Privacy Policy

Users’ Consents for Protection of Personal Information

Oakwood Premier Coex Center (Hanmoo Convention Co., Ltd.) (hereinafter referred to as “Oakwood) attaches great importance to protection of users’ personal information and does our best to ensure that the personal information provided by Oakwood can be protected when users use the services of Oakwood. Oakwood complies with major laws related to personal information protection including “Personal Information Protection Act,” “the Act Relating to Information Communications Network Use Promotion and Information Protection, etc.,” and other relevant laws. In this regard, we set forth and preserve within the company the “personal information protection policies” pursuant to relevant laws, disclose on the first screen of the homepage (www.oakwoodpremier.co.kr) what measures Oakwood takes to protect customers’ personal information such that customers can at all times easily read and confirm the policies. Also when Oakwood changes the personal information treatment policies, it publicly announces the relevant maters including the date of change on the homepage through notifications, popup windows, etc. such that connected users can easily confirm the matters, and takes appropriate measures in order for visiting customers to easily confirm the changed matters by posting and preserving the changes. The personal information treatment policies of Oakwood have the following content:

1. Consent to Collection and Use of Personal Information, Etc 2. Consent to Provisions of Informaiton for Services
       
3. Provision of Personal Information to Third Parties 4. Retention and Use Period of Personal Information
       
4. Destruction of Personal Information, and the Procedures and Methods 6. Rights of Users and Legal Representatives, and the Exercise Methods
       
7. Technical, Managerial Measures for Protection of Personal Information 8. Personal Information Protection Manager
       
9. Collection of Opinions and Handling Complaints 10. Notification Obligations for Policy Changes 
       

1. Consent to Collection and Use of Personal Information, Etc

Pursuant to the “Personal Information Policies” of Oakwood, customers’ consent to collecting, using, delegating for treatment, and providing to third parties their personal information is made when customers read and understand the details written on the “Consent to Collection, Use of Personal Information” attached to the “Registration Card” or the “Application for Membership Subscription,” etc., and then sign a written consent

2. Consent to Provisions of Information for Services

  1. Items to be Collected and Purpose of Using Personal Information: Oakwood collects personal information necessary to make reservations and provide various services. Where a customer does not prepare relevant information for the required items, it is impossible for the customer to use the services, but even if a customer does not enter relevant information for the selective items, the customer is not limited to uses of the services

    Type Items to be Collected Purpose of Use Retention
    Period
    Collection
    Method
    Room Customer Registration Required names, nationality, telephone numbers, mobile phone numbers email addresses, credit card information Contact and information for identification and provisions of services, obtaining communication channels including conveying notifications, uses of pay information, purchases of goods, payments of nonpaid cases, uses for customized services ,etc 3 years for complaint, dispute handling, 5 years for other matters Customer card
    Selective addresses, company names, preferences including smoking
    Banquet event contracts Required names, telephone numbers, mobile phone numbers, email addresses, credit card information Application for reservation
    Selective addresses, company names, preferences including smoking
    Customer voices Required names, email addresses Contact and information for provisions of services, obtaining communication channels including conveying notifications, uses for customized services ,etc 6 months Homepage
    Selective telephone numbers, mobile phone numbers
    Fitness club membership subscription Required names, family names (for family members), and resident registration numbers, addresses, telephone numbers, mobile phone numbers of, contact information of corporate affiliated employees -identification for uses of membership services, Contact and information for provisions of services, conveying notifications, obtaining communication channels including handling complaints, uses of materials for customized services ,etc. After withdrawal until a due date set forth by laws Application for subscription
    Selective Other information: dates of birth, e-mail addresses
    Event coupons Required names, mobile phone numbers, email addresses - Contact and information for identification and provisions of services, conveying notifications, obtaining communication channels including handling complaints 6 months Application for subscription
    Selective
    Online job application Required names, addresses, telephone numbers, mobile phone numbers, E-mail addresses, academic information, dates of birth, military services Identification and hiring 6 months after job application Job application
    Selective Hobbies, skills, qualifications

  2. Consent to Provisions of Information to Delegated Companies for Use of Services: Oakwood delegates treatment of personal information as follows in order to provide required services to customers and promote customers’ conveniences. When Oakwood delegates treatment of personal information, through delegation agreements, etc., we set forth and comply with the obligations to observe relevant laws related to personal information protection, to keep secrets related to personal information, not to provide personal information to third parties, to take responsibilities for accidents, and to return or destroy personal information after the completion of treatment, etc.

