PRIVACY POLICY

All Personal information that Korea International School, Jeju Campus (KISJ) handles is collected, retained, and processed under relevant statues or with consent of each person whose information becomes subject to this Policy. KISJ has established the following privacy policy to protect users’ rights and interests to handle any complaints regarding personal information from users.

Article 1 (Purpose of processing personal information)

KISJ collects and processes personal information for the purpose stated below.

1. Provide academic services

2. Member authentication of academic records management system or admission system users

3. Prevention of unauthorized server access and fraudulent server use

4. Management of academic records, attendance records, and to assist university admission applications, etc.

5. Personal information is used as it is required by Primary and Secondary Education Act and other regulations

Article 2 (Collect and Retain Personal Information)

All personal information that KISJ handles is collected and processed under relevant statues or with consent of each user. KISJ destroys a user’s personal information after the retention period. In accordance to the Personal Information Protection Act, KISJ’s process is outlined below.

Personal Information KISJ Collects and Retains

Retained by	File Name	Purpose	Details of Collected Information	Basis of Retention	Retention Period
Admissions Office	Applicant Information	Admissions Review	Consent by information holder (user)	Applicant ID number, photo, personal details (name, gender, nationality, health assessment, resident registration number/alien registration number, address, parent name, occupation of parent, contact number of parent, birth date of parent, nationality of parent, passport copy of parent and student including number, family details), student record, letter of recommendation	5 years after admission review
Registrar	Student record, current student information, graduates information, transferred students information	Management of student records, Certificate issuance, Processing of admission/withdrawal/transfer	Article 25, Elementary & Secondary Education Act Article 3, Regulations on creation & management of student records	Student ID number, personal details (name, gender, nationality, resident registration number/alien registration number, address, parent name, occupation of parent, contact number of parent, birth date of parent, nationality of parent, passport number, family details), photo, student record.	Permanent
ES/MS Operation Support Team		Management of business staff personal information, Recruitment examine Students’ field trip	Consent by information holder (user)	Staff: Staff ID number, name, registration number/alien registration number, address, affiliation, contact number, email address, degree of education, work experience, military service, license, qualifications Student: Student ID number, personal details (name, gender, nationality, Birth date of student, Passport number, address, parent name, parents’ contact number, parents’ bank account number)	5 years after termination
HS Operation Support Team		Management of business staff personal information, Recruitment examine Students’ field trip	Consent by information holder (user)	Staff: Staff ID number, name, registration number/alien registration number, address, affiliation, contact number, email address, degree of education, work experience, military service, license, qualifications Student: Student ID number, personal details (name, gender, nationality, Birth date of student, Passport number, address, parent name, parents’ contact number, parents’ bank account number)	5 years after termination
Administrative Assistants		Management of student, parent contact information	Consent by information holder (user)	Students’ ID number, name, gender, registration number/alien registration number, address, nationality, date of birth, siblings in KIS/Parents’ name, contact number, e-mail address, account information(ES only)	5 years after graduation
Asset Management Team		Management of faculty, staff personal information	Consent by information holder (user)	Staff ID number, name, resident registration number/alien registration number, address, affiliation, contact number, email address, personal information.	After task is done
IT Office	Student/Parent portal member information	Access to student information, academic records, and attendance records by student, parents and staff	Article 23-3 Framework Act on Education	Student ID number, password, member type (student/parent), name, gender, nationality, address, parent name, occupation of parent, contact number of parent, birth of parent, nationality of parent, family details, student records, etc.	After member withdrawal
IT Office	Mail user information	Management of web mail user	Consent by information holder (user)	Name, email address, Staff ID number	After account termination
Accounting Team	Tuition management program	To send Tuition fee invoice, To manage tuition fee	Consent by information holder (user)	Student resident registration number, ID number, name, gender, address Parent’s name, phone number, email address	Student ID number, name : 10 years after graduation Student resident registration number : Until the next January after graduation Other information :Upon graduation
ES/MS Dorms	Dorm Application and events, activities	Management of student, parent contact info	Consent by information holder	Student ID number, name, gender, address, parent name, contact number of parent, email address.	5 years after termination
HS Dorms	Dorm Application and events, activities	Management of student, parent contact info	Consent by information holder	Student ID number, name, gender, address, parent name, contact number of parent, email address.	5 years after termination
Textbook Library/ Textbook	Library user information	Management of book loan/return	Article 38, Library Act, Consent information holder(user), Article 14, School library promotion act	Barcode number, student name, class, student ID number, contact number, list of book loans, photo, address, email address, gender, date of birth, account number of parents	6 months after graduation/withdrawal
Nurse Office	Student health records Assessment of student health Medical form	Management of student health records	Article 9, Regulations on student medical test, Article 14, Guidelines on electronic process & management	Personal details (name, date of birth, gender, name of parent/guardian, address, emergency contacts), health assessment form, medical form, blood type, student health information (previous medical history, current medical issues, medications in use) of student health records	5 years after graduation/withdrawal
Central Control Team/Security	Student information	Management of school safety	Consent by information holder(user)	Student ID number, grade, student name, contact number of student, parent name, parent contact	6 months after graduation/withdrawal

