Identity of the Data Controller
Under Law No. 6698 on the Protection of Personal Data ("KVKK"), your personal data are processed by the data controller named below:
- Title: Palandöken Economic Forum Organising Committee (PEF)
- Address: Palandöken Mah., Kongre Merkezi Cad. No:1, 25000 Erzurum / Türkiye
- E-mail: [email protected]
- Website: forumpalandoken.org
Categories of Personal Data Processed
Within the scope of organising the forum, PEF processes personal data in the following categories:
- Identity Information: Data: Name, surname, Turkish ID number, passport number, date of birth, nationality, gender; Source: Registration/accreditation form
- Contact Information: Data: E-mail address, mobile phone, postal address, country/city; Source: Registration form, contact form
- Professional Information: Data: Institution/company name, position/title, sector, number of employees, website, LinkedIn profile; Source: Registration form
- Academic Information: Data: Academic title, affiliated institution, field of science, research field, university, ORCID number, transcript, CV; Source: Academic and student registration form
- Press & Media Information: Data: Media organisation, press card type/number, letter of assignment, equipment information; Source: Press accreditation form
- Visual & Audio Data: Data: Photographs and video footage taken during the forum; Source: Forum events
- Technical Data: Data: IP address, browser type, cookie data, website usage statistics; Source: Website visits
- Transaction & Preference Information: Data: Forum preferences, session choices, accommodation details (hotel, check-in and check-out dates, or residence in Erzurum), flight code, date and time of day for the airport transfer, dietary restrictions; Source: Registration form
Purposes of Processing Personal Data
Your personal data are processed for the following purposes:
- Receiving, assessing and concluding registration and accreditation applications
- Verifying the identity of forum participants and carrying out security checks
- Producing and delivering QR-coded accreditation cards
- Sending e-mail notifications about the forum programme, changes and announcements
- Managing participant lists and session capacities
- Organising B2B meetings and networking programmes
- Meeting accommodation, transport and special requirement requests
- Ensuring forum security and preventing unauthorised entry
- Managing press and media accreditation
- Building the forum's photo, video and broadcast archive
- Use in press releases and promotional materials (with explicit consent)
- Preparing forum statistics and reports (anonymised)
- Fulfilling legal obligations
- Informing you about future editions of the forum (with explicit consent)
- Improving the website and digital services (anonymous statistics)
Legal Grounds for Processing
Under Articles 5 and 6 of the KVKK, your personal data are processed on the following legal grounds:
- Explicit Consent, KVKK Art. 5/1: Scope: Use of images for promotion, information about future editions, e-newsletter subscription
- Performance of a Contract, KVKK Art. 5/2-c: Scope: Registration/accreditation procedures, printing of accreditation cards, accommodation and transport arrangements, B2B meeting programmes
- Legal Obligation, KVKK Art. 5/2-ç: Scope: Identity verification required by security protocols, official correspondence and record keeping, tax and accounting records
- Legitimate Interest, KVKK Art. 5/2-f: Scope: Forum security, detection of unauthorised access, website security logs, forum statistics (anonymised)
Transfer of Personal Data
Within the framework of Articles 8 and 9 of the KVKK, your personal data may be shared with the following parties:
- Governorship of Erzurum & Provincial Police Department: Purpose: Forum security, VIP protocol, entry control; Legal basis: Legal obligation
- Ministry of Trade of the Republic of Türkiye / Investment Office: Purpose: Official records and institutional reporting; Legal basis: Legal obligation
- E-mail Service Provider: Purpose: Accreditation and information e-mails; Legal basis: Performance of a contract
- Vimeo (Video Platform): Purpose: Publishing forum videos (content hosting); Legal basis: Legitimate interest
- Google (Analytics & Ads): Purpose: Anonymous website statistics and advertising measurement; Legal basis: Explicit consent (cookies)
- Congress Centre & Security Company: Purpose: Physical access control and entry verification; Legal basis: Performance of a contract
- Partner Hotels: Purpose: Accommodation booking (data of those who request it only); Legal basis: Explicit consent
Transfer Abroad: Google Analytics, Vimeo and similar service providers may use servers outside Türkiye. Such transfers are made, in accordance with Article 9 of the KVKK, to countries with adequate protection safeguards or with the explicit consent of the data subject.
