Agreement of Collection and Usage of Personal Information

Defense MICE Institute (DMI) establishes and operates the following privacy policy to protect the personal information of data subjects and to handle related grievances promptly and smoothly in accordance with Article 30 of the Personal Information Protection Act.

Article 1: Purpose of Processing Personal Information

DMI processes personal information for the following purposes. Personal information being processed will not be used for purposes other than the following, and if the purpose of use changes, necessary measures will be taken, such as obtaining separate consent in accordance with Article 18 of the Personal Information Protection Act.

1. Website Membership Registration and Management Personal information is processed for the purpose of confirming membership registration intention, identification and authentication for membership services, and maintaining and managing membership qualifications.
2. Provision of Goods or Services Personal information is processed for the purpose of service provision, sending contracts/invoices, and payment/settlement.
3. Marketing and Advertising Usage Personal information is processed for providing new and customized services, events and promotional information, participation opportunities, and advertisements. Also, the personal information may be used to contact the data subject for promoting goods or services.
4. Personal Information Collection Items and Status

• Required items: Login ID, company name, company phone number, representative name, representative phone number, representative email, company address, manager name, manager phone number, manager email, business type, industry type
• Optional items: Fax, website
• Retention basis: Consent to privacy policy upon membership registration (Personal information marketing use: 5 years)

Article 2: Processing and Retention Period of Personal Information

1. DMI processes and retains personal information within the personal information retention/use period stipulated by law or the personal information retention/use period agreed upon when collecting personal information from the data subject.
2. Personal information related to website membership registration and management is retained and used for 5 years from the date of consent to collection and use.

• Retention basis: Records of contract or subscription withdrawal, payment, supply of goods, etc.
• Related laws:
  1. Records of displays/advertisements: 6 months
  2. Records of contracts or subscription withdrawals: 5 years
  3. Records of payment and supply of goods: 5 years
  4. Records of consumer complaints or dispute resolution: 3 years
  5. Records of displays and advertisements: 6 months
  6. Records of contracts or subscription withdrawals, payments, supply of goods: 5 years
  7. Records of consumer complaints or dispute resolution: 3 years

Article 3: Provision of Personal Information to Third Parties

1. DMI processes personal information only within the scope specified in Article 1 (Purpose of Processing Personal Information) and may provide personal information to third parties in cases corresponding to Article 17 of the Personal Information Protection Act, such as consent of the data subject or special provisions of the law.
2. DMI may provide personal information to third parties as follows:

• Recipients of personal information: Korea Exhibition Industry Association, Korea Tourism Organization
• Purpose of use by recipients: Provide event-related information to Korea Exhibition Industry Association/Korea Tourism Organization
• Personal information items provided: ID, name, mobile phone number, email, workplace name (organization), regional classification

Article 4: Outsourcing of Personal Information Processing

1. DMI outsources personal information processing tasks as follows for smooth handling:

• (Outsourcer): DMI (Processor): Webmaker21 Co., Ltd.
• Content of outsourced tasks: InLEX KOREA website management
• Outsourcing period: Until termination of outsourcing contract

2. When concluding outsourcing contracts, the company specifies matters such as prohibition of personal information processing outside the purpose of performing outsourced tasks, technical and managerial protection measures, restrictions on re-outsourcing, management and supervision of processors, and liability for damages in documents such as contracts in accordance with Article 26 of the Personal Information Protection Act, and supervises whether processors handle personal information safely.
3. If the content of outsourced tasks or processors changes, we will promptly disclose it through this privacy policy.

Article 5: Rights and Obligations of Data Subjects and Their Exercise

1. Data subjects may exercise the following personal information protection rights against DMI at any time:

• Request for access to personal information
• Request for correction of errors
• Request for deletion
• Request for processing suspension

2. Rights under Paragraph 1 may be exercised against DMI through written documents, telephone, email, fax, etc., and DMI will take action without delay.
3. If the data subject requests correction or deletion of errors in personal information, DMI will not use or provide such personal information until the correction or deletion is completed.

