Privacy Policy

1. Distance Sales Agreement (Tours, Congress and Accommodation)

Parties A) Seller/Service Provider UNICON MICE CONGRESS ORGANIZATION Address: Gayrettepe Mah. Vefa Bayırı Sk. İş Bankalılar Sitesi C Blok No:3/B1, Beşiktaş, Istanbul, Turkey Phone: +90 212 969 33 05 Mobile/WhatsApp: +90 538 383 26 06 E-mail: iartistanbul@uniconmice.com Web: www.uniconmice.com – www.iartistanbul.com Trade Registry/Tax Info/MERSIS: [insert]

B) Buyer/Consumer Name/Company: [•] ID/Tax No (if any): [•] Address: [•] Phone/E-mail: [•]

Subject This Agreement governs the rights and obligations of the Parties regarding the Buyer’s order placed via iartistanbul.com for congress registration, tour and/or accommodation packages for the “International Advanced Radiotherapy Techniques Symposium,” under Turkish Consumer Law No. 6502 and the Distance Contracts Regulation.

Description and Scope of Services

• Event: International Advanced Radiotherapy Techniques Symposium
• Dates: 11–13 June 2026
• Venue: [•]
• Package content: [Registration only / Registration + accommodation / Transfers / Social events etc.]
• Price currency: EUR
• Price: [•] EUR (taxes included/excluded: [•])
• Option/booking deadline: [•]
• Suppliers: Accommodation, transportation and technical services may be provided by third parties.

Payment Terms

• Method: Only via online POS using credit/debit card.
• Installments/fees: [•] (if available; may vary by bank/payment provider).
• FX policy: Prices are set in EUR. If charged in TRY, the EUR/TRY exchange rate and the payment provider/bank policy at the time of transaction apply.
• Invoice: E-invoice/e-archive invoice will be issued electronically and sent by e-mail.

Performance/Delivery

• Electronic registration/confirmation will be sent by e-mail. Hotel/transfer vouchers (if any) will be provided before the event.
• Original ID/passport may be required on-site.
• Performance is limited to the event dates.

Right of Withdrawal

• Under the Distance Contracts Regulation, there is no right of withdrawal for services relating to accommodation and leisure activities provided on a specific date or period (Art. 15/1-g). Therefore, no general right of withdrawal applies to congress registration and related packages. The cancellation/refund terms below apply.

Cancellation, Refund and Changes

• Buyer-initiated cancellation: • 60 days or more before the event: Refund subject to [•]% deduction. • 59–30 days before: [•]% deduction. • 29–15 days before: [•]% deduction. • 14 days or less / no-show: No refund.
• Name change/transfer of registration: Permitted until [•] subject to event rules; fee: [•].
• Third-party services (hotel/transfer/flight): Supplier fare rules apply; additional penalties may be charged.
• Provider-initiated cancellation/postponement: • Full cancellation: Full refund of fees collected. • Postponement: Registrations transfer to the new date; Buyer may request a refund within [•] days after announcement.
• Force majeure: In case of natural disasters, epidemics, strikes, war, governmental restrictions or similar events, dates/times and scope may change; refunds/changes will be handled per supplier rules.

Attendance Rules and Responsibilities

• Visa, passport, health and travel documents are the Buyer’s responsibility.
• Venue security rules and event house rules must be followed.
• UNICON is liable only to the extent required by law for third-party supplier faults; UNICON is not liable for indirect or consequential damages or loss of profit.
• Program changes: Speakers, schedule and content may change; material changes will be announced.

Personal Data and Privacy

• Personal data is processed in accordance with the Personal Data Protection Notice (KVKK) and the Privacy/Cookie Policy for event management, accreditation, badges, access control, sponsorship notifications, invoicing and legal compliance, and may be shared with necessary third parties for these purposes.

Dispute Resolution and Governing Law

• Consumer Arbitration Committees and Consumer Courts in Turkey have jurisdiction. Turkish Law applies.

Effectiveness

• This Agreement enters into force upon the Buyer’s electronic approval.

