Privacy Policy

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Personal Information Protection Policy

The following describes the personal information protection policy of the National Library of Korea (NLK), which is designed to protect the privacy of its users and address related problems in a timely and seamless manner in compliance with Article 30 of the Personal Information Protection Act.

Required private information, information processing and retention period
The NLK acquires and stores its users' personal information in accordance with the law and only with the express consent of relevant individuals.
The NLK processes minimum amount of personal information for the following purposes. Personal information being processed will not be used for other purposes and in case of using the information for any other purpose, we will take necessary measures including getting consent from the data subject in accordance with Personal Information Protection Law article 18.
The NLK’s purpose of processing personal information and current status of holding personal information registered and shared in accordance with article 32 is as the following.
Purpose of processing personal information and current status
File name Holding Period Applicable Law Objectives List of Personal Information Collected
Small Library material mangement system (KOLASYS-NET II) user list 3 yrs Personal Information Protection Act Article 15.1 Obtaining the Consent of an Owner of Information and Small Library material mangement system (KOLASYS-NET II) Operation Guidelines Book loan/return service and user identification for Small Library users, making announcements (Essential items) Name, ID, date of birth, password, gender, CI
(Optional) E-Mail, home phone, cellphone number(contact number)
Small Library material mangement system (KOLASYS-NET II) administrator list 3 yrs Personal Information Protection Act Article 15.1 Obtaining the Consent of an Owner of Information and Small Library material mangement system (KOLASYS-NET II) Operation Guidelines User identification for Small Library users, making announcements (Essential items) Name, address(work), E-Mail, cellphone number(contact number), ID, password, title, related information
(Optional) name of department
Database of Chaekeum Service (Library one service) users Until canceling the membership Clause 1 of Article 15 of the Personal Information Protection Act (Consent of data subjects) Provision of the Chaekeum Service (Library one service) (Essential items) Name, email, cellphone number(contact number), membership number, CI(other) ID, password
NLK Integrated Service users 2 yrs website terms and conditions of use Management of the library users and provision of customized information service

1. Korean residents
(Essential items) ID, password, Name, email, contact number (or cellphone number), gender, date of birth, address,legal representative
(Optional) SMS notificaton status, purpose of use, mailing service, academic information

2. Korean residents (the disabled)
(Essential items) ID, password, Name, email, contact number (or cellphone number), gender, confirmation of registration as a disabled person, date of birth, address
(Optional) degree of disability, assistive technology device registration, SMS notification status, purpose of use, mailing service

3. Foreigners
(Essential items) ID, password, Name, email, contact number (or cellphone number), gender, date of birth, address
(Optional) purpose of use, field of interest

4. Member institutions (apply for library code)
(Essential items) Name of library, person in charge, department, type of library, address, phone number, email, application date, applicant institution, number of books, reason for application, password, documentary evidence submission method
(Optional) business registration number, website address, fax no., library opening/closing days

Database of participants to librarian training Semi-permanent Libraries Act Article 19 and Enforcement Decree of the Talent Development for Public Officials Act Article 44 Management of the training history of training participants (Essential items) Name, E-Mail, contact number, date of birth, gender, place of employment and department, title, responsibilities, certification, appointment date
Database of lecturers for librarian training 30 yrs Libraries Act Article 19 and Enforcement Decree of the Talent Development for Public Officials Act Article 44 Management of internal/external lecturers for librarian training (Essential items) Name, date of birth, gender, type, employment status, place of employment and department, title, etc. (optional) address, E-Mail, contact number, place of ployment, title,lecture subject, license plate number
Users of the KOLASYS-NET (Small Library Integrated Materials Management System) 3 yrs Clause 1 of Article 15 of the Personal Information Protection Act (Consent of data subjects) Management of the users of the KOLASYS-NET (Essential items) Name, address(home), E-Mail, cellphone number(contact number), date of birth(other) place of employment, ID, password
Users of the Video Studio of the Digital Library Media Center 1 yrs Clause 1 of Article 15 of the Personal Information Protection Act (Consent of data subjects) Management of the studio equipment and facility users (Essential items) Name, ID, contact number, previous experiences and production details, date of birth (optional) address, E-Mail, job and place of employment
Users of the Audio-Visual Studio of the Digital Library Media Center 1 yrs Clause 1 of Article 15 of the Personal Information Protection Act (Consent of data subjects) Management of the studio equipment and facility users (Essential items) Name, ID, contact number, previous experiences and production details, date of birth (optional) address, E-Mail, job and place of employment
Users of the International Network for Korean Studies Librarians (INKSLIB) Semi-permanent Clause 1 of Article 15 of the Personal Information Protection Act (Consent of data subjects) and the NLK’s internal regulations Operation of the International Network for Korean Studies Librarians (INKSLIB) (Essential items) Name, E-Mail, gender, place of employment and department, address, phone number, fax number (optional) whether or not receiving The Report on the Trend in Korean Studies Libraries, whether or not disclosing email address, the proportion of the work related Korean Studies in the person’s role at work)