Article 6: Destruction of Personal Information

1. DMI destroys relevant personal information without delay when it becomes unnecessary due to expiration of the retention period or achievement of the processing purpose.
2. If personal information must continue to be preserved in accordance with other laws despite the expiration of the agreed retention period or achievement of the processing purpose, such personal information will be moved to a separate database (DB) or stored in a different location.
3. The procedures and methods for destroying personal information are as follows:

• Destruction procedure: DMI immediately destroys personal information when destruction causes arise.
• Destruction method: Personal information recorded and stored in electronic file format is destroyed using methods such as DB data deletion to prevent record reproduction, and personal information recorded and stored in paper documents is destroyed by shredding or incineration.

Article 7: Measures to Ensure Safety of Personal Information

DMI takes the following measures to ensure the safety of personal information:

1. Administrative measures: Establishment and implementation of internal management plans, regular employee training, etc.
2. Technical measures: Management of access rights to personal information processing systems, access control, encryption of unique identification information, installation of security programs
3. Physical measures: Access control to computer rooms, data storage rooms, etc.

Article 8: Personal Information Protection Officer

1. DMI designates the following personal information protection officer to oversee tasks related to personal information processing and handle complaints and damage relief related to personal information processing:

1. Personal Information Protection Officer

• Officer: Director Bae Soon-keun
• Contact: 070-4210-5539
• Email: skbae@kdmi.kr

2. Personal Information Protection Manager

• Manager: Lee Se-wan, Secretary General
• Contact: 02-521-6694 / sarex87@kdmi.kr

2. Data subjects may inquire about all personal information protection-related matters, complaint handling, and damage relief that arise while using DMI's services (or business) to the personal information department. DMI will respond to and handle inquiries from data subjects without delay.

Article 9: Request for Access to Personal Information

1. Data subjects may request access to personal information in accordance with Article 35 of the Personal Information Protection Act to the department below. DMI will strive to process data subjects' requests for access to personal information promptly.

• Department receiving and processing personal information access requests: DMI

Article 10: Remedies for Rights Infringement

1. Data subjects may inquire about damage relief, consultation, etc., regarding personal information infringement to the following institutions:

• Personal Information Infringement Report Center: (No area code) 118 / privacy.kisa.or.kr
• Supreme Prosecutors' Office Cybercrime Investigation Division: 02-3480-3573 / www.spo.go.kr
• National Police Agency Cyber Security Bureau: (No area code) 182 / cyberbureau.police.go.kr

Article 11: Consent to Image Information (Photos and Videos, etc.) Shooting

1. Photos will be taken and videos will be recorded at the exhibition hall.
2. Purpose of shooting

• Promotion of this event and future exhibitions and conferences
• Attachment to press releases and documents related to the event
• Use in promotional materials for event promotion

3. The captured materials will not be used for other purposes.

 

1. Definition of Terms

A. “Exhibitor” refers to the person, company, institution or group, which has completed the payment under the stipulated contract for taking a stand at this Exhibition.

B. “Exhibition” refers to Korea Innovative Logistics and Defense Conference & Exhibition 2025(InLEX KOREA 2025) , scheduled to take place from June 18th (Wednesday) to June 20th (Friday), 2025.

The event schedule is subject to change based on military/governmental circumstances.

C. “Organizer” refers to Defense MICE Institute.

 

2. Exhibition Participation

A. Application

1) All exhibitors must fill out the Application for exhibition Booth form (referred to as “Application Form”) to participate in the Korea Innovative Logistics and Defense Conference & Exhibition 2025 (referred to as

“InLEX KOREA 2025”). The Application Form must be submitted with your signature or your company’s stamp to the organizer.