    Purpose of delegation Provided information Delegatees
    Computerized handling of information, developing, maintaining, and managing systems All customer related information Micros Fidelio, Sanha Information Technology, NEPS, CreaVision
    Investigating customer satisfaction Customers’ names, email addresses, lodging information Market Matrix
  3. * Use Period : until withdrawal from membership * Retention period : until withdrawal from membership


3. Provision of Personal Information to Third Parties

For purposes of providing better services to customers, Oakwood specifies the “persons provided with personal information,” “the purpose of using personal information by persons provided with personal information,” “the items of personal information provided,” and “the retention and use period for personal information by persons provided with personal information,” and does not provide personal information to third parties beyond the scope of consent; provided, however, that exceptions are made in the following cases:.

  1. Where a customer’s prior consent has been obtained;
  2. Where there are special provisions under the laws, including the Communication Secret Protection Act, the Act Relating to Information Communications Network Use Promotion and Information Protection, the Act Relating to Real Name Financial Transactions and Secret Guarantees, the Act Relating to Use and Protection of Credit Information, the Basic Communications Act, the Consumer Protection Act, the Criminal Procedure Act (provided, however, that even “where there are special provisions under the laws” and it has been requested by administrative authorities or investigating agencies for administrative purposes or investigation purposes, Oakwood provides customers’ personal information only if customers have received requests under due procedures, including where it is with a warrant or in writing impressed by a seal of an agency head, etc.)
  3. However, in order to provide better services, Oakwood may provide to our affiliated companies or share with our affiliated companies the customers’ personal information. Where personal information is provided or shared, with respect to persons provided with personal information, items to be provided with personal information, and the retention and use period, the procedures for obtaining consents should be followed individually by email, the Internet homepage, telephone, or in writing. Where a customer does not consent thereto, we do not provide to or share with the customer’s personal information.

4. Retention and Use Period of Personal Information

After the purpose of collecting and using customers’ personal information has been fulfilled, Oakwood destroys without delay relevant information. Also where personal information has been provided to third parties, Oakwood takes measures to cause the third parties to destroy the information without delay.Oakwood uses the retained information only for the purpose of retention, and the retention periods shall be as follows:

  1. Records on agreements (registrations) or withdrawals of offers – the retention reason : the Act Relating to Protection of Consumers in Electronic Commercial Transactions, etc. – the retention period : five (5) years
  2. Records on payments and supplies of goods – the retention reason : the Act Relating to Protection of Consumers in Electronic Commercial Transactions, etc. – the retention period : five (5) years
  3. Records on complaints of consumers or dispute resolutions – the retention reason : the Act Relating to Protection of Consumers in Electronic Commercial Transactions, etc. – the retention period : three (3) years
  4. Identification information and preference information for revisits and customized services : five (5) years
  5. Where a customer’s consent has been obtained : to be retained until the time when consent has been obtained

5. Destruction of Personal Information, and the Procedures and Methods

In principle, after the purpose of collecting and using customers’ personal information has been fulfilled, Oakwood destroys without delay relevant information. The destruction procedures and methods shall be as follows:

  1. Destruction Procedures – After the purposes have been fulfilled, the information entered by customers is destroyed after the information has been saved for a certain period of time according to the information protection reasons under the internal policies or other relevant laws (see the retention and use period for reference). - The personal information is not used for purposes other than the purpose of being preserved unless it is so required by laws
  2. 파기방법
    Destruction Methods – The personal information printed out in sheets is to be shredded by paper shredders or destroyed by way of incineration - The personal information saved in an electronic file format is to be deleted with the use of technical methods in which records cannot be regenerated.

6. Rights of Users and Legal Representatives, and the Exercise Methods

Users may at any time inquire, change, or stop handing their own registered personal information if they give a telephone call or e-mail to the homepage or the personal information protection manager, and may request termination of subscription. If a customer has requested a correction(s) of errors in the personal information being used, Oakwood does not use or provide the personal information until the correction(s) has been completed. Also where incorrect personal information has been already provided to a third party, Oakwood will make corrections by without delay notifying the third party of the results of correction(s). A customer may stop handling your personal information being used; provided, however, that Oakwood may reject such a request where there is a special provision under relevant laws or it is unavoidable to comply with obligations under the laws, or where it is likely to damage other persons’ lives or bodies or it is likely to unreasonably infringe upon other persons’ properties or any other interests, and upon the occurrence of relevant reasons, Oakwood will without delay give a notice thereof. Oakwood handles the personal information terminated or deleted upon request of users as set forth under the “Retention and Use Period of Personal Information Collected by Oakwood,” and does not allow the personal information to be read or used for any other purposes. Oakwood complies with relevant laws including the Tourism Promotion Act, and in principle prohibits minors of less than nineteen (19) years old from subscribing to membership.

