Privacy Policy
This English translation is for reference. If it differs from the Korean version, the Korean version prevails.
Ubis Customs Service (hereinafter the "Office") processes personal information lawfully and manages it securely, in compliance with the Personal Information Protection Act and related laws and regulations, in order to protect the freedom and rights of data subjects. In accordance with Article 30 of the Personal Information Protection Act, the Office establishes and publishes this Privacy Policy as follows.
Article 1 (Purposes of processing personal information)
The Office processes personal information for the following purposes. The personal information being processed will not be used for any purpose other than the following, and if the purpose of use changes, the Office will take the necessary measures, such as obtaining separate consent under Article 18 of the Personal Information Protection Act.
- Consultation inquiries: confirming the content of an inquiry and replying to it
- Import declaration of EMS mail items: confirming the submitted content, preparing the import declaration and filing it with the Korea Customs Service and providing progress updates
- HS code lookup: providing HS code candidates based on the goods description entered, and limiting the number of daily lookups to prevent abuse
- Cargo and mail clearance lookup: looking up clearance progress information in UNI-PASS of the Korea Customs Service using the B/L number, cargo management number or mail item number entered and displaying it on the screen and limiting the number of lookups to prevent abuse
- Recruitment: reviewing applications and contacting applicants
- Website operation: blocking automated access, checking for failures and visit statistics (visits per page and totals per country)
- Acting as agent for customs clearance code applications: entering the representative's identity information into UNI-PASS of the Korea Customs Service for real-name verification at the time of application, and providing updates on receipt
Article 2 (Items of personal information processed)
The Office processes the following items of personal information.
| Category | Items processed | Legal basis |
|---|---|---|
| Consultation inquiry | Required: name, email, content of inquiry. Optional: company name, phone number | Consent of the data subject (Article 15 (1) 1 of the Personal Information Protection Act) |
| EMS mail item submission | Required: mail item number, individual or business classification, name or business name, Personal Customs Clearance Code (PCCC) or business registration number, phone number, email, address, business registration certificate (businesses). Optional: seller or shopping site, requests, purchase record file (photo, PDF) | Consent of the data subject (Article 15 (1) 1 of the same Act) |
| HS code lookup | Goods name, goods description, hash value of the access IP | Consent of the data subject (Article 15 (1) 1 and Article 28-8 (1) 1 of the same Act) |
| Cargo and mail clearance lookup | B/L number, cargo management number or mail item number, mail item type, year of arrival, access IP | The lookup number is an action taken at the request of the data subject (Article 15 (1) 4 of the same Act); the access IP is for the Office's legitimate interest in preventing abuse (Article 15 (1) 6 of the same Act) |
| Job application | Required: name, mobile phone, email, field applied for, self-introduction, resume. Optional: qualifications held, copies of certificates (photo, PDF), portfolio link, whether you consent to 1-year retention if not hired | Processing at the request of the applicant in the course of concluding an employment contract (Article 15 (1) 4 of the same Act); 1-year retention if not hired is based on the data subject's consent (Article 15 (1) 1 of the same Act) |
| Real-name verification of the representative for customs clearance code applications | Required: 1 of the following: resident registration number, foreigner registration number or passport number with nationality (a copy of the passport for a passport number), and the time of consent | The resident registration number is delegated by the data subject for transfer to the Korea Customs Service (the Korea Customs Service's basis for processing: Article 289 (1) of the Enforcement Decree of the Customs Act); the foreigner registration number, passport number and passport copy are based on the data subject's separate consent (Article 24 (1) 1 of the Personal Information Protection Act) |
| Information generated automatically while using the website | Access IP, browser information, access date and time, cookies and the page address of requests that caused errors during processing | The Office's legitimate interest in website security and failure checks (Article 15 (1) 6 of the same Act) |
In job applications, the Office does not collect resident registration numbers, photos, family details, height and weight, marital status or property. Please do not include them in your resume.
Article 3 (Processing and retention periods of personal information)
(1) The Office processes and retains personal information within the retention and use period required by law or the retention and use period consented to when the personal information was collected from the data subject.
