20th Scientific Meeting of

Asian Academy of Orofacial Pain and Temporomandibular Disorders

25th - 31st of October 2021, Republic of Korea

“New Insight into Orofacial Pain & Temporomandibular Disorders”
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Private Policy

The Korean Academy of Orofacial Pain and Oral Medicine (hereinafter referred to as the “Academy”) considers the protection of users’ personal information vitally important and has thus established and implemented the following policy to protect users’ personal information. The personal information processing policy of the Academy is subject to change in the event of changes in laws, government guidelines, or the internal policies of the Academy. If any alterations are made to the personal information processing policy, the changes will be announced on the 2021 20th Scientific Meeting website (hereinafter referred to as the “homepage”) (http://aaot2021.org/). It is expected that the users will read any such announcements while using the homepage.

1. Purpose of processing personal information

Personal information is processed by the Academy for the following purposes, and will not be used for any purpose other than the following, unless the purpose of use is changed, in which case it will be processed with prior consent.

(1) 2021 20th Scientific Meeting registration and management
Personal information is processed for the following purposes:
Confirmation of the user’s intention to register for the Scientific Meeting, identification and authentication necessary for the provision of access to the Scientific Meeting service, maintenance and management of the service, identification according to the implementation of the limited identification system, prevention of illegal use of services, various notifications, handling of grievances, and preservation of records for dispute settlements.

(2) Handling user inquiries and requests
Personal information is processed for the purpose of confirming the identity of the user, contacting users to confirm inquiries, and notifying the user of the result of processing.

2. Collection of personal information

The Academy collects only the minimum personal information necessary for the establishment and implementation of the homepage use contract by lawful and fair means when registering for the 20th Scientific Meeting.

(1) Name, contact number, e-mail, license number, and affiliation: these are essential data for user identification.
(2) Contact number, e-mail address: these are necessary for the delivery of important notices from the Academy and notices for each user.

3. Processing and retention period of personal information

(1) When the Academy collects personal information from users, the retention period and period of use begin at the time the user applies for registration and ends at the time when the user expresses his/her intention to withdraw and the withdrawal is processed.

4. Provision of personal information to third parties

(1) The Academy does not utilize, provide, or disclose the personal information of pre-registered applicants to third parties beyond the scope of the personal information processing policy.
(2) While conducting the 20th Scientific Meeting, the Academy may provide some personal information essential for personal identification and for the proper operation of the Scientific Meeting to the operating company.
(3) The Academy does not disclose or distribute users’ personal information in connection with the provision of services to third parties without their consent. However, if there is a request from a national agency in accordance with the provisions of laws such as the Telecommunications Basic Act, a request for investigation of a crime, a request from the Korea Internet Safety Commission, a request according to the procedures stipulated in other related laws, or if the user discloses the personal information provided to the homepage by himself/herself, this does not apply.

5. Entrustment of personal information processing

(1) Consignment content
The Academy entrusts the following personal information processing tasks for smooth personal information processing: ① Consignee (trustee): HiComp Int.
② Contents of entrusted work: collection, storage, search, and output of user information through the homepage
③ Consignment period: from the date of registration for the Scientific Meeting to the date of withdrawal of registration or termination of the consignment contract

(2) Management of consignment contracts ① When consigning a contract, the Academy agrees to be responsible for the prohibition of personal information processing for any purpose other than performing entrusted tasks, technical and administrative protection measures, restrictions on re-entrustment, management, and supervision of the trustee, etc. ② If the contents of the consignment contract or the trustee are changed, the changes will be disclosed on the homepage without delay.

6. Information subjects’ rights and obligations

(1) The user (information subject) can exercise the following personal information protection rights with respect to the Academy at any time: ① Request for access to personal information
② Request for correction if there is an error
③ Request for deletion
④ Request to stop processing

(2) The exercise of the rights pursuant to Paragraph 1 may be performed in writing, by email, or by fax (FAX) to the Academy, and the Academy will take action without delay.

(3) The exercise of rights pursuant to Paragraph 1 may be done through the user's legal representative or an agent such as a person who has been delegated as a proper power of attorney.

(4) Withdrawal of consent
Users may request withdrawal of consent by calling or sending an e-mail to the general secretary of the Academy or the person in charge of the protection of personal information.

(5) In the event that the Academy revises the personal information processing policy, the changes will be posted immediately on the homepage and the revision date will be indicated so that users can easily recognize the revised information. Therefore, the user is expected to check the homepage periodically for changes when using the service, and the user is responsible for any issues that may arise as a result of the user not reading this information.