① The purpose of supply and details of information are as follows:

Provide Personal Information to a Third Party

Third Party	Purpose	Legal Grounds	Name of Personal Information	Details of Information
Schools where a student has transferred, applying colleges	Support student’s transfer/admission and compliance to regulations	Article 25, Elementary and Secondary Education Act, Article 35, Higher Education Act Decree	Student records	Details of personal information
Travel agencies	Reservation for transportation/hotel/ travel insurance	Consent by information holder (user)	Information for booking flights, hotel reservations,travel insurance	Name of student, nationality, gender, passport number, address, resident registration number, ARC number, name of parents, contact number of parents, copy of passport, photo
JJ Catering	Collection of unpaid meal	Consent by information holder (user)	Contact number	Name of student, contact number for parents

② KISJ handles and retains personal information only for the purpose specified in Article 1. Also, KISJ does not provide personal information collected and retained thereby, to any third party without user’s consent, except in the following cases:

1. Where the user specifically consents to provisions of his/her personal information

2. Where other statute provides expressly

3. Where it is considered necessary for the interests of the users

4. Where a user or his/her legal representative is impossible to obtain consent from a user or his/her legal representative because his/her whereabouts are unknown or he/she is unconscious.

5. Where personal information is provided in a form that makes it impossible to identify a specific person, as necessary for compiling statistics or scientific research

③ When KISJ provides your personal information to a third party, KISJ will inform you of the following facts to obtain consent from you:

1. The name and contact information of the recipient of personal information (or the name of the corporation or organization, if the recipient is a corporation or organization)

2. The recipient’s purposes of using personal information and the items of personal information to be provided

3. The duration during which the personal information will be retained and used by the recipient

4. The fact that the user has a right to refuse to consent and details of any disadvantages

Article 4 (Matters concerning Outsourced Processing of Personal Information)

① KISJ outsources the processing of a user’s personal information for the following purposes below:

Outsourced Personal Information

Organization	Details of Outsourcing	Retention Period
Powerschool	Academic records system	Until the contract expiration of academic records system (all personal information outsourced will be destroyed upon completion of contract period)
Follett	Destiny Library system	Until the contract expiration of library management system (all personal information outsourced will be destroyed upon completion of contract period)
SNAP	Student health management	5 years after graduation of transferring out (all personal information outsourced will be destroyed upon completion of contract period)
MAIA Learning	Post-secondary admission application system	Until the contract expiration of post-secondary admission application system (all personal information outsourced will be destroyed upon completion of contract period)
Hyundai Marine & Fire Insurance Tiecare AIA DB Insurance	Insurance	Until the contract expiration of insurance coverage (all personal information outsourced will be destroyed upon completion of contract period)
JJ Catering	Food Service	Until the contract expiration of food service (all personal information outsourced will be destroyed upon completion of contract period)
Noble Tour	School Bus	Until the contract expiration of school bus service (all personal information outsourced will be destroyed upon completion of contract period)
Elle School Uniform	Uniforms	Until the contract expiration of uniform service (all personal information outsourced will be destroyed upon completion of contract period)

Personal Information for overseas transferring students

Organization	Details of Outsourcing
Powerschool	Academic records system
Google	Management of student Information
Maia Learning	Post-secondary admission application system
SNAP	Student health management
Follett	Destiny Library system

② When KISJ contracts outsourced process of personal information, KISJ stipulates compliance with laws and regulations related to personal information protection, prohibition of third party provision of personal information, and burden of liability.

