Privacy Notice (KVKK)

Your personal data are processed by Doğansoft (“the Company”) in its capacity as data controller under Law No. 6698 on the Protection of Personal Data (“KVKK”), within the framework described in this notice. The Company’s identity and contact details are set out below.

This notice covers natural persons who visit the website at www.dogansoft.tr (“the Site”), contact the Company through the forms on the Site, subscribe to the newsletter, reach the Company by e-mail, telephone or social media, or apply for employment.

This notice does not cover data processed within the software products that the Company provides to institutions. The data controller for citizen, application, personnel and similar data processed in systems used by municipalities and other institutions is the institution using that system, and the relevant institution is responsible for providing information about those data. The Company may process such data solely in its capacity as data processor, within the framework of its contract with the institution and the institution’s instructions. Further details are set out in the Privacy Policy.

Identity and contact details

First name, surname, e-mail address, telephone number; name of institution or company, job title and department.

Request and correspondence details

The type of request you select (demo, quotation, support, partnership, training, general enquiry), the systems and modules of interest to you, your preferred meeting format and time, deployment preference, timeline, urgency, number of participants, the content of your message and your correspondence with the Company.

Transaction security details

Your IP address, browser and device information (user agent), the address of the page from which the form was submitted and the time of submission at the moment you submit a form; server access logs relating to requests made to the Site.

Marketing details

The e-mail address you provide for the newsletter subscription and records relating to your subscription and consent.

Job applicant details

The CV and attachments you submit with a job application; education, work experience, skills and any other information you include in your application.

The forms on the Site do not request special categories of personal data (health, religion, denomination, political opinion, criminal convictions, biometric data and the like). We kindly ask you not to enter such information in message fields. Should such information be entered, it will not be used for any purpose other than responding to your request and will be deleted at the earliest opportunity.

Visit measurement is carried out anonymously and in aggregate, in a manner that does not allow any individual to be identified; details are set out in the Cookie Policy.

Your personal data are processed solely for the following purposes:

• receiving, assessing and responding to your demo, quotation, support, training and partnership requests,
• preparing a quotation suited to your request and scheduling meetings, presentations and training sessions,
• carrying out support processes relating to products and services,
• conducting pre-contractual negotiations and contractual processes,
• managing your newsletter subscription and, where you have given consent, sending the newsletter,
• assessing job applications and conducting recruitment processes,
• ensuring the security of the Site and its forms, and preventing misuse, automated (bot) submissions and attacks,
• carrying out information security processes and detecting and investigating potential breaches,
• fulfilling obligations arising from legislation and responding to requests for information from competent authorities,
• establishing, exercising and protecting the Company’s rights in the event of a dispute.

Your personal data are processed on the basis of the following legal grounds set out in Article 5 of the KVKK:

• Establishment or performance of a contract (Art. 5(2)(c)): receiving and responding to demo, quotation, support and training requests, pre-contractual negotiations and the assessment of job applications.
• Compliance with a legal obligation (Art. 5(2)(ç)): keeping commercial and tax records and responding to requests from competent public authorities.
• Establishment, exercise or protection of a right (Art. 5(2)(e)): retaining correspondence and transaction records as evidence in the event of a dispute.
• Legitimate interest (Art. 5(2)(f)): ensuring the security of the Site and its forms, preventing misuse, keeping server access logs and responding to general enquiries. Such processing is carried out using the minimum data necessary and to an extent that does not harm your fundamental rights and freedoms.
• Explicit consent (Art. 5(1)): sending the newsletter and retaining your job application for future vacancies. You may withdraw your explicit consent at any time; withdrawal does not affect the lawfulness of processing carried out before that date.

The “I have read the Privacy Notice” box on the forms serves to record that this notice has been made available to you; it is not a declaration of explicit consent. The processing of data submitted via the forms is based not on explicit consent but on the legal grounds listed above. Visit measurement and preference records, by contrast, are activated only if you give permission in the cookie panel.

Your personal data are collected through the contact, request, training and newsletter forms on the Site, by e-mail, by telephone, through messages you send to the Company’s social media accounts and through job application channels, by partly automated means (forms and server logs) and by non-automated means (e-mail correspondence and telephone calls).

