Introduction and Scope
As the Palandöken Economic Forum Organising Committee, we care about your privacy. This Privacy Policy applies to all personal data collected through the forumpalandoken.org website, the registration form, the mobile application and the forum event.
Visiting our website, filling in the registration form or attending our event means that you accept this policy. For questions about this policy, you can write to [email protected].
Personal Data Collected
PEF collects personal data in the following categories:
- Identity Information: Data: Name, surname, Turkish ID/passport number, date of birth, nationality, gender; Source: Registration form
- Contact Information: Data: E-mail, mobile phone, address, city, country; Source: Registration form, contact form
- Professional Information: Data: Institution, title, sector, website, LinkedIn profile; Source: Registration form
- Academic Information: Data: Academic title, institution, field of science, research field, university, ORCID, CV; Source: Academic and student form
- Technical Data: Data: IP address, browser type, device information, cookie data; Source: Automatic (website visit)
- Visual/Audio: Data: Event photos and videos; Source: Event
- Accommodation and Transfer: Data: Hotel, check-in and check-out dates, or residence in Erzurum; flight code, date and time of day for the airport transfer; Source: Registration form
- Special Categories: Data: Dietary restrictions, accessibility needs; Source: Registration form (with explicit consent)
How Data Are Collected
Your personal data are collected through the following channels:
- Registration and Accreditation Form: Information knowingly provided through the 5-step online application form
- Contact Form: Messages sent through the contact form on the website
- E-newsletter Subscription: The newsletter subscription form
- Website Visits: Technical data collected automatically through cookies and analytics tools
- Mobile Application: Account and preference data created in the PEF 2026 mobile application
- Event Venue: Kiosk entry/exit systems (NFC/QR) and event photos/videos
- Third Parties: Contact details shared with PEF by your institution (such as delegation lists)
Purposes of Use
The personal data collected are used for the following purposes:
- Processing and concluding registration and accreditation applications
- Producing and delivering QR-coded accreditation cards
- E-mail notifications about the forum programme, changes and announcements
- Participant identity verification and security checks
- Organising B2B meetings and networking programmes
- Meeting accommodation, transport and special requirement requests
- Preparing forum statistics (anonymised)
- Use in press releases and promotional materials (with explicit consent)
- Improving website performance
- Fulfilling legal obligations
- Information about future editions of the forum (with explicit consent)
Sharing Data with Third Parties
Your personal data may be shared only with the following parties and for the stated purposes:
- Governorship of Erzurum / Police: Data shared: Name, surname, nationality, ID number; Purpose: Forum security, legal requirement
- SMTP Provider: Data shared: E-mail address, message content; Purpose: Sending notification e-mails
- Culture Centre: Data shared: Name, surname, category, QR code; Purpose: Physical entry control
- Partner Hotels: Data shared: Name, surname, contact details, dates; Purpose: Accommodation booking (on request)
- Google Analytics: Data shared: Anonymous usage statistics; Purpose: Website analysis (with cookie consent)
- Vimeo: Data shared: Video content (contains no personal data); Purpose: Video hosting and publishing
Transfer Abroad: Google Analytics and Vimeo use servers abroad. These transfers are made, within the scope of Article 9 of the KVKK, to countries with adequate protection safeguards or on the basis of your explicit consent.
Cookies and Tracking Technologies
Our website uses the following types of cookies:
- Strictly Necessary Cookies: Purpose: Session, security, language preference; Duration: Session; Consent: Not required
- Analytics Cookies: Purpose: Google Analytics visitor statistics; Duration: 2 years; Consent: Explicit consent
- Marketing Cookies: Purpose: Google Ads conversion tracking; Duration: 90 days; Consent: Explicit consent
- Preference Cookies: Purpose: Language choice, form data; Duration: 30 days; Consent: Explicit consent
You can manage or delete cookies in your browser settings. Disabling strictly necessary cookies may adversely affect the functionality of the website.
Security Measures
Technical and administrative measures are applied to keep your personal data secure:
- SSL/TLS Encryption: All data are transmitted encrypted over the HTTPS protocol.
- Database Encryption: Personal data are stored on secure servers with AES-256 encryption.
- Access Control: Only authorised staff can access your data. Role-based access control (RBAC) is applied.
- Firewall: Firewall, IDS/IPS and DDoS protection systems are active 24/7.
- Two-Factor Authentication: 2FA is mandatory for admin users. Passwords are hashed with bcrypt.
- Regular Audits: Annual security audits and penetration tests are carried out.
Data Retention Periods
- Registration and accreditation information: Retention period: 5 years; Reason: Legal retention requirement
- Copies of identity documents: Retention period: 2 years; Reason: Security and verification
- Press accreditation records: Retention period: 5 years; Reason: Legal obligation
- Forum photos and videos: Retention period: Indefinite (archive); Reason: For promotion, with explicit consent
- Contact form messages: Retention period: 1 year; Reason: Monitoring service quality
- E-mail logs: Retention period: 1 year; Reason: Technical record
- Website cookie data: Retention period: 30 days – 2 years; Reason: Depending on the type of cookie
- Accounting and invoice records: Retention period: 10 years; Reason: Tax Procedure Law
- E-newsletter subscription: Retention period: Until the subscription is cancelled; Reason: Explicit consent
Rights of Data Subjects
Under Article 11 of the KVKK, you have the following rights regarding your personal data:
- Information: The right to learn whether your personal data are processed and to request information about the data processed.
- Request Rectification: The right to ask for the correction of personal data that are incomplete or processed incorrectly.
- Erasure / Destruction: The right to request the deletion or destruction of your personal data where the conditions are met.
- Information on Transfers: The right to know the third parties in Türkiye and abroad to whom your personal data are transferred.
- Objection to Automated Decisions: The right to object to results to your detriment arising through automated systems.
- Right to Compensation: The right to claim compensation for damage suffered because your data were processed unlawfully.
Contact and How to Apply
To contact us about our privacy policy or to exercise your rights regarding your personal data, you can reach us through the following channels:
- Privacy E-mail: [email protected]
- KVKK Applications: [email protected]
- General Enquiries: [email protected]
- Postal Address: Recep Tayyip Erdoğan Kültür Merkezi, Erzurum 25070
- KEP: [email protected]
Your applications will be answered within 30 (thirty) days at the latest. If your request is rejected or the answer is found insufficient, you have the right to lodge a complaint with the Personal Data Protection Authority (kvkk.gov.tr).
Update History
- v1.0: Date: 1 January 2026; Change: First publication
- v1.5: Date: 1 March 2026; Change: Cookie policy section added
- v2.0: Date: 5 May 2026; Change: SMS notifications and the Netgsm transfer updated
- v2.1: Date: 30 September 2026; Change: SMS notifications, the Netgsm transfer and the passport photo removed; accommodation and transfer details added
Palandöken Economic Forum
Organising Committee — Data Controller
Last updated: 5 May 2026 · Version 2.0