Privacy Notice

1Why we collect your data

We use personal data only for the purposes below. If a purpose changes, we will tell you first and ask for your consent.

1. Group registration: creating your account, receiving your registration, checking your letter of recommendation, and telling you where your registration stands
2. Home stay placement: allocating pilgrims to parishes, the parish placing them with host families, and telling the group leader the result (the parish and the host families)
3. Badges and QR codes: identifying pilgrims during the event and checking them in for meals and programmes
4. Meals and safety: passing dietary, allergy, mobility and medical needs to the assigned parish and host family
5. Contacting you: sending password reset e-mails, registration and placement news, schedules, and answers to your questions
6. To verify what was submitted and to resolve disputes: confirming which roster a group uploaded and when, and comparing against the uploaded roster file if there is a disagreement about a registration

2What we collect

The system collects only what the forms actually ask for. If your group uploads a roster file, see e below.

a. Contact person and group leader

b. Pilgrims

c. Optional details, so the parish and the host family can prepare

Tick these only if you want to. Leaving them blank does not affect your registration.

We do not ask for diagnoses or medical history. The food allergy and assistance boxes are free text: write only what a family or a parish needs in order to prepare.

d. Records the system creates on its own

The system uses no advertising or analytics cookies. It uses only the cookies needed to keep you signed in and to remember your language. You can block cookies in your browser, but then you will not be able to sign in.

e. If your group uploads a roster file

When a group leader uploads the roster template (.xlsx), we hold the uploaded file exactly as it was temporarily until final submission, and keep it once the roster is finally submitted (with consent). If the roster is never submitted, the temporary file is deleted 30 days after upload. The file holds every column of the template (the items in b and c above), and anything written outside the template's columns or on other sheets stays in it too. Please do not write anything the template does not ask for — in particular, no diagnoses, medical history or names of medication.

For each file we record the uploading account (e-mail), the group's registration number, the time of upload, the file name and size, a fingerprint of the file (sha256), and the number of rows saved.

3Health and religious data

Under PIPA Article 23, the food allergy and disability or assistance details in section 2c count as health data. Baptismal names, the diocese or religious community you belong to, and clergy or religious roles may count as data revealing belief.

• We ask for separate consent for these on the registration screen.
• We use them only to help the parish and the host family prepare meals, accommodation and safe access, to run badges and programmes, and, if your group uploaded a roster file, to verify what was submitted and to resolve disputes (section 1, item 6).
• We ask for the minimum that placement actually needs. We do not ask for diagnoses, medical history, or the names of medications, and we ask you not to write them in the free-text boxes.
• These details are held in a separate table from the main roster. Only the assigned parish and the host family can see them on screen. The Archdiocese office sees a count, not the items. If your group uploaded a roster file, however, the original file also contains these details. That file is kept in a private file store; no group leader, Archdiocese office or parish can open or download it through the system. The Organizing Committee's operations staff, or the system contractor (section 7) acting on their instructions, retrieve it, and only for the purpose in section 1, item 6. The system contractor (section 7) can also reach the file store through its server administration access.
• You can register without giving this consent. What you do not tell us, the parish and the family cannot prepare for.

4Minors

• Pilgrims do not open their own accounts. Either the group leader enters the roster, or a pilgrim fills in their own details through a link the group leader shares, and the group leader approves each entry before it joins the roster.
• If the roster contains anyone under 18, the group leader must confirm, before submitting, that a guardian's consent is held for every one of them. The roster cannot be submitted without that confirmation. The signed consent forms stay with the group; the Organizing Committee does not collect them.
• A named adult travels with every minor.

5How long we keep it, and how we delete it

• The event runs from 29 July to 2 August 2027. Three months after it ends, the system deletes the data automatically.
• Data in the database is deleted automatically by a job that runs every day. For recommendation letters and uploaded roster files, the system produces a list of files due for deletion and the system operator deletes them from the file store within 〔to be confirmed: N3〕 days. Electronic files are deleted so that they cannot be recovered. Backups are not deleted separately; each is deleted on a rolling basis 30 days after it is made. Any paper records are shredded.
• Deletion cannot be undone.