Article 5 (Right and Responsibility of Information Entity and Exercise Method)

① As a user, one can exercise the following rights:

1. Request to browse, modify the personal information

2. Request to rectify and suspend the incorrect information

3. Request to delete

② If any user requested to rectify or delete his/her personal information by request form, we will complete the request and send the notification within 10 days.

Personal Information Handling Departments

File name	Browsing Location	Phone Number
Graduates information	Counseling Office	064-741-0671/064-741-0509
Applicant information	Admissions Office	064-741-0500/064-741-0509
Employee information	Business Office/Operation Support Team	064-741-0520/064-741-0509
Faculty information	Business Office/Operation Support Team/General Affairs Team	064-741-0570/064-741-0509
Students/Parent Portal	ES Administrative Assistants	064-741-0701/064-741-0509
	MS Administrative Assistants	064-741-0508/064-741-0509
	HS Administrative Assistants	064-741-0507/064-741-0509
	IT Office	064-741-0550/064-741-0509
Mail user information	IT Office	064-741-0550/064-741-0509
Student health records	Nurse Office	064-741-0528/064-741-0509
ES Library user information	ES Library	064-741-0556/064-741-0509
MS Library user information	MS Library	064-741-0553/064-741-0509
HS Library user information	HS Library	064-741-0558/064-741-0509
School bus rider list	ES & MS Operation Support Team	064-741-0510/064-741-0509
School bus rider list	HS Operation Support Team	064-741-0520/064-741-0509
Student contact information	ES & MS Dorms	064-741-0532/064-741-0509
Student contact information	HS Dorms	064-741-0580/064-741-0509
Student/Parent contact information	Accounting Team	064-741-0530/064-741-0509

Article 6 (Destruction of personal information)

Personal information is destroyed when the purpose has been fulfilled. The procedure of the destruction of personal information, deadline and method is as below.

1. Procedure: Personal information is moved to a separate database once the purpose has been fulfilled. In accordance with the school policy and other related laws, the information is saved for a certain period of time and destroyed later. All information moved to the database is used for other purposes unless enforced by law.

2. Deadline: Personal information will be destroyed within 5 days after the personal information is not required due to fulfillment of the purpose, deadline of the possession and etc.

3. Method: Personal information as electronic files will be destroyed to be irreproducible and the paper type files with personal information will be shredded using the shredder or be incinerated.

Article 7 (Measures to secure safety)

KISJ has taken the following technical and physical measures necessary for ensuring safety, in compliance with Article 29 of the Personal Information Protection Act:

1. Formulating and implementing internal management plans: KISJ has formulated and implemented internal management plans in accordance with the guidelines for measures for ensuring the safety of personal information;

2. Minimizing and educating personnel authorized to handle personal information: The number of personnel authorized to handle personal information has been minimized and regular educational programs have been implemented for such personnel;

3. Restrictions on access to personal information: Access to personal information is controlled by granting, amending, or cancelling the authority to access the database system that processes personal information, and unauthorized external access is controlled by operating firewalls for blocking and preventing invasion and intrusion, while personnel authorized to handle personal information are precluded from accessing the personal information processing system externally via information and communications networks. Furthermore, details on granting, amending, or cancelling authority are recorded, and such records are preserved for at least three years;

4. Encryption of personal information: Passwords and identification numbers, among each user’s personal information, are encoded for storage and management. Furthermore, additional means, such as encrypting essential data for storage and transmission, are used for security.

5. Technical measures against hacking: KISJ has installed security programs and updates and inspects the programs to protect personal information from being leaked externally or destroyed by hacking or computer viruses and has installed its systems in an area with restricted access to technically and physically monitor and block external access.

6. Restricting access by unauthorized persons: The space for the physical storage of the personal information system that keeps personal information, is separated from other areas, and a procedure for controlling access to the space, has been established and is implemented.

Article 8 (Privacy Officer/Access Request)

The persons below have been designated by KISJ as officer and manager to protect personal information and to handle any possible disputes regarding personal information.

Name	Position	Role	Contact Information
Shawn Vento	Head of School	Privacy Officer	064-741-0600 svento@kis.ac
Jong Mun Back	Business Director	Privacy Manager	064-741-0503 jmback@kis.ac
Jong Dae Kwon	Team Leader of Operation Support Team	Access request	064-741-0520 jkwon@kis.ac