A list of applicants for Monthly Parking Pass

5 yrs

Clause 1 of Article 15 of the Personal Information Protection Act (Consent of data subjects)

Identify applicants for Monthly Parking Pass, deliver matters of notification

(Essential) Name, ID, cellphone number, license plate number, car model, evidential documents

A applicants for the rental of wedding hall

3 yrs

Clause 1 of Article 15 of the Personal Information Protection Act (Consent of data subjects)

Identify applicants for the wedding hall, deliver matters of notification

(Essential) Name, date of birth, address, phone number, cellphone number, E-Mail, parents’ name

A list of applicants for community service

10 yrs

Clause 1 of Article 15 of the Personal Information Protection Act (Consent of data subjects)

Identify those who applied for community service, deliver matters of notification

(Essential) Name, gender, date of birth, address, phone number, cellphone number, E-Mail

(Optional) university name, license plate number, car model

National authority file

Semi-permanent

Personal Information Protection Law article 15 paragraph 1 sub-paragraph 3

Identifying domestic creators, providing search service and issuing International Standard Name Identifier (ISNI)

(Essential)
name of creator (Korean name, Chinese character, English name), official name of creation
(Optional)
the creator’s birth date, institution the creator belongs to, creator’s field of creation, creator’s consortium participant institution control number and identification number, figures related with the creator, groups related with the creator, creator’s URL, place of issue, publication year of creation, publisher of creation, co-author of creation, identification number, field of creation, subject name of work, full-text URL of work, role of creator

