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Purpose and Scope of the Information Notice

The "Association of Work, Organizational, and Industrial Psychologists (IOCP)" (referred to as the "association") processes personal data of our members, member candidates, and individuals we interact with, in accordance with the Personal Data Protection Law No. 6698 ("KVKK" or the "Law") and related legal regulations. As the "data controller," we process your personal data for the reasons and methods explained below.

This Information Notice on the Processing of Personal Data is prepared to inform you transparently about the identity of the data controller, the method and legal reason for collecting your personal data, the purposes for processing these data, to whom and for what purposes these data may be transferred, the data processing period, and your rights listed in Article 11 of KVKK, in accordance with Article 10 of KVKK titled "Data Controller’s Obligation to Inform."

The explanations regarding "Your Personal Data" in the information notice also cover "Special Category Personal Data." Explicit consent forms for special category personal data will be obtained separately.

Accordingly;

We inform you that your personal data obtained in the following ways:

• Within the framework of the personal data you provide for membership to the association,

• Within the framework of the purpose requiring their processing and in connection with, limited to, and proportionate to this purpose,

• By maintaining the accuracy and most up-to-date version of the personal data you have provided to us or as it has been provided to us,

• Will be recorded, stored, preserved, rearranged, shared with institutions legally authorized to request this personal data, and transferred to, shared with, or classified with third parties within the country and abroad under the conditions stipulated by KVKK, and processed in other ways listed in KVKK.

Data Controller

Association Name: "Association of Work, Organizational, and Industrial Psychologists (IOCP)"

Address : Istanbul, Şişli, Fulya Mah., Pehlivan Sok. 35/2

E-mail : iocp@iocp.org.tr

Website : www.iocp.org

Method and Legal Basis for Collecting Your Personal Data

Your personal data may be collected verbally, in writing, or electronically through automatic or non-automatic methods by the association's affiliated units, website, social media platforms, call center, email, mobile applications, software used to conduct activities within the association, and similar means such as camera recordings. Your personal data may be processed by being created and updated as long as your relationship with the association continues and may be stored in both digital and physical environments.

Your personal data may be processed and transferred in accordance with the purposes outlined in our information notice and within the scope of the personal data processing conditions and purposes specified in Articles 5 and 6 of Law No. 6698.

Your personal data is collected and processed through the application form filled out physically or electronically during the membership application to the association and through documents physically submitted or electronically transmitted in connection with the membership to the association as per the Association's charter. Additionally, your personal data is collected and processed verbally, in writing, or electronically through the information provided to the association's officials during various communications with the association (such as contacting the association via telephone or email).
In this context, your personal data is processed for the following purposes:

• Carrying out activities in line with the purposes and fields of work specified in the Association's Bylaws,

• Organizing, managing, and conducting events and related processes for association members or representatives, such as general assembly meetings, working group meetings, summits, agenda meetings, internal and external visits to representatives and institutions, overseas trips and seminars, and other member meetings,

• Ensuring communication between the association and its members regarding membership rights and obligations and fulfilling the related rights and obligations,

• Executing internal reporting activities, providing necessary information and documents to administrative institutions, organizations, or courts upon their request, maintaining the books and records required by legislation, and fulfilling obligations under the Associations Law No. 5223, the Associations Regulation, and other legislative provisions, in accordance with Article 5/2(ç) of KVKK, for the association to fulfill its legal obligations as the data controller and to enable communication with members,

• Promoting the association and providing information about the events held,

• Determining and implementing the association's activities and services, and carrying out service policies,

• Strengthening internal communication and collaboration within the association,

• Informing members about activities within the scope of the association's operations.

To ensure the security and supervision of all facilities belonging to the association and to prevent data loss through copying/backup, your personal data is processed under Article 5/2(f) of KVKK, which requires data processing for the legitimate interests of the association, provided that it does not harm the fundamental rights and freedoms of our members (or the real person representatives of our legal entity members). Additionally, for conducting legal processes related to members, your data is processed under Article 5/2(e) of KVKK, which necessitates data processing for the establishment, use, or protection of a right.

The association adheres to the principles and obligations related to data processing specified in the relevant legislation, including the Constitution of the Republic of Turkey, international agreements to which our country is a party, KVKK, secondary legislation, and the guidelines and principle decisions published by the Personal Data Protection Board, when processing your personal data.

Processed Personal Data and Purposes of Processing

Your personal data is processed securely and in compliance with the Personal Data Protection Law to meet legal obligations or to provide better service in the association's operations.

In this context, the following data are collected as personal data:

Identity: This group of data includes information related to the individual's identity.

• Name, Surname, T.C. Identity Number, Marital Status, Gender, Passport Photo, Date of Birth, Place of Birth, Father's Name.

(These data are stored for 20 years during and after the membership period.) (These data are shared with Real-Person Legal Entities, Authorized Public Institutions and Organizations, Board Members, Association Members, and Lawyers.)

