(Company) Next Intelligence Dot AI (hereinafter referred to as “the Company”) places great importance on the protection of customers' personal information and processes personal information lawfully and manages it safely in compliance with relevant laws, including the major law on personal information protection, the “Personal Information Protection Act.”
The “Company” has established a personal information processing policy to protect the personal information of members, and this is specified on the homepage and app to inform members about how their personal information provided to the Company online is used and what measures are taken to protect personal information. The Company’s personal information processing policy contains the following information.
This personal information processing policy describes how the information collected from users visiting the Office Mail website (hereinafter referred to as “the Office Mail Site”) and users of the Office Mail service app (hereinafter referred to as “the Office Mail App”) is used and protected.
This personal information processing policy is always made public so that members can read the full text if necessary. When the personal information processing policy is revised, members will be notified in a way that makes it easy to understand the details of the revisions and the reasons for the changes.
Purpose of processing personal information
The office mail service and app process personal information for the following purposes. Processed personal information will not be used for any purpose other than the ones stated below, and prior consent will be sought if the purpose of use changes.
Membership registration and management: Personal information is processed for purposes such as confirming intent to register, identifying and authenticating individuals based on membership services, maintaining and managing membership qualifications, preventing misuse of services, preserving records for various notifications, handling complaints, and dispute resolution.
Providing goods or services: Personal information is processed for purposes such as service provision, invoice issuance, content provision, providing tailored services, verifying identity, age verification, and billing and settlement.
Providing and improving AI services: Personal information is processed for the provision of services such as AI-based content auto-summarization, multilingual translation, smart sorting and organization, information extraction, intelligent search, and analysis of de-identified data to enhance the quality and performance of AI models, as well as provide personalized AI services and improve user experience, detect AI service errors, identify security threats, and ensure system stability.
Utilization for marketing and advertising: Personal information is processed for purposes such as developing new services (products) and providing tailored services, offering information about events and advertisements, confirming service validity, understanding access frequency, and gathering statistics regarding members' service use.
The items of personal information collected
“The company” collects the following personal information to provide services:
Required Information
Name, email address, password
Service usage history, access logs, access IP information
Information collected related to AI services
Text data entered during the use of the service (such as email content)
Patterns of AI service usage
User reactions and feedback on AI service outputs
Language settings, search keywords
Automatically collected information
Device information (OS, browser type and version, screen resolution, etc.)
Service usage statistics
Processing and retention period of personal information
The office mail service processes and retains personal information within the period of personal information retention and use as stipulated by law or within the period agreed upon when collecting personal information from the data subject.
The specific processing and retention periods for personal information are as follows:
Member Information
Retention period: Until member withdrawal
After withdrawal: Immediately deleted (however, if retention is required under relevant laws, it will be kept for that period)
Information related to AI services
Input data: Until the purpose of service provision is achieved (up to 1 year)
De-identified learning data: Retained for 3 years for the purpose of improving the AI model
Usage pattern analysis data: Retained for 2 years and then deleted
Retention under relevant laws
Records regarding contracts or withdrawals of offers: 5 years (Electronic Commerce Act)
Records regarding payment and supply of goods: 5 years (Electronic Commerce Act)
Records regarding consumer complaints or dispute resolution: 3 years (Electronic Commerce Act)
Service usage records: 3 months (Telecommunications Privacy Protection Act)
Detailed personal information processing related to artificial intelligence services
Purpose and Method of Processing
Service Provision: Providing results such as summaries, translations, and classifications by analyzing the data entered by the user in real-time
Quality Improvement: Enhancing the accuracy and performance of artificial intelligence models using de-identified data
Personalization: Providing tailored services by analyzing user usage patterns
Data Processing Principles
Collection of Minimum Data: Processing only the minimum information required for service provision
Purpose Limitation: Using only within the scope of the purpose of collection, and deleting immediately after achieving the purpose
De-identification Processing: Removing information that can identify individuals and utilizing it as training data
Enhancing Security: Protecting personal information by encrypting during transmission and storage
User Rights
Right to Refuse Processing: Users can refuse or suspend the use of AI services
Right to Data Deletion: Users can request the deletion of their input data
Right to Confirm Processing Status: Users can check the status of personal information processing
Provision of personal information to third parties
The office mail service processes personal information of the data subject only within the scope specified for the purpose of processing personal information, and provides personal information to third parties only in cases that fall under Article 17 and Article 18 of the Personal Information Protection Act, such as with the consent of the data subject or special provisions of the law, and does not provide personal information of the data subject to third parties in other cases.
