This privacy notice has been prepared pursuant to Article 10 of Law No. 6698 on the Protection of Personal Data (“KVKK”) in order to inform you about your personal data processed through the meeting request and guide download forms on the digitalinstitute.com.tr website and during your use of the Site.
This English version is provided for information purposes. In case of any discrepancy, the Turkish version of this notice prevails.
1. Data controller
Your personal data is processed by Digital Institute in its capacity as data controller. For any questions regarding your personal data, you may write to kvkk@digitalinstitute.com.tr.
2. Personal data processed
When you fill in the forms and use the Site, the following personal data is processed:
- Identity: Full name
- Contact: Email address, phone number
- Professional information: The company you work for, your job title, the company’s employee count range
- Request information: The message you optionally write in the meeting request form
- Transaction security: IP address, browser and device information, the page from which the form was submitted, date and time of submission
- Consent records: The date, time and text version of the acknowledgement that the KVKK notice was provided and (if given) of your marketing consent
The guide download form does not contain employee count, phone or message fields. The forms do not request special categories of personal data; please do not write such information in the message field either.
3. Purposes of processing personal data
- Receiving and evaluating your meeting request, contacting you and preparing a proposal in line with your request,
- Sending the Employee Engagement Survey Guide and Sample Questions you requested to your email address,
- Subject to your explicit consent, sending you our content and event announcements,
- Ensuring the security of the Site and the form infrastructure, and preventing spam and misuse,
- Being able to prove that the obligation to inform has been fulfilled and that consents have been given,
- Fulfilling obligations arising from legislation and responding to requests from competent authorities.
4. Method of collection and legal grounds
Your personal data is collected electronically, partly by automated means, through the forms on the Site and server logs, and is processed on the basis of the following legal grounds set out in Article 5 of the KVKK:
- Processing being directly related to the establishment or performance of a contract (Art. 5/2-c): responding to your meeting request, preparing a proposal and sending the guide you requested,
- Fulfillment of a legal obligation (Art. 5/2-ç): record-keeping and notification obligations arising from legislation,
- Establishment, exercise or protection of a right (Art. 5/2-e): retaining notice and consent records,
- Legitimate interest (Art. 5/2-f): ensuring the security of the Site and preventing misuse, provided that this does not harm your fundamental rights and freedoms,
- Explicit consent (Art. 5/1): sending content and event announcements if you tick the optional consent box in the guide form. Not giving this consent does not prevent you from receiving the guide.
5. Transfer of personal data
Your personal data may be transferred to the following groups of recipients, limited to the purposes above and in accordance with Articles 8 and 9 of the KVKK:
- The service provider hosting the Site and the email infrastructure (as data processor, solely for the provision of the service),
- Public institutions and organizations and judicial authorities authorized by law (only where there is a legal request or obligation).
Since the servers of the service provider for the Site and the email infrastructure may be located abroad, your personal data may be transferred abroad solely for the purpose of providing these services. Such transfer is carried out in accordance with Article 9 of the KVKK, on the basis of an adequacy decision of the Personal Data Protection Board (“Board”) regarding the destination country where one exists, or otherwise on the basis of standard contractual clauses signed with the service provider and notified to the Board. Service providers process your data solely in accordance with our instructions.
Your personal data is not sold and is not shared with third parties for advertising purposes.
6. Retention periods
- Meeting requests and guide applications: [2 years] from our last communication; if a business relationship is established within this period, for the duration required by that relationship and prescribed by legislation,
- Marketing consent and related records: until consent is withdrawn; after withdrawal, for the period prescribed in the relevant legislation for evidentiary purposes,
- Server and security logs: [1 year].
When the period expires or the purpose of processing ceases to exist, your personal data is erased, destroyed or anonymized. If you request the erasure of a record that must be retained by law, your request will be fulfilled at the end of that period; until then, the relevant data is kept solely for the retention obligation, is not processed for any other purpose and is not shared with third parties except as required by law.
7. Your rights under the KVKK
Pursuant to Article 11 of the KVKK, by applying to the data controller you have the right to:
- Learn whether your personal data is being processed,
- Request information if your personal data has been processed,
- Learn the purpose of processing your personal data and whether it is used in accordance with that purpose,
- Know the third parties, in Türkiye or abroad, to whom your personal data has been transferred,
- Request the rectification of your personal data if it has been processed incompletely or inaccurately,
- Request the erasure or destruction of your personal data within the framework of the conditions set out in Article 7 of the KVKK,
- Request that the rectification, erasure or destruction be notified to the third parties to whom your data has been transferred,
- Object to the occurrence of a result to your detriment through the analysis of the processed data exclusively by automated systems,
- Claim compensation for damages if you suffer damage due to the unlawful processing of your personal data.
You may withdraw your marketing consent, which is based on explicit consent, at any time.
8. Method of application
You may submit your requests regarding your rights, in accordance with the Communiqué on the Procedures and Principles of Application to the Data Controller, together with information identifying you, to kvkk@digitalinstitute.com.tr. You may send your application from the email address you provided in the form and that is in our records, or signed with a secure electronic signature or mobile signature. To prevent your data from being disclosed to others, your application is evaluated after your identity has been verified.
Your application will be concluded free of charge as soon as possible according to its nature and within thirty days at the latest. If the process requires an additional cost, the fee schedule determined by the Personal Data Protection Board may be applied. If your application is rejected, if you find the response insufficient or if no response is given in time, you may file a complaint with the Personal Data Protection Board.
For information on the Site’s general privacy practices and cookies, please see our Privacy Policy.