Ubikona is a showcase where travellers share their setups and kits. Right now it's in a closed period: the only public parts are this website, the waitlist and the information pages. This policy explains what personal data we collect when you visit the site, join the waitlist or, once invited, publish an ubikon, why we use it and the choices you have.
1. Who we are
[Legal entity name] ("Ubikona", "we", "us"), [Registered address], is the controller of the personal data described here. You can reach us at privacy@ubikona.com.
2. What we collect
| Category | Examples | Source |
|---|---|---|
| Contact | Email address and the name you'd like us to call you | Waitlist form |
| Profile | Traveller profile, the name of your setup or rig, your short note | Waitlist form |
| Public social links | Links to your social profiles, channels or website, and the public content they show | Waitlist form |
| Photo | The single photo you choose to upload | Waitlist form |
| Ubikon content | Photos of your setup, the parts tagged in them, title, story, vehicle and setup details | Ubikon submission (invited members) |
| Social sharing permission | Whether you let us share your ubikon on Ubikona's social accounts, and when | Ubikon submission (invited members) |
| Where you came from | The campaign tags in the link you followed (for example utm_source=instagram) and the website that sent you, as a domain name only | Your visit, saved with your waitlist sign-up |
| Marketing preference | Whether you opted in to the newsletter, and when | Waitlist form or newsletter sign-up |
| Technical | IP address, browser type, request time (server and security logs) | Your visit |
Your photo is resized in your browser before it reaches us, and all embedded metadata, including GPS location, is removed. Please don't send us sensitive personal data, and avoid faces, licence plates or ID documents in your photo.
3. Why we use it
| Purpose | Legal basis (where GDPR applies) |
|---|---|
| Running the waitlist: confirming your sign-up, reviewing your setup and social links, deciding the order of invitations and sending your personal invitation | Steps you asked us to take before an account (Art. 6(1)(b)) and our legitimate interest in curating an invite-only community (Art. 6(1)(f)) |
| Understanding which channels and campaigns bring people to the waitlist | Our legitimate interest in knowing where to spend our effort (Art. 6(1)(f)) |
| Publishing your ubikon on Ubikona under its own link and, at our discretion, in lists on the site | Providing the service you asked for (Art. 6(1)(b)) and our legitimate interest in curating the site (Art. 6(1)(f)) |
| Sharing your ubikon on Ubikona's social media accounts | Your consent (Art. 6(1)(a)), which you can withdraw at any time |
| Sending the newsletter and launch news | Your consent (Art. 6(1)(a)), which you can withdraw at any time |
| Keeping the site secure and preventing abuse and bot traffic | Our legitimate interest (Art. 6(1)(f)) |
| Meeting legal obligations and defending legal claims | Legal obligation (Art. 6(1)(c)) and legitimate interest (Art. 6(1)(f)) |
The newsletter checkbox is separate and unticked by default; you can join the waitlist without it. You can also sign up for the newsletter on its own with just your email address; we then use that address only for the newsletter. We don't sell your personal data or share it with third parties for their own advertising.
4. Ubikons you publish
Once you're invited, you can submit an ubikon: photos of your setup, the parts tagged in them, a title, a short story and details about your vehicle or kit. After our review it's published on Ubikona, where anyone can see it.
- Its own link. Every published ubikon gets its own link. The link works, and you can share it, whether or not the ubikon appears in any list on the site.
- Listing is our choice. Whether an ubikon is shown on the home page or in other lists and features on Ubikona, and in what order, is entirely at our discretion. We may add it to these lists, move it or take it off them at any time; its own link isn't affected.
- Ubikona's social accounts. We share an ubikon on Ubikona's social media accounts, such as Instagram, only if you tick a separate box when you submit it. The box is unticked by default and isn't needed to publish. You can withdraw this permission at any time by emailing us; we then stop new posts and remove existing ones from our accounts. We can't recall copies that others have already shared or saved, and the platforms process what we post under their own privacy policies.
5. Who we share it with
We use service providers that process data on our behalf, under contracts that limit their use of it:
| Provider | Purpose | Location |
|---|---|---|
| Supabase | Database for waitlist and newsletter sign-ups | [Region to be selected] |
| Cloudflare (Workers, R2) | Hosting, security and photo storage | Global network, US-based |
| Email service provider | Sending sign-up confirmations, invitations and the newsletter | [Region to be confirmed] |
We may also disclose data where the law requires it, or to protect our rights, users or the public.
6. International transfers
Some providers process data outside your country, including in the United States. Where data leaves the EEA, the UK or Türkiye, we rely on safeguards such as the European Commission's Standard Contractual Clauses, the UK addendum and the standard contracts required under Turkish law.
7. How long we keep it
- Waitlist record: until you're invited and create an account, or until you ask us to delete it. Records that never receive an invitation are deleted no later than 12 months after the closed period ends.
- Waitlist photo and social links: used only for the invitation review and never published. Deleted after the review or when you ask.
- Published ubikon: while it's published; deleted when you delete it or your account, or when you ask us.
- Posts on our social accounts: until you withdraw your permission or ask us to remove them.
- Newsletter consent: until you unsubscribe; we keep a record of the consent as long as needed to prove it.
- Security logs: up to 12 months, unless a longer period is required by law.
8. Cookies
This site doesn't use analytics or advertising cookies. It may use strictly necessary cookies to work and stay secure. If we add analytics later (for example Google Analytics), it will run only with your consent and this policy will be updated first.
9. Your rights
Depending on where you live, you may have the right to:
- access the personal data we hold about you and get a copy,
- correct inaccurate or incomplete data,
- delete your data,
- restrict or object to our processing, including processing based on legitimate interests,
- receive your data in a portable format,
- withdraw consent at any time, without affecting earlier processing,
- complain to your data protection authority.
To use any of these rights, email privacy@ubikona.com from the address you signed up with. We'll reply within 30 days and won't charge you. You can unsubscribe from the newsletter with the link in every email.
10. Regional notices
EEA and United Kingdom
This policy is written to meet the GDPR and the UK GDPR. You can complain to the supervisory authority where you live or work.
Türkiye
For users in Türkiye this policy also serves as the information notice under Law No. 6698 on the Protection of Personal Data (KVKK). You have the rights in Article 11 of that law, and you can complain to the Personal Data Protection Board (KVKK Kurulu). Newsletter emails are sent only with your approval under Law No. 6563.
United States
We don't sell personal information or share it for cross-context behavioural advertising. Residents of states with privacy laws, such as California, can use the rights above by contacting us.
11. Children
Ubikona isn't meant for anyone under 16, and we don't knowingly collect their data. If you think a child has signed up, contact us and we'll delete it.
12. Changes
We'll update this policy as Ubikona grows, for example when accounts or analytics arrive. The current version is always on this page, and we'll email the waitlist about significant changes.
13. Contact
Questions about privacy: privacy@ubikona.com.