Privacy and Data Protection Policy

1. Data Controller

Kayalı Translation Office is the data controller for all personal data processed under this policy. The most up-to-date address, telephone number, and e-mail details of the data controller are provided on our website.

2. Data We Collect and How We Collect It

1. Technical data: When you visit our website, standard technical information such as your IP address, device and browser type, pages viewed, and traffic logs is automatically collected.
2. Personal and contact information: When you complete service request forms, quotation forms, or contact forms, you may provide your name, surname, company information, title, phone number, email address, and postal address.
3. Project-related information: Translation files, project details, source/target languages, delivery instructions, and similar information submitted for translation or consultancy services.
4. Communication records: Feedback, questions, and requests you send via email, phone, or our contact forms.

3. Purposes of Processing

Kayalı Translation Office processes collected data for the following purposes:

1. Ensuring secure and efficient operation of the website and conducting usage analytics.
2. Planning, delivering, managing, and improving translation and consultancy services.
3. Preparing quotations, responding to service requests, monitoring project progress, and issuing invoices.
4. Monitoring customer satisfaction, gathering feedback, and conducting quality improvement processes.
5. Sending newsletters, service announcements, or promotional information, only if you have granted consent.

4. Data Sharing and Transfers

1. Personal data may be shared with relevant third parties only when required for service delivery, such as billing or translation workflows.
2. Data may be disclosed to authorised public authorities when required by law or in response to formal legal requests.
3. Personal data is never sold, leased, or shared with third parties for marketing purposes without your explicit consent, and any sharing is limited to what is strictly necessary.

5. Cookies and Similar Technologies

1. Our website may use cookies to enhance functionality, ensure security, and perform analytical measurements.
2. You can adjust your browser settings to disable or limit cookies. However, disabling certain cookies may affect the proper functioning of some website features.

6. Data Security

Kayalı Translation Office takes appropriate technical and organisational measures to protect your personal data from unauthorised access, alteration, disclosure, or loss. These measures may include:

1. Use of secure IT infrastructure and security software,
2. Implementation of physical and digital access controls,
3. Staff confidentiality undertakings and training,
4. Encryption, anonymisation, and secure data backups when necessary.

Despite these measures, no data transmission over the internet can be guaranteed as completely secure; therefore, we encourage users to exercise caution when sharing sensitive information.

7. Data Retention

1. Project-related data is retained for as long as necessary to fulfil contractual obligations and for periods required by applicable legislation, including accounting and tax regulations.
2. When retention is no longer required, personal data is deleted, anonymised, or securely destroyed unless a legal obligation or explicit consent requires otherwise.

8. Your Rights

Under applicable data protection laws, including the Turkish Law on the Protection of Personal Data (KVKK), you have the following rights:

1. To learn whether your personal data is being processed,
2. To request information regarding processed data,
3. To request correction of inaccurate or incomplete data,
4. To request deletion or destruction of personal data,
5. To obtain information about the purposes and methods of data processing,
6. To withdraw consent when processing is based on your explicit consent,
7. To learn whether your data is transferred to third parties.

You may submit your requests in writing via email or postal mail. All requests will be evaluated in accordance with legal requirements.

9. Updates to This Policy

This Privacy and Data Protection Policy may be updated from time to time. The most recent version will always be published on our website. If significant changes are made, we may notify users through website announcements or email.

10. Contact

For questions, concerns, or requests related to this privacy policy, please contact us using the information available on our website.

Last updated on: 06.12.2025