Your personal data are not sold, rented out or shared with any third party for advertising purposes. In accordance with Articles 8 and 9 of the KVKK, your data may be transferred only to the following categories of recipients, in a proportionate manner and limited to the purposes stated above:

• Service providers: suppliers of technical services necessary for the operation of the Site and the communication infrastructure, such as server hosting, corporate e-mail and backup. These suppliers process the data solely on behalf of and on the instructions of the Company.
• Solution partners: where your request requires the involvement of a solution partner providing installation, training or support services for the Company’s products, only the information necessary to respond to your request.
• Advisers: persons providing legal, accounting and audit services who are subject to a duty of confidentiality.
• Competent public authorities and bodies: judicial authorities and competent administrative authorities, in cases expressly provided for by legislation.

Transfers abroad

The Company’s corporate e-mail infrastructure is provided by an international service provider whose servers may also be located abroad. As form notifications and e-mails you send to the Company are transmitted via this infrastructure, your contact and request details may be transferred abroad. Such transfers are carried out in accordance with the procedures and principles laid down in Article 9 of the KVKK and on the basis of appropriate safeguards, such as the standard contractual clauses published by the Personal Data Protection Board.

Form records and visit measurement data are kept on the Company’s own servers; measurement data are not sent to any service located abroad.

Your personal data are retained for the period required by the purpose for which they are processed and prescribed by legislation. Upon expiry of that period, the data are deleted, destroyed or anonymised in accordance with the Regulation on the Deletion, Destruction or Anonymisation of Personal Data.

• Requests submitted by form or e-mail: 2 years from the conclusion of the request. Where the request results in a contract, the relevant records are retained for 10 years from the termination of the contract, in line with the retention and limitation periods under Turkish Commercial Code No. 6102 and Turkish Code of Obligations No. 6098.
• Transaction security details relating to form submissions (IP address, browser information, page address): together with the related form record, for a maximum of 2 years.
• Server access logs: kept in size-limited rotating logs and deleted automatically as new entries overwrite older ones.
• Newsletter subscription: for as long as the subscription continues. If you unsubscribe, your e-mail address is removed from the mailing list immediately; records of consent and refusal are retained for 3 years from the date on which consent ended, as required by the legislation on commercial electronic communications.
• Job applications: deleted at the end of the application process. If you have given explicit consent to your application being considered for future vacancies, it is retained for a maximum of 1 year.
• Backups: deleted data are removed automatically from system backups at the end of the backup cycle.

By applying to the Company, you may:

• learn whether your personal data are being processed,
• request information about the processing, if your data have been processed,
• learn the purpose of the processing and whether the data are being used in accordance with that purpose,
• know the third parties to whom your data are transferred within Türkiye or abroad,
• request rectification of your data if they have been processed incompletely or inaccurately,
• request the deletion or destruction of your data under the conditions set out in Article 7 of the KVKK,
• request that any rectification, deletion or destruction be notified to the third parties to whom the data have been transferred,
• object to any outcome adverse to you arising from the analysis of the processed data exclusively by means of automated systems,
• claim compensation for any damage suffered as a result of unlawful processing.

These are the rights afforded to you under Article 11 of the KVKK.

In accordance with the Communiqué on the Procedures and Principles for Applications to the Data Controller, you may submit requests concerning your rights in Turkish by one of the following means:

• by a petition bearing your wet signature, together with a document evidencing your identity, delivered in person or through a notary public to the Company’s address,
• from your registered electronic mail (KEP) address, signed with a secure electronic signature or mobile signature, to the Company’s KEP address,
• from an e-mail address that you have previously notified to the Company and that is registered in the Company’s systems, to the application e-mail address shown below.

Your application must include your first name and surname and, if submitted in writing, your signature; your Turkish identity number if you are a citizen of the Republic of Türkiye, or your nationality and passport or identity number if you are a foreign national; your residential or business address for service; your e-mail address for notifications, if any; your telephone and fax numbers; and the subject of your request. Any information and documents relevant to the request should be attached to the application. Applications made on behalf of another person require a power of attorney conferring specific authority.

Your application will be concluded free of charge, as soon as possible depending on the nature of the request and within 30 days at the latest. Should the request entail an additional cost, a fee may be charged in accordance with the tariff determined by the Personal Data Protection Board. In order to prevent disclosure of your data to unauthorised persons, we may request additional information or documents where we are unable to verify your identity.

If your application is rejected, if you consider the response inadequate or if no response is given within the time limit, you may lodge a complaint with the Personal Data Protection Board within 30 days of the date on which you learn of the response and, in any event, within 60 days of the date of application.

This notice may be updated to reflect changes in legislation and in our data processing activities. The current version is always published on this page; the version and date information at the top of the page indicates the most recent amendment. Previous versions are listed in the revision history.