6Who sees your data

We do not pass personal data outside the table below, except where the law requires us to. We do not sell it or share it for anyone else's purposes.

When parish placements are released, the group leader receives the assigned parish's name and the contact details of someone there who speaks English, together with the name, address and phone number of the head of each host family your pilgrims stay with. This is so pilgrims can find their way on arrival and while travelling, and so the family can be reached in an emergency. Group leaders use it only to guide their own pilgrims. Because it goes to leaders abroad, it is also listed under transfers out of Korea.

7Processors

We use the following service providers to run the system. Our contracts limit them to the work described here.

Supabase, Inc. runs the database, sign-in authentication and outgoing e-mail, and the data sits in the Republic of Korea (Seoul region). Vercel Inc. hosts the website and runs server-side functions, in the Republic of Korea (Incheon region). Cloudflare, Inc. stores recommendation letters, roster files uploaded by groups, and database backups, in the Asia-Pacific region. Password reset e-mails and notices are currently sent through Supabase’s e-mail function. Once the official sender address is decided, we plan to send them through Resend, and we will revise and publish this notice at that time. 〔to be confirmed: official sender address〕

A development operator (〔to be confirmed: C14〕) develops and operates the registration system and manages the file store. For this work it holds administration access to the servers and the file store, and through that access it can reach the stored data, including uploaded roster files.

If we change providers, we will update this notice.

8Transfers out of Korea

• Data you enter into this system is stored in a database in the Republic of Korea (Seoul). Recommendation letters, uploaded roster files and database backups, however, are kept in the file store described below, which is not guaranteed to be located in Korea.
• Two pieces of the service do involve companies headquartered abroad. Under PIPA Article 28-8(1)3, which allows a transfer necessary to perform a contract when it is disclosed in the privacy notice, we disclose the following.

First, once e-mail is sent through Resend, your e-mail address and the reset link will go to Resend in the United States to send password reset e-mails and notices. They are sent over the network each time a message is sent, and are not kept once the message is delivered. Resend is not in use at present, and this transfer does not take place yet.

Second, for file storage and disaster recovery, the following go to Cloudflare, Inc.

Third, separately from the services above, once parish placements are released we provide the name, address and phone number of the head of each host family to the group leader of the overseas group whose pilgrims stay with that family. The country is the group's own country, and the leader views it on the group leader screens of this system. The leader uses it only to guide pilgrims on arrival and while travelling and to reach the family in an emergency, and deletes it when the event ends. A family that does not want this cannot be placed as a host for an overseas group.

• What: (1) recommendation letters; (2) roster files uploaded by group leaders — the items in 2b and 2c and anything else written in the file, including health information; (3) database backups
• Where: the Asia-Pacific region (the specific country is chosen by the provider)
• When and how: letters and roster files each time they are uploaded, backups each time one is made, over an encrypted connection
• Purpose and retention: storage and backup only. Letters and finally submitted roster files are kept until three months after the event ends; roster files never submitted, 30 days from upload; backups, 30 days
• How to refuse, and what happens: an uploaded roster file goes to the file store as a temporary original as soon as it is uploaded, and is held only temporarily until final submission (with consent). Keeping starts after submission; if the roster is never submitted, the temporary file is deleted 30 days after upload. You can also register without a file — enter pilgrims one by one on screen, or use the pilgrim self-registration link — and no file is kept in that case. To refuse storage of letters or backups, write to 〔to be confirmed: C3〕 and we will arrange another way to submit. Even after submission, if you do not want the original roster file kept, write to 〔to be confirmed: C3〕 and we will delete the original only; your registration stays.

• If you do not want this transfer, write to 〔to be confirmed: C3〕. We could then not send you password reset e-mails or notices, and we will tell you what to do instead.

