Sample Request Form Clarification Text

1. Identity of the Data Controller

Ak-taş Dış Ticaret Anonim Şirketi (TIN of Turkey: 0110187840) (“Ak-taş” or “the Company“) provides the following information in order to comply with transparency and information obligations under the Law on the Protection of Personal Data No. 6698 (“KVKK“), the General Data Protection Regulation (“GDPR“) related to personal data of individuals in the European Union, and relevant regulations, regarding the personal data obtained from our employees in our capacity as the data controller.

2. Processing of Personal Data and Purposes of Processing

If you fill out the sample request form on our website, your name-surname, e-mail, phone number, company information, fax number and department information will be processed as your personal data.

Your personal data processed with the sample request form; It is processed for the purposes of conducting / auditing business activities, conducting marketing processes of products / services, conducting customer relationship management processes, conducting communication activities. Your personal data is not used for any automated decision-making that affects or creates your profile, other than those described above.

3. To Whom and for What Purposes the Process Personal Data Can Be Transferred

Your personal data, as specified in Article 2 of this Clarification Text, will be shared with the recipients for the purposes mentioned below:

  • In cases of legal obligation, to official institutions and organizations, to attorneys.
  • In the case of explicit consent, for the purposes of conducting business activities and communication activities, to our group companies.
  • The stage where the forms are sent by e-mail is provided by the IT company from which we receive hosting services. Therefore, in case of explicit consent, the relevant personal data may be transferred to the servers and data centers abroad of the companies from which information technology services are received, limited to the use of e-mail and cloud computing services.

4. Method of Personal Data Collection and Legal Basis

Your personal data can be partially collected via automated methods when the “Sample Request Form” our website is filled out, in accordance with the purposes specified in Article 2 of this Privacy Notice, and based on the legal grounds mentioned in Article 5 of the Law, limited to, and in compliance with the fundamental principles provided in the Law, such as being explicitly prescribed in laws, the legal obligations of the data controller, the data subject making his/her personal data public, and the legitimate interests of the data controller.

5. Your Rights Regarding the Protection of Personal Data

To learn whether your personal data has been processed within the framework of the legislation on the protection of personal data, to request information about it if it has been processed, to learn the purpose of processing and whether it is used by us in accordance with these purposes, to learn the third parties to whom it has been transferred domestically or abroad, to request correction in case of incomplete or incorrect processing and to notify the third parties to whom it has been transferred, You have the right to request the deletion or destruction of the processed data in the event that the conditions for its processing are no longer valid, and if it has been transferred, to notify the third parties to whom it has been transferred, to object to this situation if you think that a result has arisen to your detriment by analyzing the processed data exclusively through automated systems, and to demand the compensation of this damage in case you suffer a loss due to processing in violation of the KVKK.

You can submit your requests in the context of Article 11 of the KVKK “regulating the rights of the data subject” in accordance with the “Communiqué on Procedures and Principles for Application to the Data Controller” by one of the following methods:

  • In person or through a notary, by sending your request to the address: “Kısıklı District., İncir Street, No:6/2, 34692 Üsküdar, Istanbul, Turkey” after identity verification.
  • By sending your request to the registered electronic mail address [email protected].
  • By sending your request to the address “[email protected]” using your secure electronic or mobile signature.

Additional Privacy Provisions Related To The European Union

Regarding personal data of natural persons in the European Union as part of General Data Protection Regulation (GDPR) you have additional rights in addition to the points mentioned above, and we desire inform you about these.

If you do not provide your personal data that we request with the sample request form with us, we may not be able to contact you and we may not be able to take action regarding your request you stated in your message.

I. Export of Your Personal Data

We only share your personal information for the sole purpose of processing your request. We require the third parties with whom your information is shared to take appropriate security measures to protect your personal information in accordance with our policies. We do not allow the third parties with whom we share personal information to use your personal data for their own purposes. We only permit your personal data to be processed for the purposes outlined in this privacy notice and in accordance with our instructions. If this sharing involves a transfer outside the European Economic Area, we will consider the potential risks arising from the lack of adequate protection. Therefore, we will ensure sufficient protection for your personal information by entering into data transfer agreements that include standard contractual clauses. Your provided personal data will be transferred to the following categories of individuals:

  • With your consent, your personal data will be shared with affiliated companies for the purpose of conducting business operations and carrying out communication activities
  • The stage in which forms are sent via e-mail is provided by the IT company from which we receive hosting service. Therefore, in case of consent, the relevant personal data will be transferred to the servers and data centers abroad of the companies from which information technology services are received, limited to the use of e-mail and cloud computing services.

II. Personal Data Security

Security measures are in place to ensure the security of your personal data. The company has implemented the necessary security measures in accordance with the policies published to prevent situations such as loss, unauthorized access, or disclosure of personal data.

III. Your Rights

Under certain conditions and to the extent provided by the law, you have the following rights:

  • Within the scope of the right of access, you have the right to know what personal data is being held about you and to request a copy of your personal data. There are some exceptions to this right in certain situations. For example, your request may be denied if sharing your personal data would lead to the exposure of another person’s personal data or if it is legally prohibited for us to disclose such information.
  • We aim to keep your personal data accurate, up-to-date, and complete. To help us maintain the accuracy of your personal data, please contact us if you believe any of your personal information is incorrect or has changed.
  • You have the right to object to the processing of your personal data in certain situations and to request the blocking, deletion, or restriction of your personal data. If you wish us to stop using your personal data, please contact us.
  • You have the right to request your personal data in a commonly used and machine-readable format to be provided to you or another data controller.
  • You have the right to request the deletion of your personal data when it is no longer necessary for the purposes it was collected for or when your personal data is being processed unlawfully for other reasons
  • If you believe your personal data has been breached, you have the right to file a complaint with the relevant supervisory authority.

You can exercise your rights by contacting the communication channels specified below, along with a copy of your identity document or passport (for the purpose of confirming your identity).

IV. Right to Withdraw Consent

If you have consented to the processing and transfer of your personal data, you have the right to withdraw your consent in whole or in part. If we receive notification that you have withdrawn your consent, your data will no longer be processed for the purposes for which your consent was obtained, unless there is another legal basis for the processing, provided that it complies with applicable data protection legislation.

V. Storage Period of Your Personal Data

Since your personal data is processed only in line with your request in the message section in the “Sample Request Form”, it will be stored for the period required within the scope of legal obligation to fulfill the purposes collected until your requests are resolved.

If you would like to learn more about our specific retention periods for your personal data set out in our retention policy, you can contact us. Upon expiry of the applicable retention period, your personal data will be securely deletion or destruction in accordance with applicable laws and regulations.

Contact Information for Your Rights and Requests

You can submit your requests within the scope of the rights mentioned above to the contact addresses provided below through the following communication channels:

  • “Kısıklı District, İncir Street, No:6/2 34692 Üsküdar/Istanbul/Turkey” address, either in person or via a notary:
  • To the registered e-mail address “[email protected]” or
  • “[email protected]” with your secure electronic or mobile signature

VII. Changes in the Clarification Text

We reserve the right to update and amend this Clarification Text from time to time in order to reflect changes in how we process your personal data or to comply with changing legal requirements. Any changes to this Clarification Text will be posted on this page.

Last Updated: December 25, 2023