programs that are subject to periodic inspection and updates. Access to restricted zones in the system from the outside is blocked by the installation of these programs, which provide technical and physical monitoring and interception/blocking.
  6. Restriction of access to personal information: the KLI has taken action to protect your personal information and uses a firewall which blocks unauthorized outside access to the database system that contains your personal information by rejecting attempts to access, change, and/or delete information.
  7. Storage of records and prevention of copying/tampering: your records are stored in our system for 6 months, during which time we use security features to protect your information and records from loss, damage, forgery, and/or theft, etc.
Article 9 [Chief Privacy Officer]
  1. The KLI and its designated groups have responsibility for processing and protecting your personal information, and for registering and dealing with complaints.
    • ① Chief Privacy Officer of Personal Information
      • – Department name: Personal Information Protection Division
      • - Representative: Hyeon-jeong Kim, Chief of Personal Information Protection Office (CPO)
      • - Contact number: 02-2123-8500
    • ② Personal Information Protection Department
      • – Affiliation: The Institute of Language Research and Education
      • – Name: Yu, Hyun Kyung
      • – Job Title: Director
      • – Contact number: 02-2123-3479
      • – Email: yskliit@yonsei.ac.kr
      • – Fax: 02-2123-8663
    ※ You may contact the Personal Information Protection Department
  2. You may contact the KLI or our special departments with matters concerning personal information damage prevention, complaints, or other inquiries. All inquiries will be processed and answered immediately by the KLI or our special departments.
Article 10 [Remedies for Rights Infringement]
In the case of an invasion of privacy, to apply for relief services or consultation you may contact the Personal Information Dispute Mediation Committee or the Korean Internet Development Agency’s Privacy Complaint Center etc. For consultation about other privacy violations, please contact the following agencies:
  1. Privacy Complaint Center (Korean Internet & Security Operations): (without area code) 118
  2. Personal Information Dispute Mediation Committee: (without area code) 118(extension 2)
  3. Privacy Mark Certification Committee: 02-580-0533~4 (http://eprivacy.or.kr/)
  4. Prosecutor’s Office-Advanced Criminalistics: 02-3480-2000 (http://www.spo.go.kr/)
  5. Police Cyber Terror Response Center: 02-392-0330 (http://www.ctrc.go.kr/)
Article 11 [Changes to Privacy Policy]
This Privacy Policy is applicable from the effective date, and any future changes must be in accordance with the related laws, regulations, and policies, and must be posted at least 7 days before changes are to occur.