INFORMATION NOTICE

Diyarbakır Association for Conservation of Cultural and Natural Assets (hereinafter referred to as “DKVD”) takes utmost care to ensure legal processing of personal data of users and guests of www.dkvd.org website. We would like to share with you our Information Notice which we have prepared in order to protect your fundamental rights and freedoms, inform you about the legal grounds and methods of collecting your personal data, share data processing and protection methods and fulfil our legal obligation to inform you as per the Article 10 of Law on the Protection of Personal Data No. 6698 (“Law”) published on the Official Gazette No. 29677 on 07.04.2016 (Your personal data that we legally collected before 7 April 2016, which is the effective date of the Law, are also processed in accordance with the terms and conditions set forth in this Information Notice).

DKVD Information Notice and Cookie Policy together constitutes a whole. DKVD reserves the right to update or amend the Information Notice as per the Privacy and Data Security Policy and Law on the Protection of Personal Data in line with the rules of KVKK (Turkish Personal Data Protection Board) and applicable legislations. Please see https://www.kvkk.gov.tr which is prepared by the Turkish Personal Data Protection Board to inform our users and guests and to better understand why we pay attention to protection of your personal data.

WHICH PERSONAL DATA DO WE PROCESS?

According to KVKK, Personal Data is any information relating to an identified or identifiable natural person. Any data containing following information submitted directly by the Users through any physical or virtual media are considered personal data as per applicable laws as they can make the person identifiable:

• First and last name,
• Contact information such as telephone number, address, e-mail addresses and fax number,
• Gender,
• Date of birth,
• Education,
• Interests, likes and complaints, 
• Social media preferences,
• Event attendance,
• Educational and professional background / cv / career goals,
• Job title / profession / place of work
• Photos of generic meetings and event visuals to the extent allowed by legislations.

Furthermore, personal data can also be collected through other channels/indirect means such as the Users' application usage data, data obtained through log-ins on websites, blogs, applications etc., e-newsletter views/clicks, preferences on platforms logged in with a member's user name and password, data containing operations performed, browsing durations and details, location data, data provided by public databanks, public profiles and data of the user and the user's friends on the relevant social media accounts when the user browses or logs into websites or applications via social media platforms (e.g. social networking sites such as Facebook, Instagram), or through information on browsing/traffic on Application. In addition, your personal data are stored to comply with legal requirements in other cases as may be required by legislation.

PURPOSE OF PROCESSING YOUR PERSONAL DATA

Processing means any operations performed on your personal data including collection, recording, storage, retention, alteration, re-organization, disclosure, transferring, taking over, making retrievable, classification or preventing the use of personal data fully or partially through automatic means. DKVD will process your personal data for a period of time determined by applicable laws within the framework of our legal obligations arising from relevant legislations, including Law No. 6563 on Regulation of Electronic Commerce, Law No. 6698 on the Protection of Personal Data, Law No. 6502 on Protection of Consumers and Regulations of Distance Contracts limited to the purposes specified in this Privacy and Data Security Policy and Information Notice as per the Law on the Protection of Personal Data.

User’s Personal Data can be processed as required by applicable laws and legislations, in order to fulfil our legal obligations, for following purposes:

