PRIVACY POLICY AND PERSONAL DATA PROTECTION INFORMATION NOTICE

1. Purpose and Scope

This Privacy Policy and Information Notice has been prepared to explain the purposes for which, and the manner in which, the personal data of individuals who visit the website www.tribosurf.com and register for the TRIBOSURF Conference are processed.

Personal data are processed in accordance with Turkish Law No. 6698 on the Protection of Personal Data (“KVKK”) and the applicable legislation. Such data are processed lawfully and fairly; kept accurate and up to date where necessary; collected for specified, explicit, and legitimate purposes; and processed in a manner that is relevant, limited, and proportionate to the purposes for which they are processed.

2. Data Controller

Your personal data are processed by the organizer responsible for organizing the TRIBOSURF Conference in its capacity as the data controller.

Organization: TRIBOSURF
Website: www.tribosurf.com
Email: tribosurf26@gmail.com

You may submit your requests concerning your personal data to tribosurf26@gmail.com.

3. Personal Data Processed

The following personal data may be processed in connection with the use of the website www.tribosurf.com and Conference registration procedures:

Identity Information

• Full name,

• Title,

• Participant or registration information.

Contact Information

• Email address,

• Telephone number,

• Institution or organization information,

• Country and city information.

Conference Registration Information

• Type of participation,

• Registration category, such as student, academic, researcher, or industry representative,

• Paper title and paper-related information,

• Author and co-author information,

• Participation and registration status,

• Invoice request and billing information.

Payment and Transaction Information

• Payment date,

• Payment amount,

• Payment status,

• Order or transaction reference number,

• Cancellation and refund records.

Payment instrument information such as credit card numbers, card passwords, and CVV security codes is not directly stored by TRIBOSURF. Card payment transactions are carried out through the secure payment infrastructure of iyzico and the relevant financial institutions.

Website Usage Information

• IP address,

• Browser and device information,

• Date and time of access to the website,

• Website usage and transaction records,

• Technical information obtained through cookies.

Request and Communication Information

• Questions submitted by email,

• Complaints, suggestions, and requests,

• Cancellation and refund applications,

• Correspondence conducted with the Participant.

4. Purposes of Processing Personal Data

Your personal data may be processed for the following purposes:

• Carrying out Conference registration procedures,

• Creating and verifying Participant information,

• Collecting registration fees and checking payment status,

• Sending registration confirmation to the Participant,

• Preparing participation documents and certificates,

• Managing the scientific programme and paper submission processes,

• Communicating with Participants regarding the Conference,

• Notifying Participants of changes to the programme, dates, venues, or organizational arrangements,

• Carrying out invoicing and accounting procedures,

• Evaluating cancellation and refund requests,

• Resolving technical issues,

• Ensuring the security of the website,

• Preventing unauthorized transactions and misuse,

• Fulfilling legal obligations,

• Responding to requests from authorized public institutions,

• Exercising and protecting rights in potential legal disputes.

Where personal data are to be processed for commercial electronic communications, advertising, or marketing purposes, separate explicit consent shall be obtained where required.

5. Legal Grounds for Processing Personal Data

Depending on the nature of the personal data processing activity, your personal data may be processed on the basis of one or more of the following legal grounds:

• Processing is directly related to the establishment or performance of a contract,

• Processing is necessary for the data controller to fulfil its legal obligations,

• Processing is necessary for the establishment, exercise, or protection of a right,

• Processing is necessary for the legitimate interests of the data controller, provided that such processing does not harm the fundamental rights and freedoms of the data subject,

• Processing is expressly provided for by law,

• The data subject has provided explicit consent for processing activities that require such consent.

6. Methods of Collecting Personal Data

Your personal data may be collected electronically or, where necessary, in physical form through the following methods:

• Registration forms completed through www.tribosurf.com,

• Payment transactions,

• Email correspondence,

• Contact and application forms,

• Paper submission and evaluation processes,

• Cookies and website transaction records,

• Registration and participation procedures carried out during the Conference.

7. Transfer of Personal Data

Your personal data may be shared with the following parties only where necessary for the provision of the relevant service and where the conditions stipulated under the applicable legislation are met:

• iyzico, banks, and payment service providers for the processing of payments,

• Website, server, email, and information technology infrastructure service providers,

• Accounting and financial service providers,

• Authorized organizational personnel involved in arranging the Conference,

• Venue, accommodation, printing, name badge, and similar organizational service providers,

• Legal and consultancy service providers,

• Public institutions and judicial authorities authorized by law.

Your personal data shall be transferred only to the extent required for the relevant service and subject to the implementation of appropriate technical and administrative measures.

Where the website, email, cloud storage, or payment infrastructure used is provided through servers located outside Türkiye, transfers of personal data abroad shall be carried out in accordance with the applicable provisions of the KVKK.

8. Retention of Personal Data

Your personal data shall be retained for as long as required for the purposes for which they are processed and in consideration of the limitation, accounting, and retention periods prescribed by the applicable legislation.

Where the reasons requiring the processing of personal data cease to exist and the applicable statutory retention periods expire, the personal data shall be deleted, destroyed, or anonymized.

9. Security of Personal Data

Appropriate technical and administrative security measures are implemented to protect personal data against unauthorized access, loss, alteration, disclosure, or unlawful use.

Nevertheless, it should be taken into consideration that no method of data transmission over the internet is entirely free from risk. Users must not share their account, email, or payment information with third parties.

10. Cookies

Strictly necessary cookies may be used to ensure that the website www.tribosurf.com operates properly and securely.

Where analytical, performance, functional, or advertising cookies are used, the visitor’s prior consent shall be obtained where required by law. Users may delete or block cookies through their internet browser settings.

Blocking strictly necessary cookies may prevent certain functions of the website from operating properly.

11. Rights of the Data Subject

Under Turkish Law No. 6698 on the Protection of Personal Data, individuals whose personal data are processed have the right to:

• Learn whether their personal data are being processed,

• Request information where their personal data have been processed,

• Learn the purpose for which their personal data are processed and whether they are used in accordance with that purpose,

• Learn the third parties in Türkiye or abroad to whom their personal data have been transferred,

• Request the correction of personal data that have been processed incompletely or inaccurately,

• Request the deletion or destruction of personal data where the legal conditions are met,

• Request that correction, deletion, or destruction procedures be communicated to third parties to whom the personal data have been transferred,

• Object to any result arising against the individual as a result of the personal data being analyzed exclusively through automated systems,

• Claim compensation for damages arising from the unlawful processing of personal data.

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12. Application Procedure

You may submit your requests concerning information, correction, deletion, objection, or other matters relating to your personal data to tribosurf26@gmail.com.

To ensure that the request is properly evaluated, the application should include the following information:

• Full name,

• An email address through which the applicant can be contacted,

• Subject of the request,

• Information and documents supporting the request.

Applications shall be concluded according to the nature of the request and within the period prescribed by the applicable legislation. Where necessary for identity verification, additional information may be requested from the applicant.

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13. Amendments to the Policy

This Privacy Policy and Personal Data Protection Information Notice may be updated due to amendments to the applicable legislation or changes in the personal data processing activities carried out by TRIBOSURF.

The updated text shall become effective on the date on which it is published on the website www.tribosurf.com.

Last updated: 29 June 2026