The name and surname information from these data are shared with individuals and institutions with which the "Association of Work, Organizational, and Industrial Psychologists (IOCP)" collaborates.

The personal data in the identity section are shared with overseas hotels, travel agencies, individuals, and institutions for organizing educational, seminar, conference, and travel-related programs.

Contact: This group of data is used to reach the individual.

• Phone number, Email address, Place of Registration in Population Registry, Home Address.

 Reference Person Information

(These data are stored for 20 years during and after the membership period.)

(These data are shared with Real-Person Legal Entities, Authorized Public Institutions and Organizations, Board Members, Association Members, and Lawyers.)

The contact data are shared with overseas hotels, travel agencies, individuals, and institutions for organizing educational and travel-related programs.

Physical Space Security: This data category includes types of data such as entry and exit records of employees and visitors, and camera recordings.

Image recordings, Cameras.

(These data are stored for 14 days from the last camera recording.)

(These data are shared with Real-Person Legal Entities and Authorized Public Institutions and Organizations.)

Finance: This group of data includes the individual's financial information.

• Credit Card Information, Bank and IBAN Information, Mail Order Information.

(These data are stored for 20 years during and after the membership period.)

(These data are shared with Real-Person Legal Entities, Authorized Public Institutions and Organizations, Banks, Board Members, and Accounting-Financial Advisors.)

Education Data: School Information.

(These data are stored for 20 years during and after the membership period.)

(These data are shared with Real-Person Legal Entities, Authorized Public Institutions and Organizations, and Board Members.)

Family Member Information: Father's Name and Surname, Spouse's Name and Surname, Spouse's Date of Birth, Spouse's Occupation, Child's Name, Child's Date of Birth.

(These data are stored for 20 years during and after the membership period.)

(These data are shared with Real-Person Legal Entities, Authorized Public Institutions and Organizations, Board Members, and Association Members.)

Association, Foundation, Union Membership: Association Membership, Foundation Membership.

(These data are stored for 20 years during and after the membership period.)

(These data are shared with Real-Person Legal Entities, Authorized Public Institutions and Organizations, and Board Members.)

Your collected personal data are used for the following purposes:

1. Carrying out activities in line with the purposes and fields of work specified in the Association's Bylaws,

2. Organizing, managing, and conducting events and related processes for association members or representatives, such as general assembly meetings, working group meetings, commission meetings, summits, agenda meetings, and other member meetings,

3. Ensuring communication between the association and its members regarding membership rights and obligations and fulfilling the related rights and obligations,

4. Promoting the association and providing information about the events held,

5. Determining and implementing the association's activities and services, and carrying out service policies.

6. Strengthening internal communication and collaboration within the association,

7. Executing internal reporting activities,

8. Informing members about activities within the scope of the association's operations,

9. Ensuring the security and supervision of all facilities belonging to the association,

10. Providing necessary information and documents to administrative institutions, organizations, or courts upon their request,

11. Maintaining the books and records required by legislation,

12. Fulfilling obligations under the Associations Law No. 5223, the Associations Regulation, and other legislative provisions,

13. Conducting legal processes related to members,

14. Preventing data loss through copying/backup.

15. Your personal data will be processed in accordance with the personal data processing conditions and purposes specified in Articles 5 and 6 of Law No. 6698.

16. To Whom and For What Purposes Your Processed Personal Data May Be Transferred

17. The association may transfer your personal data to the following individuals and organizations, in accordance with the fundamental principles stipulated by KVKK and the conditions specified in Articles 8 and 9 of KVKK, as specified below:

18. Your personal data may be shared with relevant institutions and organizations to fulfill the association's legal or regulatory obligations, and for no other purposes, if it is necessary to share these data for compliance with the Associations Law No. 5223, the Associations Regulation, or any other legislation in force during the period your personal data is processed, or if it is necessary to fulfill a legal obligation stipulated by legislation.

In addition to your membership in the association or your representation of a legal entity member, if you take on a role in the association's organs, your Identity Information, Contact Information, and Professional Information will be shared with the Provincial Directorate of Associations and other relevant public institutions and organizations. This is to fulfill various obligations under the Associations Law and secondary legislation, based on the legal reasons that it is necessary for the association, as the data controller, to fulfill its legal and regulatory obligations.

If the association receives services from third parties for bulk email distribution, your email addresses will be shared with the agency providing this service at the time of distribution, to inform you about the association's activities and events conducted within the scope of your membership. This sharing will be done without harming your fundamental rights and freedoms, within the association's legitimate interest.

For the provision of various activities and services organized within the association, such as general assembly meetings, working group meetings, summits, agenda meetings, and other member meetings, if external event organization companies are engaged periodically, the names and surnames of the individuals participating in the events will be shared with the organization company authorized by the association for specific events. This sharing is to ensure the organization of events and provide materials such as identity cards for participants, within the association's legitimate interest and without harming your fundamental rights and freedoms.