※ Personal information listed below can be automatically created and collected when using internet service.
- IP address, cookie, MAC address, service usage history, browsing history etc.
※ For more details on personal information files managed by the National Library of Korea, please visit www.privacy.go.kr (Personal Data Protection Laws in Korea: Comprehensive Support for Privacy Protection Portal of the Ministry of the Interior and Safety) → Regarding Personal Information → Requests for Access to Personal Information→ Catalog Service for Personal Information Files
Providing personal information to a third party
In principle, personal information is processed within range clarified as purpose of collecting, using personal information. The NLK does not process or provide personal information to a third party for other purposes without the data subject’s consent except for the following cases.
  • Upon a special approval by data subjects
  • In accordance with other laws
  • When it is believed to be necessary for the clear benefit for the life, health, and/or property of the data subject but a prior approval is unobtainable due to such reasons as the inability of the individual or his/her legal representative to express his/her intent or the inability to find out the whereabouts of the individual or his/her legal representative
  • When personal information is provided with anonymity for the purpose of statistical analysis or academic research
  • When it is determined through the deliberation of the personal information protection committee that it is impossible to perform certain activities required by law unless such information is made available for such exceptional causes or to the third party
  • When it needs to be provided to foreign governments or international organizations in order for international treaties/agreements to be implemented
  • When it is needed for criminal investigation and/or prosecution
  • When it is needed for court hearings; and
  • When it is needed for the execution of court rulings such as imprisonment and protective disposition
The NLK does not provide registered personal information files to a third party except for in cases mentioned under paragraph 1.
In case personal information is provided to a third party in accordance with paragraph 1, the NLK will notify/inform the data subject in accordance with law.
contracting out processing of personal information
For efficient processing of personal information, the NLK is contracting out processing of personal information as follows.
Use and provision of personal information
Division consigning the work Work outsourced Information disclosed Outsourcing period Company Management status inspection results
Name Person in charge Contact
Information Technology Division
Maintenance of the computer system and information commons in 2019
Members and staff database, database usage record and system usage record (for work)
Until termination of contract
Sysone
Jun-ho Jang
02-3483-8890
No issues
Information Technology Division
Maintenance of computer equipment including network in 2019
All personal information stored in staff PC
Until termination of contract
ITballey
Tae-seok Park
02-590-6293
No issues
Information Technology Division
Sending notification messages
Mobile phone number
Until termination of contract
BIZTALK
Hyeon-sup Kim
02-552-0931
No issues
Information Technology Division
Operating the National Library of Korea’s webpage
Member database, regular parking pass·wedding hall·volunteer activity applicant list, librarian training attendee·lecturer database, overseas Korean studies librarian database, digital library video·audio studio rental applicant list
Until termination of contract
Daumsoft
Byeong-guk Kim
02-590-6394
No issues
Information Technology Division
Operating technology information centers of public libraries
Library One Service user database, KOLASYS-NET operator and user list
Until termination of contract
eco, Korea Advanced Integration Technology
Min-cheol Jeon
02-3483-8840
No issues
When signing contract on consignment, the NLK clarifies on contract document responsibilities regarding the ban on processing personal information for purposes other than carrying out the consigned task, technical protection measures, restrictions on reconsignment, supervision, conpensation for damages etc. and supervises the processing of personal information.
In case there are changes in the consigned task or consignee, the NLK will notify in accordance with the guideline on processing personal information without delay.
rights and duties of data subjects and legal representatives and ways of exercising them
  • Data subjects can exercise their right and request to the NLK to access, revise, delete, suspend processing of personal information.
  • Data subjects can exercise their rights in accordance with paragraph 1 by following Personal Information Protection Law enforcement regulation enclosure no.8 and requesting in written form (by letter, email, FAX etc.). The NLK will promptly respond to the request (download the form).
  • Data subjects can have a representative including a legal representative of the data subject exercise their rights in accordance with paragraph 1. In this case, you have to submit power of attorney written in accordance with Personal Information Protection Law enforcement regulation enclosure no.11 (download the form).
  • Data subject’s right to make request to view and suspend processing of personal information can be restricted in accordance with Personal Information Protection Law article 35 paragraph 5, article 37 paragraph 2.
  • If clarified in another law that the specific personal information is to be collected, data subject cannot request to delete the information.
  • When there is a request to view, revise/delete, suspend processing of personal information, the NLK checks whether the person who made the request is the data subject himself/herself or a justifiable representative.
Destruction of personal information
The NLK destroys personal information immediately when the retention period is exceeded, the goal of processing the information is achieved and the information is no longer needed.
When it is necessary to preserve personal information continuously in accordance with a different law after the retention period is exceeded or the goal of processing the personal information is achieved, the personal information (or personal information file) is moved to a separate database or another storage space.
The procedure and method of destroying personal information are as follows.
  • Procedure of destroying personal information