The office mail service does not provide personal information of the data subject to third parties beyond the scope specified for the purpose of processing. However, in the following cases, it may provide to third parties.
When separate consent is obtained from the data subject
When there are special provisions in other laws
When the data subject is in a state where they cannot express their intention or cannot receive prior consent due to unknown address, etc., and it is recognized as necessary for the urgent life, body, or property interests of the data subject or a third party
When it is necessary for purposes such as statistical preparation and academic research, and personal information is provided in a form that cannot identify a specific individual
When it is not possible to perform the duties specified by other laws without using personal information for purposes other than those intended or providing it to a third party, and it has undergone the review and decision of the Personal Information Protection Commission
When it is necessary to provide to foreign governments or international organizations to implement treaties or other international agreements
When it is necessary for the investigation of crimes and the filing and maintenance of prosecutions
When it is necessary to perform court adjudication work
When it is necessary for the execution of sentences and protective measures
Personal information processing委托
The Office Mail service entrusts the processing of personal information as follows to ensure smooth handling of personal information.
The Office Mail service specifies in a document such as a contract, in accordance with Article 26 of the 'Personal Information Protection Act' at the time of signing the entrustment contract, matters related to the prohibition of processing personal information beyond the purpose of performing entrusted tasks, technical and managerial protective measures, restrictions on re-entrustment, management and supervision of the trustee, and liability for damages. It also supervises whether the trustee processes personal information safely.
If the content of the entrusted task or the trustee changes, we will disclose it promptly through this personal information processing policy.
Special provisions regarding the entrusted AI service:
Data encryption during transmission: All data is processed in an encrypted format during transmission.
Obligation for depersonalization: Personal identification information is removed before processing.
Data retention limitations: Data will be deleted immediately after achieving the purpose of service provision.
Notification when transmitted abroad: In cases where personal information is transmitted abroad, prior notice and consent will be provided.
Next Intelligence Inc. does not provide personal information to other businesses abroad. However, it is entrusted for the operation of information systems, billing, customer support, etc. We implement management and supervision to ensure that the entrusted tasks are securely managed.
The procedure and method for the destruction of personal information
The office mail service destroys personal information without delay when it is no longer necessary, such as when the retention period has expired or the purpose of processing has been achieved.
If the retention period for personal information obtained from the data subject has expired or if the purpose of processing has been achieved, but other laws require the continued preservation of personal information, the relevant personal information will be moved to a separate database (DB) or preserved in a different location.
Destruction Procedure: Information entered by users is moved to a separate DB (or separate documents in the case of paper) after the purpose is achieved and is stored for a certain period according to internal policies and other related laws, or it may be destroyed immediately. At this time, the personal information moved to the DB will not be used for any purpose other than as required by law.
Destruction Method: Personal information recorded and stored in electronic file format is destroyed in such a way that the records cannot be recreated, and personal information recorded and stored in paper documents is shredded or incinerated to be destroyed.
Destruction of Data Related to Artificial Intelligence Services:
Input Data: Deleted immediately upon completion of service provision or upon user request
Anonymized Learning Data: Completely deleted in an unrecoverable manner upon expiration of the retention period
Data Reflected in the Model: Completely removed prior version data upon model updates
Rights, obligations, and methods of exercise for the data subject and legal representative
Users (service users) can exercise the following rights as the subject of personal information.
Users can exercise their rights to access, correct, delete, or stop processing personal information with Next Intelligence AI Co., Ltd. at any time.
The exercise of rights under paragraph 1 can be done with Next Intelligence AI Co., Ltd. in accordance with Article 41 (1) of the Enforcement Decree of the Personal Information Protection Act, through written, email, or fax communications, and Next Intelligence AI Co., Ltd. will take action without delay.
The exercise of rights under paragraph 1 can be done by a representative who has been delegated by the information subject. In this case, you must submit a power of attorney in accordance with Form No. 11 of the Enforcement Rules of the Personal Information Protection Act.
Requests for access to and stopping the processing of personal information may be restricted under Article 35 (5) and Article 37 (2) of the Personal Information Protection Act.
Requests for correction and deletion of personal information cannot be made if the personal information is specifically stated as a subject of collection in other laws.
Next Intelligence AI Co., Ltd. will verify whether the person making the access request, correction, deletion, or processing stop request is the individual themselves or a legitimate representative.