While no specific data transfer is made to relevant companies, if the association works with external IT companies to provide information technology services, these companies may occasionally access the servers and programs used by the association to provide technical support. This indirect access may include the data within these programs. However, the companies do not transfer the data to their systems or process and store the data themselves. This access is based on the legal ground that data processing is necessary for the legitimate interests of the association, provided it does not harm the fundamental rights and freedoms of our members (or the real person representatives of our legal entity members).

In case of any dispute related to the member's rights or obligations or the membership with the association, your personal data may be shared with the association's lawyers, consultants, relevant judicial authorities, and enforcement offices, to the extent and within the limits necessary for the relevant dispute, for the establishment, use, or protection of the association's rights as the data controller.

If necessary for the association to fulfill the above-mentioned data processing purposes and the activities specified in the association's bylaws, and only to the extent required, your personal data may be shared with third parties residing in Turkey, such as consultants, financial advisors, and auditors, from whom the association receives services, support, and consultancy. This sharing is based on the legal ground that it is necessary for the establishment, use, or protection of the association's rights and provided it does not harm your fundamental rights and freedoms within the association's legitimate interest as the data controller.

In addition to the above, if it becomes necessary to fulfill legal and/or regulatory obligations under the legislation in force at the date of the relevant transaction or request, or if such a request is received from official institutions, your personal data requested by the authorities may be shared with the relevant institutions and organizations or judicial authorities to fulfill legal or regulatory obligations.

Deletion, Destruction, and Anonymization of Personal Data

Your personal data will be processed by the association and all its affiliated units, limited to the purposes specified in this Information Notice, in compliance with all data processing and statute of limitations periods specified in the relevant laws and other legal regulations. In the event of any changes in the data processing periods in the laws, the newly determined periods will be taken as a basis.

Pursuant to Article 7 of the KVKK Law, although personal data has been processed in accordance with the relevant legislation, if the reasons for processing are no longer applicable, the personal data will be deleted, destroyed, or anonymized by the association, either ex officio or upon the request of the relevant person. Your personal data will be retained for the reasonable period specified in the relevant legislation or until the purpose of processing no longer exists, and in any case, for the statutory limitation periods.

In this context, the retention period for process-based personal data is included in the inventory of the "Association of Work, Organizational, and Industrial Psychologists (IOCP)."

RIGHTS OF THE MEMBER WHOSE PERSONAL DATA IS PROCESSED

In accordance with Article 11 of the KVKK, after presenting your identity and completing the necessary checks, our members have the following rights regarding their personal data:

a. To learn whether their personal data is being processed,

b. To request information if their personal data has been processed,

c. To learn the purpose of processing their personal data and whether they are used in accordance with the purpose,

d. To know the third parties in the country or abroad to whom personal data has been transferred,

e. To request the correction of personal data if it has been processed incompletely or incorrectly, and to request the notification of the transaction made in this context to the third parties to whom the personal data has been transferred,

f. Although it has been processed in accordance with the KVKK Law and other relevant legal provisions, to request the deletion or destruction of personal data if the reasons for its processing have disappeared, and to request the notification of the transaction made in this context to the third parties to whom the personal data has been transferred,

g. To object to a result against the person arising from the analysis of the processed data exclusively through automated systems,

h. To demand compensation for the damage if they suffer damage due to the unlawful processing of personal data.

You can request the destruction (deletion, destruction, or anonymization) of your personal data from the association management within the framework of the conditions stipulated in Article 7 of the KVKK. You can also request that the third parties to whom the data has been transferred or may be transferred be informed about your destruction request. However, we will evaluate your destruction request and determine the appropriate method based on the specific circumstances of the case. In this context, you can always request information from us regarding why we chose the destruction method we did.

If you suffer damage due to the unlawful processing of your personal data, you can request compensation for the damage.

Your requests in your application will be resolved free of charge within thirty days at the latest, depending on the nature of the request. However, if the transaction requires an additional cost for the association, a fee may be charged according to the tariff determined in the Communiqué on the Procedures and Principles of Application to the Data Controller by the Personal Data Protection Board.

For matters related to the processing of your personal data, you must submit your application in writing to the association's address using the email address you have previously provided and which is registered in our records. Depending on the nature of your request and application method, additional verifications (such as sending a message to your registered phone number or calling you) may be requested to determine if the application is yours and to protect your rights. For instance, if you apply via the email address registered with the association, we may contact you using another registered communication method to verify that the application is yours.

Explicit Consent Form

I have read and understood the Information Notice presented to me by the "Association of Work, Organizational, and Industrial Psychologists (IOCP)" in accordance with the Personal Data Protection Law No. 6698 ("KVKK"). I agree to the processing of my identity (Name, Surname, Year of Birth) and contact (Email Address) information to provide effective communication for the association, strengthen cooperation, and receive your opinions and suggestions regarding projects and events.

Personal Data Owners can direct their questions, opinions, or requests to any of the following communication channels.

Phone: +90 (532 312 21 71)

Email: iocp@iocp.org.tr