Personal Data Protection Notice

PERSONAL DATA PROTECTION LAW (KVKK) INFORMATION NOTICE

1. Data Controller

This Information Notice has been prepared by Holistence Academy Arge Yazılım Yayıncılık Eğitim Danışmanlık ve Organizasyon Ticaret Limited Şirketi (Holistence Academy) in its capacity as data controller pursuant to the Personal Data Protection Law No. 6698 ("KVKK").

  • Trade Name: HOLİSTENCE ACADEMY R&D SOFTWARE PUBLISHING EDUCATION CONSULTING AND ORGANIZATION TRADE LTD. STI.
  • Brand: Holistence Publications (publishing brand)
  • Tax Office / No: Çanakkale Tax Office Directorate / 7340893534
  • Address: Namık Kemal Mahallesi, Helvacıoğlu Sokak, Han Evleri No:19–21, İç Kapı No:1, Merkez / Çanakkale
  • Email: publications@holistence.com
  • Website: https://publications.holistence.com
  • MERSIS No: 0734089353400017

2. Purposes of Processing Personal Data

The personal data of authors, reviewers, editors, readers, and other users are processed for the following purposes:

  • Receiving, evaluating, and publishing academic publication submissions,
  • Conducting reviewer evaluation processes,
  • Carrying out editorial and technical communication activities,
  • Managing publication ethics, copyright, licensing, and open access processes,
  • Creating user accounts, providing system access,
  • Fulfilling legal obligations, conducting registration and archiving activities.

Personal data processed within this scope may include: name, surname, title, email address, ORCID, institution name, phone number, mailing address, and system access information.

3. Method and Legal Basis for Processing Personal Data

Personal data is collected automatically or semi-automatically in electronic environments (e.g., OJS journal system, online forms, email). Data is processed for the following legal reasons:

  • KVKK m.5/2 (a): Explicitly stipulated by law,
  • KVKK m.5/2 (c): Directly related to the establishment or performance of a contract,
  • KVKK m.5/2 (ç): Fulfilling the legal obligation of the data controller,
  • KVKK m.5/2 (f): Processing based on the legitimate interests of the data controller.

In cases requiring explicit consent (e.g., mailing list registration or promotional announcements), additional consent is obtained from the relevant person.

4. Transfer of Personal Data

Personal data may only be transferred to the following persons and institutions:

  • Editors, referees, and technical support staff involved in the publication process,
  • Domestic/foreign IT infrastructure providers we use when necessary (e.g., OJS system, email services),
  • Authorised public institutions when legally required.

Personal data will not be sold for commercial purposes or shared with third parties under any circumstances.

5. Retention Period of Personal Data

Personal data will be retained for a maximum of 10 years after the relevant publication process is completed. At the end of this period, the data will be anonymised in accordance with the KVKK or securely deleted.

6. Rights of the Data Subject (KVKK Article 11)

Every individual has the following rights by applying to Holistence Academy:

  1. To learn whether their personal data is being processed,
  2. To request information about the processing if it has been processed,
  3. To learn the purpose of the processing and whether it is being used for its intended purpose,
  4. To know the third parties to whom it has been transferred within or outside the country,
  5. To request the correction of incomplete or incorrectly processed data,
  6. To request the deletion or destruction of the data in accordance with Article 7 of the KVKK,
  7. To request that these actions be communicated to the third parties to whom the data has been transferred,
  8. To object to the analysis of the processed data exclusively by automated systems, resulting in a negative outcome for the individual,
  9. To request compensation in case of damage due to unlawful processing.

7. Application Method

To exercise your rights mentioned above, you can send your requests:

  • By email to publications@holistence.com,
  • Or in writing to the above address by post.

Your applications will be completed free of charge within 30 days at the latest, in accordance with Article 13 of the KVKK.

8. Updates

This Information Notice may be updated due to legal or operational changes. The latest versions are published at https://publications.holistence.com.

Effective Date: November 1, 2025 © 2025 Holistence Academy Arge Yazılım Yayıncılık Eğitim Danışmanlık ve Organizasyon Ticaret Ltd. Şti. All rights reserved.