The World Local Government Climate Summit (hereinafter referred to as "Climate Summit") is an event organized by Gyeonggi Province and ICLEI. All personal information handled by the Climate Summit is collected, retained, and processed in compliance with the relevant provisions of the Personal Information Protection Act and other applicable laws.

The Climate Summit has established the following policy to protect the rights and information of participants and individuals and to facilitate the resolution of any issues related to personal information. In particular, websites that process
personal information for the Climate Summit operate under a separate "Privacy Policy" in accordance with Article 30, Paragraph 1 of the Personal Information Protection Act and Article 31, Paragraph 1 of the Enforcement Decree of the same Act. If there are any changes to this privacy policy, the Climate Summit will disclose the implementation date and the revised content in a way that allows users to easily compare the changes before and after.

1. Purpose of Personal Information Processing

A. Purpose of Collecting and Using Personal Information
We collect and use only the minimum personal information necessary for services and guidance related to the personal information processing policy on our website.- The collected information is used for providing guidance on participation, attendance, events, and services related to the summit.

※ The collected personal information will not be used for any purpose other than those stated above. If the purpose of use changes, we will obtain prior consent.

※ Photos and videos may be taken on-site at the Climate summit for documentation purposes, and these materials may be used for exhibition promotion and marketing.

2. Categories of Personal Information Processed

A. Collected Information

1) Participation in the summit

Required Information:
First name, Last name, Job title / position, Organisation, Department, Regional information, Sex, Mobile number, Email address, Presenter, Accommodation request, Organization type, Pre-Event Attendance, summit Participation Schedule, Dietary restrictions, Accessibility requirements, Visa request (overseas participants only)

※ Photos and videos taken at the Climate summit by the host/organizing committee may be used as promotional materials for the exhibition.

3. Retention and Processing Period of Personal Information

A. Retention and Usage Period of Personal Information

1) summit Participation:
Personal information will be retained for three (3) years after the conclusion of the respective year's summit. However, if a request for deletion is made, the information will be deleted immediately.
2) summit Management:
To ensure the continuous development and management of the summit, non-identifiable personal information such as affiliated organization and email address may be retained for five (5) years, unless a deletion request is made.
Upon request for deletion, the information will be erased immediately.

B. Retention of Information in Accordance with Relevant Laws
If the retention of certain personal information is required by relevant laws, the information will be stored for the legally mandated period and will only be used for the specified purposes as stipulated by the applicable regulations.
4. Provision of Personal Information to Third Parties

The Climate summit strictly processes personal information within the scope specified for collection and usage purposes. Personal information will not be processed beyond its original purpose or provided to third parties without the prior consent of the data subject, except in the following cases:

- When separate consent is obtained from the data subject.
- When required by law or explicit legal provisions.
- When the data subject or their legal representative is unable to express intent (e.g., due to an unknown address), and providing the information is deemed necessary for the urgent protection of life, physical safety, or property of the data subject or a third party.
- When the data is provided for statistical or academic research purposes, ensuring that the information is not identifiable to specific individuals.
- When the use of personal information beyond its original purpose or its provision to third parties is necessary for carrying out legally mandated tasks, and such action has been reviewed and approved by the Personal Information Protection Committee.
- When it is necessary for fulfilling treaties or other international agreements by providing the information to foreign governments or international organizations.
- When necessary for criminal investigations, prosecution, or legal proceedings.
- When required for judicial proceedings and court rulings.
- When necessary for the execution of penalties, correctional measures, or protective custody orders.

5. Delegation of Personal Information Processing

The Climate summit does not entrust the processing of personal information to third parties without the explicit consent of the user. However, with the user’s consent, the Climate summit entrusts certain personal information processing tasks as follows:
When entering into an outsourcing contract, we clearly stipulate compliance with personal information protection laws, prohibition of third-party provision, and liability obligations in the contract. These agreements are documented in both written and electronic formats.
If there are any changes to the entrusted companies, we will notify users through announcements and updates to this Privacy Policy.
6. Rights and Obligations of Data Subjects and Methods of Exercise

Data subjects have the following rights, and legal guardians of children under the age of 14 may request access, correction, deletion, or suspension of processing of the child’s personal information.

A. Request for Access to Personal Information
Data subjects may request access to their personal information retained by the Climate summit in accordance with Article 35 (Access to Personal Information) of the Personal Information Protection Act. However, access may be restricted under Article 35, Paragraph 4 of the Act in the following cases:
1) If access is prohibited or restricted by law.
2) If access is likely to harm another person’s life or physical safety or unfairly infringe upon another person’s property or interests.
3) If access may significantly hinder the performance of duties by a public institution, including but not limited to:
- Tax assessment, collection, or refund procedures.
- Examinations related to academic credentials, skills, employment, or qualification assessments.
- Ongoing evaluations or judgments related to compensation, benefits, or allowances.
- Audits and investigations conducted in accordance with other laws.