    The NLK has to establish a plan for destroying personal information (or personal information file). The NLK selects personal information (personal information file) to destroy, gets approval from staff in charge of personal information protection and destroys the personal information (personal information file).
  • Method of destroying personal information
    The NLK destroys personal information recorded/stored in digital form in a way that the information cannot be restored and pulverizes or incinerates personal information recorded/printed on paper document.
Measures to guarantee the security of personal information
The National Library of Korea is taking the following measures to secure safety of personal information.
  • Administrative measures : establish/implement management plan, educate staff regularly etc.
  • Technical measures : control access authority such as personal information processing system, install access control system, encode identification information etc., install security program
  • Physical measures : restrict access to data processing room, information storage room etc.
Installation·operation of automatic personal information collecting device
To provide customized service to its users, the NLK uses ‘cookies’ that stores and retrieves information frequently.
Cookies are a small amount of information sent from the server (http) used for operating the website to user’s computer browser. They are stored in a hard disk in user’s PC.
  • A. Purpose of using cookies : Cookies are used to grasp services and websites used, searched key words, whether the user has secure connection etc. to provide optimal information to users.
  • B. Installation, operation of cookies and refusal : You can refuse to save cookies by setting options (tools > internet option > personal information).
  • C. If you refuse to save cookies, you may encounter difficulties when using customized services.
Staff in charge of personal information protection
The NLK appoints a staff in charge of personal information protection to process personal information, handle complaints from data subjects, relieve damage etc.
Staff in charge of personal information protection
  • Name : Lee Jongmin
  • Position : Information System Operation Director
  • Phone : 02-590-6310 (※ You will be transferred to the department in charge of personal information protection)
  • Fax : 02-590-0577
  • E-mail : privacy@mail.nl.go.kr
Staff in charge of personal information protection
  • Department : Information Technology Division
  • Staff in charge : Lee Jeongho
  • Phone : 02-590-6310
  • Fax : 02-590-0577
  • E-mail : privacy@mail.nl.go.kr
Data subjects can contact staff and department in charge of personal information protection to inquire about personal information protection matters, make request, request for damage relief etc. when using the NLK’s service (or project). The NLK will respond to your request without delay.
Request access to personal information
Data subjects can request for access to personal information to the department below in accordance with Personal Information Protection Act article 35. The NLK will take immediate actions in response to users’ requests.
Request access to personal information
Personal information file name Name of division Person in charge Contact
Phone Fax Email
KOLASYS-NET user list
KOLASYS-NET operator list
KOLASIA user list
Information Technology Division
Sang-hyeon Han
02-3483-8877
02-590-0577
cfss24@korea.kr
Library One Service database
Information Technology Division
Chae-hyeok Lee
02-590-0727
02-590-0577
konos_lch@korea.kr
National Library of Korea member database
Information Technology Division
Eun-bi Seo
02-3483-8898
02-590-0577
silverbee7841@korea.kr
Librarian training attendee database, librarian training lecturer database
Librarian Training & Culture Division
Jeong-hye Seo
02-590-0555
02-590-0557
kiraina@korea.kr
Digital library video studio rental application form
Digital library audio studio rental application form
Digital Library Service Division
Su-jin Lee
02-590-6306
02-590-0665
lsujin@korea.kr
Overseas Korean studies librarian database
International Cooperation & Public Relations Team
Hae-yong Lee
02-590-6327
02-590-6329
hylee12@korea.kr
List of regular parking permit applicants
General Affairs Division
Younng-ki Song
02-590-0523
02-590-0530
yksong93@korea.kr
List of wedding hall rental applicants
General Affairs Division
Sang-hoon Keum
02-590-0534
02-590-0530
shkeum@korea.kr
List of volunteer activity applicants
Collection Management & Service Division
Ji-young Lee
02-3483-8832
02-590-0607
jylee108@korea.kr
National authority files
Bibliographic Control Division
Min-sang Song
02-590-6367
02-590-0621
sms1920@korea.kr
Data subjects can also request for access to personal information on the Ministry of Public Administration and Security’s ‘Portal for supporting personal informaion protection’ website (www.privacy.go.kr).
※ the Ministry of Public Administration and Security’s ‘Portal for supporting personal informaion protection’ → civil complaints on personal information → request for access to personal information etc. (I-PIN is neeeded for identification)
Remedial measures for infringement of rights
Data subjects can inquire about damage relief for private information infringement, consultation etc. to the institutions listed below.
The institutions below do not belong to the NLK. Please contact the institutions if you are not satisfied with the NLK’s services for handling complaints and relieving damage or need more help.
Center for personal information infringement matters (run by Korea Internet & Security Agency)
  • Responsibilities : reporting violation of privacy rights, consultations
  • Website : privacy.kisa.or.kr
  • Tel : 118 without exchange number
  • Address: (58324) 9 Jinheung-gil (Bitgaram-dong 301-2) , Naju-city, Jeollanam-do. Personnal Information Breach Report Center 3rd floor.
Personal Information Dispute Mediation Committee
  • Responsibilities : making a request for mediation of conflicts regarding personal information issues or conflicts between groups (civil remedies)
  • Website : kopico.go.kr
  • Tel : (without country code) 1833-6972
  • Address: (03171) 4F, Seoul Government Complex, 209 Sejong-daero (Sejong-ro), Jongno-gu, Seoul, Republic of Korea
Supreme Prosecutors’ Office Cyber Investigation Division : 1301 without exchange number, cid@spo.go.kr (www.spo.go.kr)
National Police Agency Cyber Terror Investigation: 182 without exchange number (cyberbureau.police.go.kr)
The revised regulation on personal information processing
This regulation shall take effect on Sep 21, 2018