KVKK Information Notice

KVKK INFORMATION NOTICE

1. DATA CONTROLLER

Within the scope of the Turkish Personal Data Protection Law No. 6698 (“KVKK”), the data controller is Zeki Oralhan, operating under the brand Orclever Science & Research Group.

Website: www.orclever.com
E-mail: pay@orclever.com
Address: Harman Mah. 6224. Sokak No:3 Talas / Kayseri / Türkiye

2. SCOPE OF THIS NOTICE

This Information Notice applies to all natural persons who create memberships through the Platform, purchase services, submit applications, upload articles, register for events, obtain sponsorship services, participate in editorial or academic processes, upload content, open accounts, fill in forms, contact the Platform, or otherwise use the Platform.

3. PERSONAL DATA THAT MAY BE PROCESSED

Within the scope of Platform activities, the following categories of personal data may be processed:

• identity information,

• contact information,

• user account information,

• payment, invoicing, and financial transaction information,

• transaction security data,

• IP, log, device, session, and traffic information,

• support and communication records,

• event registration and participation information,

• data relating to sponsorship and visibility relationships,

• academic content,

• published or unpublished works,

• draft articles, preprints, and revision files,

• titles, abstracts, and keywords,

• author details, institutional details, ORCID and similar identifiers,

• editorial evaluation data,

• similarity and ethics compliance review data,

• metadata relating to applications, uploads, or workflow processes,

• cookie and usage habit data.

4. ACADEMIC CONTENT AND UNPUBLISHED WORKS

All published or unpublished academic content uploaded to or processed through the Platform, including but not limited to titles, abstracts, full texts, tables, figures, files, attachments, revision texts, editorial correspondence, system metadata, author details, institutional details, application status, and process records, may be processed for the performance of services and for the purposes set out below.

With respect to the processing of content uploaded by the user, the data controller relies on the user’s declaration that the user possesses the necessary rights, permissions, and, where required, the necessary legal authorizations obtained from other relevant persons. The user is responsible for ensuring that all required permissions and notices have been obtained or provided in relation to co-authors, funders, represented institutions, and third parties.

5. PURPOSES OF PROCESSING PERSONAL DATA

Your personal data may be processed for the following purposes:

• creation of membership and user accounts,

• user identification and verification,

• establishment and performance of contracts,

• provision and management of services,

• carrying out payment, collection, invoicing, and accounting processes,

• management of article processing procedures,

• operation of editorial and technical workflows,

• management of event, conference, webinar, and training processes,

• provision of sponsorship and visibility services,

• ensuring system security,

• error detection, logging, and cybersecurity audits,

• ethics risk analysis, plagiarism review, and compliance review,

• AI-assisted classification, search, matching, summarization, recommendation, and association,

• displaying and structuring published and unpublished academic content within the Orclever ecosystem,

• quality control, product development, and analytical measurement,

• fulfillment of legal obligations,

• providing information to authorized institutions and organizations,

• evidence retention, establishment and exercise of legal rights, and legal defense processes.

6. LEGAL GROUNDS FOR PROCESSING

Your personal data may be processed on the basis of the following legal grounds:

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

• where processing is necessary for the data controller to fulfill its legal obligations,

• where processing is necessary for the establishment, exercise, or protection of a legal right,

• where processing is necessary for the legitimate interests of the data controller,

• where the data subject has given explicit consent,

• where processing is expressly provided for by law.

7. INFORMATION REGARDING AI / LLM PROCESSING

Artificial intelligence, generative artificial intelligence, large language models, and similar automated systems may be used on the Platform. Within this scope, your personal data and the academic content you upload to the system may be processed for the following purposes:

• content classification,

• keyword extraction,

• summarization,

• association and linking,

• similarity and pattern analysis,

• security and misuse detection,

• ethics risk flagging,

• content search and recommendation systems,

• on-platform presentation and reporting,

• editorial and operational support.

Within the scope of these processing activities, published or unpublished academic works, drafts, and metadata may also be used.

8. TRANSFER OF PERSONAL DATA

Your personal data may, where necessary and proportionate, be transferred to the following recipients:

• payment institutions,

• accounting and financial service providers,

• e-mail and communication service providers,

• domain name, hosting, and cloud infrastructure providers,

• security and logging systems,

• artificial intelligence / LLM service providers,

• ORCID, Crossref, and DOI infrastructures,

• OpenAlex, OpenCitations, Google Scholar, Semantic Scholar, Scopus, WoS, and similar integrations,

• technical support, software, hosting, and API providers,

• legal advisors,

• authorized public institutions and organizations,

• courts, enforcement authorities, and supervisory bodies.

9. TRANSFER ABROAD

Certain technical infrastructures, cloud systems, and artificial intelligence services used may be located abroad or connected to foreign jurisdictions. In such cases, your personal data may be transferred abroad in accordance with the provisions of the Law governing cross-border data transfers, based on explicit consent, standard contractual clauses, an adequacy decision, or other appropriate safeguards.

10. METHOD OF COLLECTION

Your personal data may be collected through:

• membership forms,

• application screens,

• order and payment pages,

• article upload modules,

• user panels,

• contract and approval screens,

• e-mails and support requests,

• cookies and log records,

• integrations and API flows,

• event participation systems,

through automated, partially automated, or physical means.

11. RESPONSIBILITY OF THE USER PROVIDING DATA

The user declares that, with respect to personal data uploaded to the Platform, including co-author information, student information, client information, research participant data, referee data, or any other third-party data, the user has the necessary legal basis, has fulfilled the relevant information obligations, and, where required, has obtained the necessary explicit consents.

If content containing special categories of personal data, health data, biometric data, children’s data, or other high-risk data is uploaded, the legal responsibility arising from such upload shall, as a rule, belong to the user who uploaded the data.

12. YOUR RIGHTS UNDER ARTICLE 11 OF KVKK

As a data subject, you have the following rights:

• to learn whether your personal data is being processed,

• to request information if your personal data has been processed,

• to learn the purpose of processing and whether your personal data is used in accordance with that purpose,

• to know the third parties to whom your personal data has been transferred,

• to request correction if your personal data is incomplete or inaccurate,

• to request deletion or destruction where the legal conditions are met,

• to request notification of such correction, deletion, or destruction to third parties to whom the data has been transferred,

• to object to any result arising against you through analysis exclusively by automated systems,

• to request compensation if you suffer damage due to unlawful processing of your personal data.

13. APPLICATION

To exercise the rights listed above, you may submit a written application with identity verification to info@orclever.com.

Your applications will be concluded free of charge within a maximum of 30 (thirty) days, taking into account the nature of your request. If the process requires an additional cost, the fee schedule determined by the Personal Data Protection Board shall apply.

Your application must include your full name, signature, Turkish ID number (passport number for foreign nationals), notification address or email address, subject of request, and any relevant information and documents pertaining to the matter.