2) An invoice will be dispatched to the Exhibitor subsequent to the Organizer's verification of the Application Form . The Organizer reserves the right to cancel Exhibitors' participation within 15 days after the

verification of the Application Form for the following reasons: Failure to remit payment by the invoice due date. / Non-arrival of exhibits at the exhibition site on time or stands not being ready for the

exhibition by June 16th, 2025. / Unavailability of booth space. / Unsuitability of exhibits for the exhibition.

B. Payment

Full payment must be settled entirely within 5 days following the issuance of the invoice and shall be effected via bank transfer to Kookmin Bank account number 437601-01-471877 no later than the

application deadline, which is May 9th, 2025. All Exhibitors shall transfer the participation fee to the bank account designated by the Organizer following the schedule below. All remittance charges must be paid

by the Exhibitors.

C. Cancellation of Participation and Penalty

1) In the event that an Exhibitor cancels the use of all or part of the Exhibition space they have applied for, the Exhibitor must immediately notify the Organizer in writing of the cancellation or changes.

2) The cancellation penalty according to the timing of the notification in the preceding Clause 1 is as follows:

- Cancellation:

Before February 28, 2025 : 20% of the participation fee. / From March 1, 2025, to April 30, 2025 : 50% of the participation fee. / After May 1, 2025 : 100% of the participation fee.

- Reduction in space:

Before February 28, 2025 : Area reduction x Participation fee x 20% / From March 1, 2025, to April 30, 2025 : Area reduction x Participation fee x 50%

After May 1, 2025 : Area reduction x Participation fee x 100%

3) Participation fee must be paid within 5 days after receiving the invoice. Cancellation of participation and penalties shall comply with the exhibition participation regulations.

4) In the event that the Organizer cancels the exhibition, the Organizer shall refund the entire participation fee already paid to the Exhibitor. However, in cases where the cancellation or modification of the

Exhibition occurs due to force majeure events such as national crises, pandemics, natural disasters, or other special circumstances not attributable to the Organizer's fault, the participation fee shall not be

refunded. In such cases, the Exhibitor shall not be entitled to claim compensation from the Organizer.

 

3. Assignment of Exhibition Booth

A. Organizer has all rights to the booth assignment and Exhibitor may not object to the decision made. According to application and payment order. booth will be assigned considering country, item, size,

exhibition results and other reasonable matters.

B. The Organizer may change the allocated booth location in case the organizer acknowledges the necessity considering spacing harmony. viewing efficiency and exhibition effectiveness. Such change is under

discretion of the Organizer. and the Exhibitor Hall not object on the decision.

 

4. General Regulation

A. Organizer

1) The Organizer, reserves the right to change any rules and regulations to run the exhibition smoothly. Any dispute over the build-up and dismantling period or any matter not set forth in the manual which

occurs during the exhibition shall be resolved as determined by the Organizer. All Exhibitors must abide by the Organizer’s decision.

B. Exhibitors

1) The Exhibitors shall comply with all the rules and instructions, including the InLEX KOREA 2025 Exhibitor Manual. Exhibitors shall also be responsible for any damage caused by their employees, contractors, or

agents. During the build-up, dismantling or Exhibition period, in case facilities of the exhibition site are damaged by exhibitors, the damage will be compensated.

2) If the Exhibitor displays items not listed in the application or if displayed item does not fit the nature of the exhibition or conducts direct sales without approval from the Organizer, Organizer can request to

stop, withdrawal or dismantle. This case, participation fee is not refundable, and Exhibitor may not ask for compensation.

3) Exhibitor cannot use other area for the exhibit without prior approval from Organizer.

4) Exhibitor cannot use speaker or amplifier without approval Organizer and sales, or loud activities are strictly prohibited.

5) The Organizer may, if necessary, restrict access to the Exhibition venue for specific individuals.

6) The Exhibitor may not transfer, sell, or exchange all or any part of the allocated exhibition space without prior written consent from the Organizer.

7) The Exhibitor must operate and manage their exhibits within the confines that do not cause harm to other Exhibitors or visitors. In the event of causing harm, the Organizer reserves the right to order the

cessation of the Exhibition.