(2) The processing and retention period for each item of personal information is as follows.
| Category | Retention period | Basis |
|---|---|---|
| Consultation inquiry | 90 days from the date of receipt. If it leads to an engagement, it is retained as a record of that work | Consent of the data subject |
| EMS mail item submission email | 90 days from the date of receipt | Consent of the data subject |
| Reply emails sent by the Office (which may quote the content of the inquiry) | Kept as a record of business communication, with no separate deadline for destruction | The Office's legitimate interest in confirming consultation content and preparing for disputes (Article 15 (1) 6 of the same Act) |
| EMS mail item submission data that led to an import declaration | Moved to business records and kept for 5 years from the date the declaration was accepted. Items kept: the submitted content and purchase record file (contracts for the import transaction or documents in their place, and data on pricing of the imported goods) | Article 12 of the Customs Act and Article 3 (1) 1 of the Enforcement Decree of the same Act |
| Real-name number and passport copy of the representative for customs clearance code applications | Destroyed immediately when approval of the customs clearance code is confirmed or the application is cancelled. If the application is rejected and resubmitted, destroyed within 14 days of receipt (within 72 hours of receipt if not yet forwarded to the Korea Customs Service). Stored encrypted on the website server (within 1 hour) and in Oracle Cloud (Chuncheon, Republic of Korea) | Delegation and separate consent of the data subject |
| Goods name and goods description entered in an HS code lookup | Not stored (processed only while the lookup result is being produced) | Consent of the data subject |
| HS code lookup result | 10 minutes | Consent of the data subject |
| Hash value of the access IP used to limit HS code lookups | Today's and yesterday's data | Consent of the data subject |
| Number entered in a clearance lookup and the lookup result | Not stored (processed only while it is looked up in UNI-PASS of the Korea Customs Service and displayed on the screen) | Action taken at the request of the data subject |
| Access IP and lookup count used to limit clearance lookups | Today's data. Kept only in the memory of the website server and destroyed when the date changes | The Office's legitimate interest |
| Job application | If you consented to retention when not hired: 1 year from the date the decision not to hire is final. If you did not consent: destroyed within 5 days after the decision not to hire is final. If hired: moved to personnel records and kept for 3 years from the date of leaving the job | Article 42 of the Labor Standards Act and Article 22 of the Enforcement Decree of the same Act |
| Access IP and input content on the website server | Not stored | Not applicable |
| Error log of the website server (page address and time of requests that caused errors during processing) | Up to 15 days. The access IP is not recorded with it | The Office's legitimate interest in failure checks (Article 15 (1) 6 of the same Act) |
(3) The website server keeps consultation inquiries, EMS mail item submissions and job application data only until they are moved to the Office's mailbox. Data that could not be moved is destroyed 30 days after the date of receipt.
Article 4 (Procedures and methods for destroying personal information)
(1) When personal information becomes unnecessary, for example because the retention period has passed or the purpose of processing has been achieved, the Office destroys it without delay.
(2) If personal information must continue to be kept under other laws, the Office stores and manages it separately from other personal information.
(3) The procedures and methods for destroying personal information are as follows.
- Destruction procedure: Personal information past its retention period is destroyed by automated processing. Emails are deleted within 7 days after the retention period has passed, according to the processing cycle of the email service.
- Destruction method: Personal information recorded and stored as electronic files is destroyed so that the records cannot be restored, and copies remaining in the recovery area of the email service are destroyed within 14 days of the deletion date. Personal information recorded and stored on paper documents is destroyed by shredding or incineration.
Article 5 (Provision of personal information to third parties)
The Office processes the personal information of data subjects only within the scope of the purposes of processing in Article 1, and provides it to third parties only with the data subject's consent or where the law specially provides. For the import declaration of EMS mail items, the Office submits the personal information necessary for the declaration to the Korea Customs Service (customs) under Article 241 of the Customs Act.