• Allowing users to benefit from the services provided on the website,
• Detecting system errors and bugs to make performance analysis,
• Improving operation of the website, providing maintenance, support and backup services,
• Conveying, processing, following up and addressing your complaints / requests to DKVD and giving information to you about this process,
• Backing up / archiving, storing and retaining action logs, complying with our legal obligations of information storage, reporting and notifying,
• If you give permission to receive communications, sending you notifications of workshops, seminars, events, promotional activities and briefings organized by DKVD through your preferred channel of communication,
• Creating membership records and accounts, keeping records and logs for this purpose,
• Utilizing personal data and information for statistical studies without disclosing the identity of the data subject for the purposes of improving services, 
• Carrying out analyses and tests to increase quality of current services and develop new services,
• Managing applications,
• Identifying Users by matching other personal data of the Users collected through various means specified above, using the data for their intended purposes,
• Transferring data for purposes of storing, copying / backing up data in order to prevent data loss,
• Notifying or sending electronic posts to Users about events organized, supported or otherwise announced by DKVD,
• Sending new job recommendations to those who submitted job applications to DKVD if a new suitable position is available, keeping CVs of applicants, job interview and reference notes taken during application evaluation processes, sending new job recommendations to former DKVD employees, keeping CVs of former employees, job interview and reference notes taken during evaluation processes, providing productivity and performance references to new employers if requested,
• Sharing and publishing pictures, video recordings and biographies of participants / event participants / instructors / artists / authors / translators and interpreters / exhibition guests in line with their intended purposes without damaging their fundamental rights and freedoms on any physical and/or digital media including social media accounts, websites, catalogues, brochures, flyers and exhibition halls of DKVD in order to promote DKVD’s activities and develop archiving, memory and city projects,
• Carrying out all operations in order to provide opportunities for enjoying events and to give related services, 
• Making announcements, giving invitations for and promoting participation to DKVD’s activities including but not limited to the events, workshops, seminars, programs / projects through various channels of communication,
• Planning and executing corporate communication activities,
• Planning, inspecting and executing data security processes,
• Carrying out productivity / efficiency and/or expediency analyses of workshops, seminars and events, planning and/or executing activities,
• Planning and executing audits and inspections,
• Fulfilling our legal obligations,
• Protecting legitimate interests of DKVD in good faith.

You will be deemed to have given explicit consent to us to process your first and last name as well as your e-mail address (your personal data) when you fill out, of your free will, “Register for E-Newsletter” section on the bottom of the page and submit your first and last name as well as your e-mail address. Your personal data will be processed for a period of time necessary to contact you or send you event notifications or announcements in accordance with relevant legislations and for the purposes specified beforehand.

METHOD OF COLLECTING PERSONAL DATA

Your personal data may be collected with fully or partially automatic or non-automatic methods through any verbal, written or electronic means such as websites, short messages and mobile applications including collecting information by means of applying/participating to workshops, seminars, events, programs/projects organized/supported by DKVD, contacting via forms prepared by DKVD and/or affiliated organizations, e-newsletter subscriptions, contact forms distributed at event venues, e-mails sent by data subjects, social media (Facebook, Instagram, Twitter, YouTube etc.) posts, sending CVs and/or portfolios for contacting DKVD for any reason or making job applications, submitting information through, as employees of, funders, supporters, solution partners, travel agencies, hotels, media companies and other organizations which DKVD has a business relationship with and such personal data may be processed or transferred legally for the purposes specified in this Information Notice. Purposes of processing personal data may vary based on data subjects or data categories. Purposes of processing personal data are specified in Article 5 of the Law.

GENERAL PRINCIPLES OF PROCESSING PERSONAL DATA

DKVD hereby agrees, represents and guarantees to observe and have observed following principles of processing personal data.
•    Processing data lawfully and fairly, 
•    Keeping data accurate and where necessary, up-to-date,
•    Processing data for specific, clear and legitimate purposes,
•    Processing data relevant, limited and proportionate to the purposes for which they are processed,
•    Storing personal data for a period of time deemed necessary for the purpose of processing,

MEASURES WE TAKE FOR DATA SECURITY

Our servers are located behind the firewall and encrypted in order to prevent unauthorized access to or illegal processing of the data systems hosting your personal data. Access to databases by unauthorized persons is under control of the Information Technologies department. Access to the personal data within any department is restricted by username and password, based on users’ job descriptions.

TRANSFER OF PERSONAL DATA

DKVD may share personal data confidentially with natural or legal persons residing in or out of Turkey by taking necessary security measures to fulfill the purposes of processing personal data stated herein in compliance with the provision of Articles 8 and 9 of the Law and fulfill the additional requirements introduced by the Personal Data Protection Board (“Board”). Necessary technical and administrative measures are taken in order to prevent violation of rights during transfer of personal data to third parties. In order to be able to carry out our activities, your personal data may be shared with our program/project partners, local/foreign individuals or companies that we get cloud storage services from, local/foreign companies we contracted with for sending commercial electronic messages as well as with the panels, program/project participants, authorized public institutions and private legal entities to determine participants. 