Rights related to artificial intelligence services
The data subject can exercise the following additional rights regarding artificial intelligence services:
Right to refuse AI learning: You can refuse the use of personal information for AI model training.
Right to data portability: You can request the transfer of personal data generated during the use of AI services.
Right to object to automated decision-making: You can challenge the results of automated processing by AI.
Right to transparency: You can request an explanation of how personal information is processed in AI services.
The installation, operation, and rejection of personal information automatic collection devices.
Next Intelligence Dot AI uses 'cookies' to store user information and retrieve it regularly to provide individual customized services.
A cookie is a small amount of information that a server (http) sends to a user's computer browser while operating a website and may be stored in the hard disk of users' PCs.
Purpose of using cookies: The purpose of cookies is to provide optimized information to users by understanding the visit and usage patterns of each service and website visited, popular search terms, security connection status, and AI service usage patterns.
Installation, operation, and rejection of cookies: You can refuse to save cookies through the option settings in the Tools > Internet Options > Privacy menu at the top of your web browser.
If you refuse to save cookies, you may experience difficulties in using personalized services.
The office mail service automatically collects the type of device you are using, operating system version, and device unique identification number when members use the office mail app service.
Mobile analytics: Next Intelligence Dot AI uses mobile analytics software to better understand the functionality of the office mail application on mobile devices. This software can record information such as application usage frequency, incidents occurring within the application, aggregated usage, performance data, error information, and statistics on AI service usage.
Designate a Personal Information Protection Officer
Next Intelligence Dot A.I. Co., Ltd. is responsible for overseeing the handling of personal information and has designated the following Personal Information Protection Officer to address complaints from data subjects and provide remedies related to the processing of personal information.
Information Protection Officer
Name: Lee Seok-min
Position and Title: CEO
Contact: support@officemail.io
Personal Information Protection Department
Department Name: Customer Support Team
Manager: Oh Yo-han
Contact: support@officemail.io
Information Protection Officer
Name: Lee Seok-min
Position and Title: CEO
Contact: support@officemail.io
Personal Information Protection Department
Department Name: Customer Support Team
Person in Charge: Oh Yo-han
Contact: support@officemail.io
All customers using the office mail service can contact the Chief Privacy Officer and the responsible department regarding all inquiries, complaint handling, and damage relief related to personal information protection that arise while using the services (or business) of Next Intelligence.ai.
Next Intelligence.ai will respond to and handle inquiries from data subjects without delay.
Technical/managerial protective measures related to personal information protection
Members' personal information is fundamentally protected by the member's ID and password, and the company has established the following technical/administrative measures to ensure the safety of personal information so that it is not leaked, altered, or damaged.
Technical Measures
The member account password is stored in an encrypted format, so only the member knows it. Therefore, checking and modifying personal information that requires account login is only possible for the member who knows their ID and password.
The company regularly backs up data to prepare for potential harm to personal information, and uses the latest antivirus programs to prevent the leakage or damage of members' personal information or data by computer viruses.
In cases such as payments, the company adopts security measures to securely transmit personal information over the network.
The company uses an intrusion prevention system (firewall) to control unauthorized access from the outside to prevent information leakage due to hacking, and is making every effort to equip all possible technical measures to ensure system-level security.
Administrative Measures
The company will verify the identity of the member in the best possible way when handling personal information due to requests for password resets and will do its utmost to ensure that the information is processed securely.
The company restricts access rights to personal information to the person in charge of personal information protection and other personnel performing personal information management tasks, as well as others for whom processing personal information is unavoidable, and constantly emphasizes compliance with the personal information processing policy through regular training for employees handling personal information.
Report and dispute resolution related to personal information
The data subject (member) can apply for dispute resolution or consultation from the Personal Information Dispute Mediation Committee, the Korea Internet & Security Agency's Personal Information Infringement Reporting Center, etc., to receive remedies for personal information infringement. For other reports or consultations regarding personal information infringement, please contact the institutions listed below.
Personal Information Dispute Mediation Committee: (without area code) 1833-6972 (www.kopico.go.kr)
Personal Information Infringement Reporting Center: (without area code) 118 (privacy.kisa.or.kr)
Supreme Prosecutors Office: (without area code) 1301 (www.spo.go.kr)
Korea National Police Agency: (without area code) 182 (ecrm.cyber.go.kr)
Change of Privacy Policy
This privacy policy will take effect from the effective date, and any changes in accordance with laws and policies, including additions, deletions, and corrections, will be notified through announcements at least 7 days prior to the implementation of the changes.