This notice is issued under article 10 of the Turkish Law no. 6698 on the Protection of Personal Data, known by its Turkish initials KVKK, which places a duty to inform on the data controller. It explains how the personal data of natural persons who use this site, fill in the quote form or write to the office by email is processed. It is written under Turkish law and makes no claim about the data protection rules of any other country; readers abroad should read it as a description of what happens to their data in Türkiye. Confidentiality of the document itself once translation work has started is covered on a separate page on document privacy.
Data controller
The data controller is Hacettepe Tercüme Ltd. Şti., registered at İhlamur Caddesi 9/8, Kızılay, Ankara, Türkiye. Questions about this notice and requests under the rights described below are sent to that address in writing or to the email address given on the contact details page.
Which data is processed
The quote form collects the following: full name, email address, an optional telephone number, the type of document, the number of pages, the target language, the country and authority where the document will be used, the stage the document has reached, the requested delivery date and whatever you write in the free-text field. The document itself is not collected through the form; there is no file upload field. The form never asks for e-Devlet login details or an identity number. When you write by email, the content of your message and the sender details are processed.
When you visit the site, the server of the hosting provider keeps access logs for technical operation and security; these logs contain the IP address, the time of access, the page requested and browser information. Cookies used on the site are described on a separate cookie information page. There is no need to write special categories of data (health, criminal convictions and the like) in the free-text field; naming the type of document is enough.
Purposes and legal basis
Data given through the form or by email is processed to evaluate the quote request and prepare the quote, to correspond with you in writing, to conclude and perform the translation contract if the quote is accepted, and to handle error reports. The legal basis is article 5, second paragraph, of the Law: processing that is directly related to the conclusion or performance of a contract (point c), and the legitimate interest of the controller provided that it does not harm your fundamental rights and freedoms (point f). Server logs rest on legitimate interest, namely the secure and uninterrupted operation of the site. Because these grounds are sufficient, your explicit consent is not requested; the box on the form confirms that you have read this notice and is not a declaration of consent. Should a processing operation ever require explicit consent, it will be requested separately and only for that operation.
The principles of article 4 of the Law apply: data is processed for specific and legitimate purposes, in a manner connected with and limited to those purposes, accurately and where necessary up to date, and only for as long as needed. This is why the form contains only the fields needed for a quote and why the document file is not collected unless it has to be.
Transfers
A form submission is delivered to the office’s email address as a notification; an SMTP email provider carries that message and your data passes through its servers. The site runs on the server of a hosting provider, and form submissions and access logs are kept there. The server location of the email and hosting providers is confirmed before the site goes live; if a server is outside Türkiye, the transfer is made under the provisions of the Law on transfers abroad, and this notice is updated to reflect that confirmation. If the quote is accepted and the work requires notary certification, information about the document is passed to the sworn translator and the notary only to the extent the work requires. Your personal data is not given or sold to third parties for marketing. Client documents and the personal data they contain are never uploaded to free machine translation or AI services.
Method of collection and retention
Data is collected electronically, through the form and by email, and automatically through server logs during a visit. If the quote is not accepted, the request data is deleted within a reasonable period after the evaluation is complete; that period is limited to what is needed to reopen the request or to deal with a possible dispute. If the quote is accepted, the data is kept for the duration of the contractual relationship and afterwards for the statutory retention periods set by Turkish commercial and tax legislation; when those periods end it is deleted, destroyed or anonymised. Server logs follow the technical retention period of the hosting provider.
Your rights and how to exercise them
Under article 11 of the Law you may, by applying to the controller, learn whether your personal data is processed; request information if it is; learn the purpose of processing and whether the data is used in line with it; know the third parties, in Türkiye or abroad, to whom it is transferred; request correction if it is incomplete or inaccurate; request deletion or destruction under the conditions set by the Law; request that corrections and deletions be notified to the third parties who received the data; object to a result that works against you and was produced solely by automated analysis; and claim compensation for damage caused by unlawful processing.
An application is made in line with the Turkish communiqué on the procedure for applying to the data controller (Veri Sorumlusuna Başvuru Usul ve Esasları Hakkında Tebliğ), in writing to the address above or by email to the address on the contact details page. It should state your name, the subject of the request and an address for the reply; further information may be requested to confirm your identity. Applications are concluded as soon as possible and within thirty days at the latest. If the application is refused, the reply is found insufficient or no reply is given in time, a complaint may be lodged with the Personal Data Protection Board (Kişisel Verileri Koruma Kurulu). This notice is updated when needed; the verification date on the page shows the last review.