DOMESTIC TRANSFER OF DATA

Transfer of data subject’s personal data to natural or legal third persons without seeking explicit consent is possible only in the following cases, in which data can be transferred to authorities in compliance with the law and related to their intended purposes.

a) It is clearly provided for by the laws;

b) It is mandatory for the protection of life or physical integrity of the person or of any other person who is physically incapable of giving consent or whose consent is not deemed legally valid;

c) Processing of personal data belonging to the parties of a contract is necessary provided that it is directly related to the conclusion or fulfilment of that contract;

d) It is mandatory for the data controller to be able to perform their legal obligations;

e) The data concerned is made available to the public by the data subject;

f) Data processing is mandatory for the establishment, exercise or protection of any right;

g) It is mandatory for the legitimate interests of the controller, provided that such processing shall not violate the fundamental rights and freedoms of the data subject;

TRANSFER OF DATA ABROAD

DKVD may transfer personal data abroad without explicit consent of the data subject provided that one of the conditions set forth above on the domestic transfer of personal data and that;

a) Sufficient protection is provided in the foreign country where the data is to be transferred;

b) The data controllers in Turkey and in the relevant foreign country guarantee a sufficient protection in writing and the Board has authorized such transfer, where sufficient protection is not provided.

The Personal Data Protection Board shall determine and announce the countries where the aforementioned sufficient level of protection is provided. Provided that safe countries have been announced by the Board, personal data can be transferred abroad without the need to obtain permission from the Personal Data Protection Board and written guarantees from the data controllers in the foreign country to provide protection.

YOUR RIGHTS AS THE DATA SUBJECT

You have the following rights as per the Article 11 of the Law:

• To apply to DKVD and learn whether your personal data are processed or not, learn the purpose of processing your data and whether they are used for the intended purposes or not and in case your personal data are processed, to request information about processing of your personal data,
• To learn the third parties at home or abroad to whom your personal data are transferred,
• To request correction if your personal data are processed incompletely or inaccurately,
• To request erasure or destruction of your personal data within the framework of the conditions stipulated by the Article 7 of the Law, 
• To request that the third parties to whom your personal data were transferred be notified as per paragraph (f) of the Law of any requests for correction, erasure or destruction of personal data made pursuant to paragraphs (d) and (e) of the Article 11 of the Law,
• To raise objections against the analyzing of your processed data exclusively by automatic means if it leads to an unfavorable consequence for you,To request compensation for the damage arising from the unlawful processing of your personal data.
• In the event that the data subject files a request regarding the use of their rights about their personal data which have been processed or are discovered to have been processed by DKVD, the data subject whose personal data has been processed agrees to be under the obligation to apply to DKVD in its capacity as the data controller within the most suitable timeframe in relation to the use of the right in question. As the data subject, you may deliver your claims regarding the abovementioned rights of yours to us by making an application to us. Your claims must be clear and personally related to you or you must submit a notarized copy of your power of attorney if you act on behalf of others.

In order to ensure enjoyment of the rights under article 11 above and in accordance with the article 5/2 of the Communiqué on the Principles and Procedures of Application to the Controller, which entered into force upon being published on the Official

Gazette No. 30356 dated 10.03.2018, the mandatory information to be included in the application to DKVD for the requests to be responded in compliance with applicable laws and legislations are as follows:

• First and last name and signature, if the application is in writing,
• National ID number for the citizens of the Republic of Turkey, nationality, passport number or national ID number, if applicable, for foreigners,
• Place of residence or work address to which the notifications will be sent,
• Electronic mail address, telephone and fax numbers to which the notifications will be served, if any;
• Subject of the request.