9Your rights

Pilgrims and group contacts may ask us to:

1. give you a copy of your data
2. correct it
3. delete it
4. stop processing it
5. withdraw consent to the optional details

How to do it:

• Group contacts and group leaders can sign in and edit their own group's data directly. To change your sign-in e-mail, write to us.
• Pilgrims have no account. Ask your group leader, who can edit your entry. You may also write to us directly instead of going through your group leader.
• Write to 〔to be confirmed: C3〕 or call 〔to be confirmed: C4〕.
• We will act on your request and tell you the outcome within 10 days.
• If you ask us to correct or delete your data, we will also delete the uploaded roster file that contains it, within the same time limit.
• If you ask us to delete your data or stop processing it, we may not be able to place you with a host family or issue your badge. We will tell you before we act.
• You may also contact Korea's Personal Information Dispute Mediation Committee (+82-1833-6972, www.kopico.go.kr) or the Privacy Infringement Report Centre (118 within Korea, privacy.kisa.or.kr).

If you are in Europe 〔to be confirmed: C9 legal review〕

If you live in the European Economic Area, the United Kingdom or Switzerland, European data protection rules (such as the GDPR) may also apply to your data. In that case the following applies in addition to the rest of this notice.

• Why we may process it: we process registration and host family placement data to carry out your group's request to register you. We process food allergy and disability or assistance details only with your explicit consent, and you may withdraw that consent at any time.
• Where it is kept: your data is stored in the Republic of Korea. On 17 December 2021 the European Commission decided that Korea provides an adequate level of data protection. We apply Korea's Personal Information Protection Act in full to this system.
• Further rights: in addition to the rights above, you may ask for your data in a portable format, object to our processing, and lodge a complaint with the data protection authority of the country where you live.
• How to make a request and where to write are the same as above.

10How we keep it safe

• Role-based access: group leaders, the Archdiocese office and parishes each have their own scope. Data outside your scope is not merely hidden on screen; it never leaves the server.
• Row-level security: the database checks permissions row by row. Role checks happen in one place, and no one can raise their own role.
• Sensitive fields held apart: dates of birth, dietary, allergy and medical entries, and host notes live in a separate table from the main roster. The Archdiocese office sees counts; the assigned parish opens them through a procedure that logs every access.
• Audit log: reads, edits, exports and prints are recorded. The log cannot be edited or deleted, and sensitive values inside it are masked.
• Encryption in transit: all traffic uses HTTPS.
• Password protection: passwords are stored only in a form that cannot be reversed, and we cannot read them. If you forget yours, you set a new one from a link we e-mail you. That link works once.
• Uploaded roster files kept private: originals sit in a private file store with no public address or download link, and no one can open them through the system's screens. Access to the file store is limited to the system contractor's server administration access (section 7) and the Organizing Committee's operations staff. Each file's uploader, time and fingerprint are recorded.
• Automatic deletion: database records past their retention period are deleted by a daily job. Files in the file store are deleted as described in section 5.

11Data protection officer and contact

• Controller: 2027 SEOUL WYD Archdiocese of Gwangju Organizing Committee
• Data protection officer: 〔to be confirmed: C2〕
• Address: 〔to be confirmed: C1〕
• E-mail: 〔to be confirmed: C3〕
• Phone: 〔to be confirmed: C4〕

12Changes to this notice

• We will post any change on this page at least 7 days before it takes effect, and at least 30 days before if the change is to your disadvantage or materially affects your rights.
• Earlier versions stay available on this page.
• This notice is published in Korean and English. Where the two differ, the 〔to be confirmed: C10〕 version prevails.
• Effective from: 9 September 2026
• Amended: uploaded roster files kept (sections 1, 2, 3, 5, 7, 8, 9 and 10); sign-in changed to e-mail and password (sections 1, 2, 7, 8 and 10); notice for pilgrims in Europe added (section 9); retention of administrator sign-up links added (section 5); e-mail processor brought in line with current practice (sections 7 and 8). Effective from 〔to be confirmed: effective date〕