Article 6 (Outsourcing of personal information processing)
The Office outsources the processing of personal information as follows to carry out its personal information work smoothly.
| Recipient (processor) | Outsourced work |
|---|---|
| Oracle (Oracle Cloud Infrastructure) | Operating the website server, temporarily storing submitted data, forwarding submission emails and keeping the key for decrypting the representative's real-name number (Chuncheon data center, Republic of Korea) |
| Microsoft Korea, Inc. (Microsoft 365) | Storing the Office's email (data center in the Republic of Korea) |
| Cloudflare, Inc. | Delivering the website, blocking automated access and compiling visit statistics |
| OpenAI OpCo, LLC | Generating HS code candidates |
| Solapi Inc. | Sending KakaoTalk Alimtalk notifications confirming EMS mail item submissions and customs clearance code application receipt |
| Kakao Corp. | Delivering KakaoTalk Alimtalk notifications and KakaoTalk channel consultation |
Article 7 (Transfer of personal information abroad)
The Office transfers the personal information of data subjects abroad as follows, and provides notice of the overseas transfer as follows under Article 28-8 (2) of the Personal Information Protection Act.
Cloudflare, Inc.
| Item | Details |
|---|---|
| Recipient (contact) | Cloudflare, Inc. ([email protected]) |
| Countries of transfer | The United States and other countries where Cloudflare data centers are located |
| Time and method of transfer | Transmitted over an encrypted network when you access the website |
| Items of personal information transferred | Access IP, browser information and request content (including content entered and files uploaded on the inquiry form, the EMS submission screen and the job application screen) |
| Purpose of use | Delivering the website and blocking automated access |
| Retention and use period | According to Cloudflare's policy (security logs can be viewed for 31 days) |
| Related basis | Article 28-8 (1) 3 of the Personal Information Protection Act (disclosure in the privacy policy) |
| How to refuse and its effect | The transfer is necessary to access the website, so if you refuse, you cannot use the website. You can consult us by email. |
OpenAI OpCo, LLC
| Item | Details |
|---|---|
| Recipient (contact) | OpenAI OpCo, LLC ([email protected]) |
| Country of transfer | The United States |
| Time and method of transfer | Transmitted over an encrypted network when you request an HS code lookup |
| Items of personal information transferred | Goods name and goods description (including any personal information you entered) |
| Purpose of use | Generating HS code candidates and monitoring for abuse (not used to train AI models) |
| Retention and use period | Abuse monitoring records for up to 30 days |
| Related basis | Article 28-8 (1) 1 of the Personal Information Protection Act (consent before the lookup) |
| How to refuse and its effect | If you do not check the consent box, what you entered is not transferred and use of the HS code lookup is restricted. You can get tariff classification through a consultation inquiry by email. |
Article 8 (Measures to ensure the security of personal information)
The Office takes the following measures to ensure the security of personal information.
- Administrative measures: minimizing authority to process personal information, and personal information protection training
- Technical measures: access authority management, encryption in storage and in transmission and automatic destruction of personal information past its retention period. Unique identification information is encrypted in the browser where the data subject enters it, persons with access to view it are designated and access logs are kept for at least 2 years
- Physical measures: access control to servers and data storage locations
Article 9 (Installation, operation and refusal of automatic personal information collection devices)
(1) The Office uses only the cookies set by Cloudflare to block automated access, and does not use cookies for visit statistics or advertising.
(2) Data subjects can refuse cookies and so on by changing their browser settings.
Article 10 (Rights and obligations of data subjects and legal representatives, and how to exercise them)
(1) A data subject may at any time ask the Office to view, correct or delete personal information, suspend its processing or withdraw consent.
(2) Rights can be exercised in writing or by email, and the Office will take action without delay.
Article 11 (Personal information protection officer)
The Office designates a personal information protection officer as follows, who has overall responsibility for personal information processing and handles complaints and remedies of data subjects related to it.
- Name: Donggun Shin
- Title: Managing Partner and Licensed Customs Broker
- Contact: Email [email protected], phone +82 2-472-7048
Article 12 (Remedies for infringement of rights)
A data subject who wishes to receive remedies such as dispute resolution or consultation for an infringement of personal information may apply to the following organizations.
- Personal Information Dispute Mediation Committee: 1833-6972 (dial within Korea) (www.kopico.go.kr)
- Personal Information Infringement Report Center: 118 (dial within Korea) (privacy.kisa.or.kr)
- National Police Agency: 182 (dial within Korea) (ecrm.police.go.kr)
Article 13 (Changes to this Privacy Policy)
(1) This Privacy Policy applies from October 26, 2026.
(2) The first effective date of this Privacy Policy is January 31, 2025.