2. Personal Data Protection Notice (KVKK)

Data Controller UNICON MICE CONGRESS ORGANIZATION Address: Gayrettepe Mah. Vefa Bayırı Sk. İş Bankalılar Sitesi C Blok No:3/B1, Beşiktaş, Istanbul, Turkey Contact: iartistanbul@uniconmice.com | +90 212 969 33 05

Categories of Personal Data Processed

• Identity: Name-surname, ID/passport number (if required), title
• Contact: E-mail, phone, address
• Finance: Billing/tax details, payment amount; card data is processed by the payment provider, not stored on our servers
• Transaction: Registration number, package details, participation history
• Visual/audio: Event photos and videos
• Marketing: Preferences and communication consents (with explicit consent)

Purposes of Processing

• Managing congress registration and any tour/accommodation services
• Payments, invoicing and accounting
• Accreditation, badges, access control and event security
• Sponsorship operations and management of participant lists
• Customer support and complaint handling
• Compliance with legal obligations
• Promotional and marketing communications with explicit consent

Legal Bases

• Contract performance/establishment (KVKK Art. 5/2-c)
• Legal obligation (Art. 5/2-ç)
• Legitimate interests (Art. 5/2-f)
• Explicit consent (Art. 5/1) for activities where required (e.g., marketing communications, certain cross-border transfers)

Transfers of Personal Data

• To hotels, transportation providers, venue operators, accreditation/agency partners, payment service providers and sponsors on a need-to-know basis
• To public authorities when legally required
• International transfers: If servers/CRM/communication tools are located abroad, transfers will be made in compliance with KVKK Art. 9, based on explicit consent or other lawful mechanisms (e.g., adequacy decision/Board approval, undertakings).

Retention Periods

• Contractual/commercial records: 10 years
• Accounting/tax records: 10 years
• Marketing data: Until consent is withdrawn or a maximum of 2 years, whichever is earlier
• Visual records: Up to [•] years or removed upon justified request, where permitted by law

Your Rights under KVKK Art. 11

• To learn whether your personal data is processed, request information, learn purposes and whether used appropriately, know third parties to whom data is transferred, request correction/deletion, object to results arising from automated processing, and claim compensation for damages.
• You may submit your requests to iartistanbul@uniconmice.com. We will respond within statutory time limits.

Explicit Consent Statement (Example)

• I consent to receive marketing communications by e-mail/SMS/phone and to the processing and cross-border transfer of my name and contact details for this purpose. [Checkbox]

3. Privacy and Cookie Policy

Scope

• This Policy applies to iartistanbul.com and related subdomains.

Data We Collect

• Forms: Name, surname, e-mail, phone, organization/institution, billing information
• Device/technical: IP address, browser and device details, cookies, session IDs, log data
• Payments: Processed via our payment service provider; card data is not stored on our servers
• Event interactions: Registration information, attendance, preferences

Purposes of Use

• To provide and improve registration, tour and accommodation services
• To process payments and issue invoices
• To manage accreditation, badges and access control
• To ensure site security, prevent abuse and perform analytics
• To conduct customer support and communicate important updates
• With consent, to send promotional communications and perform remarketing

Legal Bases

• Contract performance, legal obligations, legitimate interests, and explicit consent where required (e.g., marketing cookies, promotional emails)

Cookies

• Strictly necessary cookies: Session management, cart/checkout
• Performance/Analytics: e.g., Google Analytics (enable IP anonymization where feasible)
• Functional: Language preference, user settings
• Marketing: Retargeting pixels (e.g., Meta, Google, LinkedIn) used only with consent where required
• Cookie preferences: You can manage/withdraw consent via our cookie banner and settings at [link to cookie management tool]

International Data Transfers

• If we use hosting, CRM or support tools located outside Turkey, your data may be transferred abroad in compliance with KVKK Art. 9 and applicable laws, based on explicit consent or other lawful mechanisms.

Data Security

• TLS/SSL encryption, access controls, logging and regular backups
• PCI-DSS compliant payment providers for card transactions
• Technical and organizational measures to protect against unauthorized access, alteration or disclosure

Third-Party Links

• We may link to external sites. We are not responsible for their content, practices or policies.

Children’s Privacy

• Our services are intended for adults. Users under 18 should act through their parents/guardians.

Data Retention

• We retain personal data only as long as necessary for the purposes stated and in line with statutory retention requirements. See the KVKK Notice for specific periods.

Updates to this Policy

• We may update this Policy from time to time. Changes take effect upon publication on the website. Material changes will be announced.

Contact

• For privacy matters and data subject requests: iartistanbul@uniconmice.com