Retention Periods for Personal Data
- Registration & Accreditation Information: Retention period: 5 years from the date of the forum; Reason: Legal retention obligation
- Copies of Identity Cards and Passports: Retention period: 2 years from the date of the forum; Reason: Security and verification
- Press Accreditation Records: Retention period: 5 years; Reason: Legal obligation
- Forum Photos & 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 depending on the type of cookie; Reason: Technical function / analytics
- Accounting & Invoice Records: Retention period: 10 years; Reason: Requirement of the Tax Procedure Law
- E-newsletter Subscription: Retention period: Until the subscription is cancelled; Reason: Explicit consent
Rights of the Data Subject
Under Article 11 of the KVKK, you have the following rights regarding your personal data:
- Right to Information: The right to learn whether your personal data are processed and to request information about the data processed (KVKK Art. 11/1-a,b)
- Right to Learn the Purpose: The right to learn the purpose of processing your personal data and whether they are used in line with that purpose (KVKK Art. 11/1-c)
- Right to Information on Transfers: The right to know the third parties in Türkiye or abroad to whom your personal data are transferred (KVKK Art. 11/1-d)
- Right to Rectification: The right to request the correction of personal data that are incomplete or processed incorrectly (KVKK Art. 11/1-e)
- Right to Erasure / Destruction: The right to request the deletion or destruction of your personal data where the conditions laid down in the KVKK are met (KVKK Art. 11/1-e)
- Right to Notification: The right to request that corrections, deletions or destructions be notified to the third parties to whom the data were transferred (KVKK Art. 11/1-f)
- Right to Object: The right to object to a result to your detriment arising from the analysis of the processed data exclusively by automated systems (KVKK Art. 11/1-g)
- Right to Compensation: The right to claim compensation if you suffer damage because your personal data were processed unlawfully (KVKK Art. 11/1-ğ)
Cookie Policy
Our website uses cookies to improve functionality, measure performance and enhance the user experience.
- Strictly Necessary Cookies: Purpose: Session management, security, language preferences; Duration: Session; Consent: Not required
- Analytics Cookies: Purpose: Google Analytics — anonymous visitor statistics; Duration: 2 years; Consent: Explicit consent required
- Marketing Cookies: Purpose: Google Ads retargeting, conversion tracking; Duration: 90 days; Consent: Explicit consent required
- Preference Cookies: Purpose: Language choice, remembering form data; Duration: 30 days; Consent: Explicit consent required
You can manage or delete cookies in your browser settings. Disabling strictly necessary cookies may affect the functionality of the website.
Special Categories of Personal Data
Under Article 6 of the KVKK, certain data are classified as "special categories" and require a higher level of protection. In this context, PEF may process the following data:
- Health data: Accessibility needs (wheelchair, hearing/vision support) — only to provide the service, with explicit consent
- Dietary data: Allergies and religious/cultural dietary restrictions — only for catering arrangements, with explicit consent
Technical and Administrative Security Measures
To ensure the security of your personal data, PEF takes the following technical and administrative measures in accordance with Article 12 of the KVKK:
Technical Measures
- SSL/TLS encryption (HTTPS mandatory)
- Database encryption (AES-256)
- Firewall and IPS/IDS
- Two-factor authentication (2FA)
- Regular security tests and penetration tests
- Automatic backup systems
- Access logging and anomaly detection
Administrative Measures
- Role-based access control (RBAC)
- Staff confidentiality undertakings
- KVKK awareness training
- Data processing inventory and policies
- Contracts with third-party data processors
- Breach notification procedures (72 hours)
- Annual security audits
How to Apply to Exercise Your Rights
To exercise your rights under the KVKK, you may apply to us through the following channels:
- E-mail (Secure): Address / Contact: [email protected]; Note: Attach a document verifying your identity
- Post / Courier: Address / Contact: Palandöken Kongre Merkezi Cad. No:1, 25000 Erzurum; Note: With a petition bearing a wet signature
- In Person: Address / Contact: PEF Organisation Office, Erzurum; Note: With a valid identity document
- KEP (Registered E-mail): Address / Contact: [email protected]; Note: From a registered e-mail address
Your application must include the following information:
- Name, surname and signature (wet or electronic)
- Turkish ID number (for foreign nationals, nationality and passport number)
- Contact details for notifications (address, e-mail, telephone)
- Subject of the request and a detailed explanation
- A photocopy of a document verifying your identity
Policy Changes and Update History
PEF reserves the right to update this Information Notice in line with changes in legislation, the expansion of the forum's scope or changes in its data processing activities.
- v1.0: Date: 1 January 2026; Summary of changes: First publication — basic KVKK information notice
- v1.5: Date: 1 March 2026; Summary of changes: Cookie policy section added; Google Ads integration updated
- v2.0: Date: 5 May 2026; Summary of changes: SMS notifications section added; Netgsm data transfer updated; transfer abroad clarified
- v2.1: Date: 30 September 2026; Summary of changes: SMS notifications, the Netgsm transfer and the passport photo removed; accommodation and airport transfer details and university information added
Updates will be published on our website, and significant changes will be announced by e-mail. You can always review the current text at forumpalandoken.org/kvkk.
Palandöken Economic Forum
Organising Committee — Data Controller
Last updated: 5 May 2026 · Version 2.0