7. Technical, Managerial Measures for Protection of Personal Information

Oakwood prepares and takes technical, managerial measures to safely protect personal information in handling users’ personal information. The personal information processing system protects personal information with firewalls and keeps access records in separate backups to prevent them from being forged or altered. Oakwood prepares for accidents by taking the following technical measures necessary to confirm security in order to prevent users’ personal information from being lost, stolen, released, or altered, or damaged by hacking, etc. from the website.

  1. Encoding customers’ personal information
  2. Security equipment with use of passwords, etc.
  3. Measures to prevent computer viruses by installing and operating vaccine programs
  4. Security equipment with which personal information can be safely conveyed on the network by use of cipher algorism
  5. Installing, operating access control devices, including firewalls
  6. Data backups, and any other technical measures necessary to obtain security


Oakwood limits persons who can handle customers’ personal information to the minimum required number of personnel, continuously provides regular or irregular security education with respect to the relevant personnel, and makes efforts to ensure that personal information is not disclosed by frequently checking internal security conditions. Also Oakwood prepares required procedures, etc. for access and control of customers’ personal information and cause our officers and employees to read and understand, comply with them. Further Oakwood designates persons authorized to get access to personal information and gives them IDs and passwords, and causes them to regularly renew the passwords.

  1. Providing regular education regarding personal information protection obligations, etc. for personal information handling persons
  2. Conducting internal audit procedures for personal information protection
  3. Physically restricting access to major protective areas, including computer rooms

8. Personal Information Protection Manager

Oakwood designates relevant departments and personal information protection mangers as follows in order to protect customers’ personal information and handle complaints related to personal information. Customers may report to personal information control mangers or relevant departments any complaints relating to all personal information protection incurred in using services of Oakwood. Oakwood will promptly give sufficient replies as to reports of users.

  1. Personal Information Protection Manager
    Name / Position : General Manager Mr. Yong Soon Park
    Affiliation : Oakwood Premier Coex Center
    Telephone Numbers : 02-3466-7003
    E-mail : yspark@oakwoodpremier.co.kr
  2. Personal Information Protection Manager (General)
    Name / Position : Guest Room Manager Mr. Tae Sung Kim
    Affiliation : Oakwood Premier Coex Center Guest Room Department
    Telephone Numbers : 02-3466-7104
    E-mail : tskim@oakwoodpremier.co.kr
  3. Personal Information Protection Manager (Computer)
    Name / Position : Deputy Manager Mr. Byung Seok Yoo
    Affiliation : Hanmoo Convention Co., Ltd. Business Support Team
    Telephone Numbers : 02-3466-7393
    E-mail : youbs@hmcon.co.kr

9. Collection of Opinions and Handling Complaints

Oakwood highly appreciates and values customers’ opinions. Should customers have inquiries, if they directly visit or ask questions to the customer center, the customers’ voices in the website, etc., Oakwood will give prompt and accurate answers.

Should consultations for personal information infringements be necessary, a customer may refer inquiries to the following institutions:

  • Personal Information Infringement Reporting Center: Tel. 1336 (without a telephone exchange number) / URL http://www.1336.or.kr
  • Internet Crime Investigation Center of Supreme Prosecutors’ Office : Tel. 02-3480-3600 / URL http://icic.sppo.go.kr
  • Cyber Crime Investigative Service of National Police Agency : Tel. 02-393-9112 / URL http://netan.go.kr

10. Notification Obligations for Policy Changes

These Personal Information Treatment Policies have been established on December 15, 2011. When there are additions, deletions, or changes of the content as a result of changes in the laws, policies, or security technologies, Oakwood will without delay notify the reasons for change, the content, etc. through the homepage of Oakwood Premier Coex Center.

  • Version No. of Personal Information Treatment Policies : 2.0
  • Notification Date of Personal Information Treatment Policies : December 31, 2011
  • Implementation Date of Personal Information Treatment Policies : January 1, 2012