Privacy Policy
Weaversmind Inc. (the “Company”) values the personal information of the employees who use the Weavers Group Meeting Room Reservation System (the “Service”) and complies with the Personal Information Protection Act of the Republic of Korea and related regulations. This policy explains what information the Service collects, how it is used and protected, and the rights available to users. The Service is an internal system provided to employees and authorized members of Weavers Group affiliates.
1. Personal Information Collected
| When | Items | Method |
|---|---|---|
| Sign-in (company SSO) | Employee SSO identifier, name, email address, department, profile image | Received from the company single sign-on system (Identity Hub) upon authentication |
| App settings | Preferred language, notification preferences, push notification token (device token) | Entered or generated when the user configures the app |
| Service use | Meeting room reservation details (title, date and time, room, memo, participant list), invitation responses, room-yield requests, favorite colleagues, email groups, notification history, AI assistant conversation content | Generated while using the Service |
| Automatic collection | Access logs (IP address, access time, browser/device information) | Generated automatically when accessing the Service |
The Service does not collect passwords (authentication is delegated to the company SSO), resident registration numbers, payment information, or any information from children under 14. It is not open to the general public.
2. Purpose of Use
- Identifying and authenticating employees through the company SSO
- Creating and managing meeting room reservations, participant invitations, and responses
- Sending notifications about reservations (push notifications, in-app notifications, and email including calendar invitations)
- Providing the in-app AI assistant for reservation-related questions
- Displaying the internal directory (name, department, email) to other employees
- Preventing unauthorized use and maintaining the security and stability of the Service
3. Retention and Use Period
- Personal information is retained while the user's account remains active (i.e., while the user is an employee or authorized member with a valid SSO account).
- When an account is removed, or upon a deletion request, personal information and service data linked to the account are deleted without undue delay.
- Access logs are retained for up to 3 months in accordance with the Protection of Communications Secrets Act.
4. Destruction of Personal Information
Personal information that has fulfilled its purpose or reached the end of its retention period is destroyed without undue delay. Electronic files are deleted using technical methods that make the records unrecoverable, and printed materials, if any, are shredded or incinerated.
5. Provision to Third Parties
The Company does not provide personal information collected through the Service to third parties, except when the user has given prior consent or when required by law.
6. Outsourcing and Overseas Transfer
To operate the Service, the following processing is entrusted to external providers, which involves transferring limited data overseas:
| Recipient | Country | Purpose | Items | Retention |
|---|---|---|---|---|
| Google LLC (Firebase Cloud Messaging) | United States | Delivery of push notifications | Push notification token, notification title/content | Until delivery is complete or the token is invalidated |
| OpenAI, L.L.C. | United States | Generating AI assistant responses (text and voice) | Conversation content entered into the AI assistant | Processed for response generation; subject to OpenAI's API data policy |
Users who do not wish to have their conversation content transferred may simply not use the AI assistant feature; all other functions of the Service remain fully available.
7. Cookies and Similar Technologies
The Service does not use cookies for advertising or behavioral tracking. The web app stores sign-in tokens and basic app settings (such as the last selected room or view) in the browser's local storage solely to provide the Service. These can be removed at any time by clearing the browser's site data, in which case a new sign-in is required.
8. Security Measures
- All communication between the app and the server is encrypted with TLS (HTTPS).
- Authentication is delegated to the company SSO; the Service does not store passwords.
- Access to reservation details marked as private is restricted to the reservation owner, its participants, and administrators.
- Server access is limited to a minimum number of authorized personnel, and systems are regularly backed up and monitored.
9. User Rights
- Users can view and correct their profile information in the app (More > Profile) or through the company SSO account management.
- Users may request access to, correction of, deletion of, or suspension of the processing of their personal information at any time by contacting the privacy officer below. Until a correction is completed, the affected information is not used or provided.
- Account removal follows the company's employee account lifecycle; upon removal, data is deleted as described in Section 3.
10. Privacy Officer and Contact
| Name | Affiliation | Contact | |
|---|---|---|---|
| Chief Privacy Officer | Yeonjoong Jung | Weaversmind Inc. | 1566-1023 · cs@weaversmind.com |
| Privacy Manager | Changhoon Seo | Weaversmind Inc. | 070-8891-8886 |
Users may also contact the following organizations to report or consult on privacy infringements:
- KISA Personal Information Infringement Report Center: 118 (privacy.kisa.or.kr)
- Supreme Prosecutors' Office Cyber Investigation Division: 1301
- National Police Agency Cybercrime Report: 182
11. Changes to This Policy
If this policy is amended, the changes will be announced through the Service at least 7 days before they take effect. For significant changes — such as changes to the items collected, the purpose of use, or provision to third parties — notice will be given at least 30 days in advance.
This policy applies only to the Weavers Group Meeting Room Reservation System and does not apply to information collected by external websites linked from the Service. For the company-wide privacy policy of Weaversmind Inc., please refer to the policy published on the respective service.