You can fill out the request form including the necessary information and documents listed above and your comments on the right you wish to exercise and personally deliver it or send via postal service or notary public to “Yukarı Kılıçtaş Terkan Caddesi 6125. Sok. Medler Sitesi No:29 Sur /Diyarbakır” in writing and bearing your original signature, or via e-mail to “info@dkvd.org” with secure electronic signature / mobile signature or send an e-mail from your e-mail address registered to DKVD’s database. Applications lacking these details will be rejected.

DKVD represents and agrees to conclude the requests included in the application as soon as possible depending on the nature of the request and no more than thirty days. In the event that the application is responded to in writing, the data subject shall not be charged for up to 10 (ten) pages and shall be charged 1 Turkish Lira per page for more than 10 (ten) pages in accordance with the Article 8 of the relevant Communiqué. In the event that the response to the application is delivered in a recording medium such as a CD or a flash disk, the fee that may be charged by the controller shall be proportionate to the cost of the recording medium in question.
In its capacity as the Controller, DKVD shall have the right to accept the request submitted by the data subject to exercise their rights or decline the same by stating the grounds for such decision. In this case, the controller agrees to be required to communicate its response to the request to the applicant in writing or in electronic media. If the request included in the application is found admissible, the data controller agrees and acknowledges to be required to meet the demand in question. 

If the application is declined, the response provided is found unsatisfactory or the response is not given in due time (30 days), the data subject has the right to file a complaint with the Personal Data Protection Board within thirty (30) days as of the date on which they have become aware of the response of the data controller and within sixty (60) days as of the application date, in any case. If the application is discovered to be caused by the error of the Association, any fees collected from the applicant shall be refunded.

OUR COOKIE POLICY

Cookies are small text files that a website stores on your device or web servers via browsers when you visit a website. Cookies are created by the servers connected to the website you visit, which allows the server to know when you visit the same website later.

Cookies are used to determine how you use our website including devices you use to visit DKVD’s website, the content you view and time of your visit. DKVD’s website uses cookies and the purpose of these cookies is to improve user experience of visitors, to enhance and optimize our website, to offer interesting and personalized website content to visitors and to ensure legal security of our visitors and our organization, thereby ensuring maximum efficiency while using our website. Even if you give consent to use of cookies of your free will, you always have the right to discontinue, remove or block the use of cookies via your internet service provider. However, please note that you may not view our website properly if you block cookies. 

OUR DATA DESTRUCTION POLICY

Your personal data will be stored for a period of time stipulated by the applicable legislations. If the laws do not specify a certain period of time for storing personal data, DKVD will store your personal data as long as it is necessary based on the type and purpose of data processing. Even if the personal data are processed legally and in accordance with Article 7 of the Law, personal data will be erased, destructed or anonymized by DKVD ex officio or upon request of the data subject in line with the guidelines published by the Board in the event that the conditions that require processing of personal data cease to exist or become invalid.

OBLIGATION TO KEEP PERSONAL DATA UP-TO-DATE AND ACCURATE

DKVD is obligated to keep your personal data accurate and up-to-date as per the Article 4 of the Law on the Protection of Personal Data. Thus, the parties involved must submit their accurate and up-to-date personal data to DKVD in order to allow DKVD to fulfil its legal obligations. Please contact us via following channels to update your personal data in the event of any changes.

IMPORTANT NOTE ABOUT THIS INFORMATION NOTICE

DKVD reserves the right to make any amendments to this information notice as may be required under the Law, secondary regulations or Board decisions. New version of this information notice shall take immediate effect upon being published on our website. 

This Privacy and Data Security Policy and Information Notice pursuant to the Law on the Protection of Personal Data shall take effect after choosing “I have read and agree the policy” the checkbox.

CONTACT DETAILS

Title: Diyarbakır Association for Conservation of Cultural and Natural Assets. (“DKVD”)

Address: Yukarı Kılıçtaş Terkan Caddesi 6125. Sok. Medler Sitesi No:29 Sur /DİYARBAKIR

Taxpayer ID: 3010887422

E-mail address: info@dkvd.org