B. Request for Correction or Deletion of Personal Information
Data subjects may request correction or deletion of their personal information retained by the Climate summit in accordance with Article 36 (Correction and Deletion of Personal Information) of the Personal Information Protection Act. However, if the personal information is explicitly designated for collection under other laws, deletion may not be requested.
When the Personal Information Protection Officer receives a request for correction or deletion, the officer must investigate the request and take necessary action, such as correction or deletion, within 10 days, unless there is a valid reason for refusal. The result of the request will be communicated to the data subject.

C. Request for Suspension of Personal Information Processing
Data subjects may request suspension of the processing of their personal information retained by the Climate summit in accordance with Article 37 (Suspension of Processing, etc.) of the Personal Information Protection Act. However, the request may be denied under Article 37, Paragraph 2 in the following cases:
- If there are special legal provisions or if processing is unavoidable to comply with legal obligations.
- If suspending processing may harm another person’s life or physical safety or unfairly infringe upon another person’s property or interests.
- If suspending processing prevents a public institution from carrying out legally mandated duties.
- If suspending processing makes it difficult to fulfill a contract (such as providing a service agreed upon with the data subject), and the data subject has not clearly expressed an intention to terminate the contract. The Personal Information Protection Officer must take appropriate measures, such as destroying the relevant personal information or taking other necessary actions, within 10 days of receiving the request, unless there is a valid reason for refusal. The result of the request will be communicated to the data subject.

7. Disposal of Personal Information

The Climate summit follows the principle of promptly disposing of personal information once the purpose of processing has been achieved. Personal information will be destroyed within three (3) months of fulfilling its intended purpose. The disposal procedures, timeline, and methods are as follows:

A. Disposal Procedure
Once the purpose of the collected personal information has been achieved, the information is immediately moved to a separate storage location and kept for a specified period in accordance with internal policies and relevant laws before being destroyed. Personal information stored separately will not be used for any other purpose unless required by law.

B. Disposal Timeline and Method
Personal information will be immediately destroyed when its retention period expires or when it is deemed unnecessary due to fulfilling its purpose, discontinuation of relevant services, or business closure. Electronic files will be permanently deleted using technical methods that prevent data recovery. Printed documents containing personal information will be shredded or incinerated to ensure complete destruction.
8. Measures to Ensure the Security of Personal Information

The Climate summit takes the following technical and administrative measures to prevent loss, theft, leakage, alteration, or damage of personal information and ensure its security.

A. Minimization and Training of Personnel Handling Personal Information
Only essential personnel are authorized to handle personal information, and their responsibilities are clearly defined and managed. All personnel handling personal information receive regular training on secure management practices.

B. Restriction of Access to Personal Information
Access to personal information in the database system is restricted based on user authorization levels. Intrusion prevention systems are used to block unauthorized access from external sources.

C. Secure Storage and Encryption of Personal Information
Personal information is securely stored and managed to prevent unauthorized access or data breaches. Sensitive personal data is encrypted during both storage and transmission, with additional security measures applied as needed.

D. Protection Against Hacking and Malware
Security software is installed to prevent hacking, computer viruses, and cyber threats. The software is regularly updated and monitored to maintain security.

E. Physical Access Control
The physical storage locations of personal information systems are separately designated. Strict entry control procedures are established and enforced to prevent unauthorized access.

9. Personal Information Protection Officer and Contact Information
The World Local Governments Climate Summit (WLGCS) Secretariat is responsible for the management and protection of personal information. If you have any inquiries or requests regarding personal data, please contact the designated officer below:
- Personal Information Protection Officer & Contact Person:
World Local Governments Climate Summit Secretariat
- Email: 2025wlgcs@gmail.com
10. Remedies for Infringement of Rights

If a data subject suffers damage due to a personal information breach, they may seek dispute resolution or consultation through the following organizations:
- Personal Information Dispute Mediation Committee: www.kopico.or.kr
- Personal Information Infringement Report Center: privacy.kisa.or.kr
- Supreme Prosecutors’ Office Cybercrime Investigation Unit: cybercid@spo.go.kr
- Korean National Police Agency Cyber Terror Response Center: www.netan.go.kr
Additionally, if a public institution takes action (or fails to take action) regarding requests for access, correction, deletion, or suspension of personal information processing, and such action infringes upon the rights or interests of the data subject, they may file an administrative appeal in accordance with the Administrative Appeals Act.
- Central Administrative Appeals Committee: www.simpan.go.kr.

11. Changes to the Privacy Policy

- Date of Last Revision: February 13, 2025

Personal Information Protection Policy
1) Entrusted Company: Seojin Infotech Co., Ltd.
2) Entrusted Information:
First name, Last name, Job title / position, Organisation, Department, Regional information, Sex, Mobile number, Email address, Presenter, Accommodation request, Organization type, Pre-Event Attendance, summit Participation Schedule, Dietary restrictions, Accessibility requirements, Visa request (overseas participants only)
3) Purpose of Entrusted Processing:
- Operation and management of the World Local Governments Climate Summit (WLGCS).
- Promotion and marketing of the World Local Governments Climate Summit (WLGCS).
4) Retention and Usage Period: Until the termination of the outsourcing contract.