C. Liability and Insurance

Exhibitors are liable for any damage caused to building floors, walls, or column to standard or rented booth equipment and to other any other exhibitor’s property. Exhibitors also take the responsibility for the

damage caused by their employees, contractor, or agents. If damages are caused by an Exhibitor, he/she will be responsible for compensation. The Organizer will check the amount of compensation and

charge the Exhibitor accordingly. Although the Organizer will take all measures for the safety and security of Exhibition venue and surrounding area during the build-up, dismantling and exhibition periods, Exhibitors

must ensure not only against physical injury, but also property loss, including fire loss and theft. Organizer recommends all Exhibitors to hire security to prevent theft of exhibits for day and night, during the

build-up, dismantling, and exhibition periods. In addition, Organizer recommends Exhibitors obtain adequate insurance.

D. Censorship and Copyright of Audio-Visual Materials

All the audio-visual materials used in the Exhibition will be able to pass customs in Republic of Korea. However, Exhibitors will be fully responsible for any infringement of the copyrights occurring from the use

of these materials. Therefore, it is strongly recommended that Exhibitors check the copyright before using any kind of audio-visual material to prevent problems.

E. Fire Precaution and Safety

Smoking is strictly prohibited to prevent fire during the entire build-up, dismantling, and exhibition periods. Fire extinguishers will be placed in the designated area to be used in case of fire. If the special type

of extinguisher is needed, the Exhibitors must prepare the extinguisher at their own expense and place it around their exhibits. The Exhibitors who book raw space must build their booths with non-inflammable

materials for the floor, Exhibitors are encouraged to place at least one fire extinguisher on the stand. No electric heating appliance is allowed in the exhibition hall for fire precaution. The Organizer may request

corrective actions if necessary.

F. Sales within the Exhibition Hall

Sales activities are strictly prohibited in the Exhibition site. The Organizer can crack down the selling activities. Violation of this provision may result in a complete shut-down of the exhibitor’s booth, even

during the Exhibition. The Organizer will not take any responsibility of the loss inflicted by the shut-down.

G. Force Majeure

The Organizer may delay, shorten, or extend the number of Exhibition days for unforeseeable circumstances and inevitable reasons. When the schedule of the exhibition is rearranged due to inevitable reasons

or orders by authorities concerned, Exhibitors may cancel the participation. This case, participation fee is not refundable, and Exhibitor may not ask for compensation.

H. Removal of Waste Material

Each Exhibitor is responsible for cleaning the stand and removing debris, wrappers, packing and waste of all types, and structures resulting from construction/dismantles. Dumping food waste is prohibited in

the exhibition site. The materials stated above should not be of disturbance to the passengers on the aisle. The Exhibitors must cooperate with the officially contracted janitors to remove the waste materials

generated at the booth daily. If Exhibitor fails to fulfill their obligation for waste disposal, the Organizer may invoice the Exhibitor for the cost of waste disposal incurred by the Organizer.

I. Prohibition of Wreath and Flowerpot

No wreath and flowerpot are allowed to be brought into the exhibition hall, chalet, and the outdoor Exhibition area as they interfere with the visitor traffic flow of the Exhibition.

J. Catering

Cooking and using of gas or inflammable liquid are not allowed in the Exhibition site for safety reasons.

K. Value Added Tax (VAT)

According to the domestic tax law, all domestic companies, local branch offices, and companies registered in the Korean tax office must pay a VAT of 10%. Foreign companies who will pay with US Dollars

are exempted.

L. Dispute Resolution

Disputes arising between the Organizer and the Exhibitor regarding the interpretation of the Terms and Conditions or other disputes concerning the rights and obligations of both parties shall be resolved

through arbitration by the Korean Commercial Arbitration Board, and the arbitration decision shall be final and binding. Parties agree not to bring such disputes before a court of law.