(6) Users may contact the following organizations if they need to request a consultation or report an infringement of rights associated with personal information protection: ① Korea Online Privacy Association, https://www.opa.or.kr Tel: +82-02-550-9500
② Personal Information Dispute Mediation Committee, https://www.kopico.go.kr/ Tel: +82-1833-6972
③ Personal Information Infringement Report Center, http://privacy.kisa.or.kr/ Tel: +82-118 (ARS ext. 1)

7. Destruction of personal information

(1) The Academy destroys personal information in accordance with the internal processing procedure upon user request and recommends that third parties who have received personal information legally from the Academy also do so. Potential exceptions include the need to preserve personal information in accordance with the provisions of laws and regulations or when personal information can be retained in accordance with another contract with the user.

(2) In principle, the Academy destroys personal information without delay after personal information processing is achieved. The procedures, deadlines, and methods of destruction are as follows: 1. Pre-destruction procedure The personal information entered by the user is transferred to a separate database after the purpose is achieved (a separate document in the case of paper) and stored for a certain period in accordance with the internal policy and other related laws or immediately destroyed. At this time, the personal information transferred to the database will not be used for any other purpose, except as required by law. 2. Deadline for destruction The user's personal information will be stored for five days from the end of the retention period. When the retention of personal information is no longer necessary, such as after personal information processing has been completed, the service has been abolished, or business has been terminated, the personal information is destroyed within five days. 3. Destruction procedure To destroy information in the form of electronic files, a technical destruction method is used, which makes it impossible to reproduce the record. Personal information printed on paper is shredded with a paper shredder or incinerated.

8. Measures to ensure the safety of personal information

In accordance with Article 29 of the Personal Information Protection Act, the Academy takes the following necessary technical/administrative and physical measures to ensure safety:

(1) Training and minimization of personnel handling personal information
The Academy has implemented a policy to manage personal information by designating employees who handle personal information and limiting access only to those employees.

(2) Establishment and implementation of an internal management plan
The Academy has established and implemented an internal management plan for the safe handling of personal information.

(3) Encryption of personal information
The user's password is encrypted, stored, and managed; therefore, no one other than the user can know it.

(4) Technical measures against hacking and computer viruses
To prevent leakage and damage of personal information caused by hacking or computer viruses, the Academy has installed security programs, which are updated and checked periodically. The Academy has also installed systems in areas where access is controlled from the outside and monitors them both technically and physically.

(5) Restricting access to personal information
The Academy takes the necessary measures to control access to personal information by granting, changing, and canceling access rights to the database system that processes personal information and controlling unauthorized access from the outside using an intrusion prevention system.

(6) Use of locks for document security
Documents and auxiliary storage media containing personal information are stored in a secure place with a lock.

(7) Access control for unauthorized persons
A separate place for physically storing personal information has been prepared, and access control procedures have been established and are fully operating.

(8) Use of Cookies
The Academy may use statistical data on all or on part of the users' personal information with the prior consent of the user in relation to business and may transmit cookies to the user's computer through the service. A cookie is a small amount of information transmitted by the homepage server to the user's computer that contains information on the homepage visited and the user's personal information necessary to verify the service provision. Users have the option of installing cookies. The user can accept all cookies, check each time a cookie is saved, or refuse to save all cookies through the setting options in the web browser. However, if the user refuses to store cookies, it may be difficult to use some services that require login.

9. Privacy Officer

(1) The Academy is responsible for overall personal information processing and has designated a person to oversee personal information protection by handling complaints and damage relief from users associated with personal information processing. Users can inquire about the handing of personal information protection-related complaints, damage relief, etc., to the person in charge of personal information protection while using the service of the Academy. The Academy will respond to and process all users' inquiries without delay.

(2) Information related to the person in charge of personal information protection · Affiliation: Korean Academy of Orofacial Pain and Oral Medicine.
· Position: Information and Communication Director
· Name: Ji-Rak Kim
· Tel: 053-650-4285
· Fax: 053-622-7087
· E-mail: jrkim@cu.ac.kr
· Last updated: July 23, 2021

10. Changes to the Privacy Policy

(1) In the event of additions, deletions, or corrections to the privacy policy that are deemed necessary according to laws and regulations, the user will be notified seven days prior to the implementation of the changes.

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