Legal
Privacy notice
What this website collects, why, and what you can ask us to do with it.
Who is responsible
The ECRES website and conference are operated by Emirhan Kabalcı – VintEight Konferans Organizasyonu, Ankara, Türkiye ("VintEight"). Contact: info@vinteight.com or WhatsApp +90 542 350 43 68. Scientific secretariat: ecres.conference@gmail.com.
What we collect, why, and for how long
| When | What | Why, and on what basis | Who receives it | How long we keep it |
|---|---|---|---|---|
| You visit the website | IP address, time, requested page, browser (server logs) | Security and fixing problems · legitimate interest | Our web host, Natro (Türkiye) | Up to 90 days |
| The assistant cannot answer | The question, with e-mail addresses and phone numbers masked; time; page | Adding the missing answer · legitimate interest | Our own server | 12 months |
| The AI model answers | The question and the last two questions and answers of the chat; the answer; time; page (e-mail addresses and phone numbers masked in our log) | Answering your question · legitimate interest | Anthropic (Claude), to write the answer; our own server, for the log | Our log: 12 months |
| You ask for the template and a reminder | E-mail; if you give them, name, country and role; the campaign that brought you | The reminder and, if you tick it, news about future ECRES conferences · consent | Our own server; a notice to our mailbox (Google) | Until you unsubscribe; at the latest 12 months after ECRES 2027 |
| You submit a paper | What you enter in Microsoft CMT | Peer review and the programme · contract | Microsoft CMT | 5 years |
| You register and pay | Registration and invoice details; card details only on the bank's page | Registration and invoices · contract and legal obligation | VintEight; the bank's secure payment page | As Turkish tax and commercial law requires (up to 10 years) |
| You ask for a letter or certificate | Name as in your passport, paper ID, consulate | The document you asked for · contract | Our mailbox (Google) | 2 years |
| You present online | Name, image and voice in the session | Running the online session · contract | The video-conference service announced with the programme | Not recorded unless announced in advance |
| You attend in person | Photos of sessions and the gala dinner | Documenting the conference · legitimate interest; you can object | This website and our social media pages | Kept in our archive; removed on request |
| You write to us | Your WhatsApp or e-mail messages | Answering you · contract or legitimate interest | WhatsApp (Meta); our mailbox (Google) | 24 months |
| You accept measurement | Google cookies, the ad click ID (gclid) | Seeing which announcements bring authors · consent | We ask again after 12 months | |
| You open embedded content | IP address, browser | Showing the post or video you chose · consent | Instagram (Meta), YouTube (Google) | Under the platform's own policy |
Some of these services process data outside Türkiye and the European Union.
Browsing this website
This website sets no advertising or tracking cookies unless you accept them (see "Measurement" below). Our web server keeps standard technical logs — such as IP address, time and requested page — for security and to fix problems.
The fonts of this website (Newsreader and Geist, SIL Open Font License) are served from this website; your browser does not connect to a font service.
The ECRES assistant
The assistant runs in your browser and first answers from the published questions and answers; those questions are not sent anywhere. When the FAQ has no clear answer, when you ask several things at once or write in a language other than English, your question (and the last two questions and answers of the same chat, for context) is sent to our server and from there to Anthropic, whose AI model Claude writes an answer using only ECRES's official information. Anthropic processes the text only to produce that answer, under its commercial terms; it is not used to train its models. We keep the time, the page, the question and the answer, with e-mail addresses and phone numbers masked, so that we can improve the published answers. To stop abuse, our server counts questions per visitor for one day with a one-way code made from the IP address; the IP address itself is not stored. We do not save your name or a cookie with your questions, and we do not share them with anyone else. Please do not type personal data into the assistant. The conversation stays in your browser's session storage until you close the tab.
WhatsApp and e-mail
When you choose WhatsApp or e-mail, your own app opens with a pre-filled message; nothing is sent until you send it. Messages on WhatsApp are processed by WhatsApp (Meta) under its own privacy policy, and we use them only to answer you.
Template and reminder form
If you ask for the paper template and a deadline reminder, we save your e-mail address and, if you give them, your name, country and role, together with the time and — if you arrived through an advertisement or one of our e-mails — the campaign it came from (for example utm_source or gclid). We use these details only for ECRES announcements, never share or sell them, and delete them when you unsubscribe or at the latest one year after ECRES 2027. Every e-mail we send has a way to unsubscribe. The legal basis is your consent, which you can withdraw at any time.
Measurement
To see which announcements bring authors to ECRES, this website can use Google Ads and Google Analytics. These tags load only after you accept them in the cookie notice; if you decline, nothing is loaded from Google. Your choice is remembered in your browser and you can change it from the footer.
When you make a choice in the cookie notice, our server records the time, the version of the notice, your three choices and the page, without your IP address, so that we can show that we asked. When you press "Submit" or "Register and pay", or follow a short link in one of our e-mails, our server counts the click: the time and the link, nothing about you.
Embedded content
Our latest Instagram post and the YouTube video load only when you click them; until then nothing is sent to Instagram (Meta) or YouTube (Google). After you click, the platform receives your IP address and browser details and may set cookies. To find our latest Instagram post, our server asks Instagram for it a few times a day; no visitor data is sent in that request.
Photos at the conference
Photos are taken during the sessions and the gala dinner and may appear on this website and our social media pages. Tell the registration desk if you prefer not to appear. To have a published photo removed, write to ecres.conference@gmail.com.
Submissions, registration and payment
Paper submission and peer review run on Microsoft CMT. Registration, invoices and payment are handled by VintEight; card payments are processed by the bank's secure payment page and card details are not stored by us. We use these data to run the conference, issue invoices, letters and certificates, and publish the proceedings.
Your rights
Under the Turkish Personal Data Protection Law (KVKK, No. 6698) and, where it applies, the EU General Data Protection Regulation, you can ask to access, correct or delete your personal data, to restrict its use or to receive a copy of it. You can object to its use, to direct marketing at any time, and withdraw a consent you gave. Write to info@vinteight.com; we reply within 30 days.
You can also complain to the Turkish Personal Data Protection Authority (KVKK) or to the data protection authority of your EU country.
Last updated: October 2026.