Privacy Notice on the Protection of Personal Data

Identity of the data controller

Your personal data is processed within the scope described below by Yapay Zekâ ve Teknoloji Derneği ("YZTD" or the "Association"), Koza İş Merkezi B Blok No:12 Kat: 5, 34349 Balmumcu, Beşiktaş, İstanbul, Türkiye, acting as data controller.

Contact: iletisim@yztd.org.tr · yztd.org.tr

Personal data processed, purposes, and legal grounds

Your personal data is processed to different extents depending on the nature of your relationship with the Association. The data processed, the purposes, and the legal ground under the KVKK are set out separately for each process below.

a) Individual membership application

• Data processed: first name, surname, Turkish ID number, date of birth, mother's name, father's name, gender, nationality, profession, level of education, e-mail address, telephone number, area of interest, committees of interest, referral information, and the motivation stated in the application.
• Purposes: receiving and assessing the membership application, forming the Board of Directors' decision, keeping membership records as required by associations legislation, administering dues, and communicating with members.
• Legal ground: KVKK Art. 5/2-a (expressly provided for by law — the obligation to keep a member register under Law No. 5253 on Associations and the Regulation on Associations), Art. 5/2-c (directly related to the conclusion or performance of a contract), and Art. 5/2-ç (compliance with a legal obligation). Because association membership constitutes special category personal data under KVKK Art. 6, your explicit consent is sought for that data pursuant to Art. 6/2 (see the "Explicit consent" section).

b) Corporate membership application

• Data processed: organisation name, tax number, organisation address, together with the first name, surname, Turkish ID number, date of birth, profession, level of education, e-mail address, and telephone number of the individual representing the organisation.
• Purposes: receiving and assessing the corporate membership application, keeping membership and dues records, and communicating with the organisation's representative.
• Legal ground: KVKK Art. 5/2-a, Art. 5/2-c, and Art. 5/2-ç. Explicit consent under Art. 6/2 for the membership information.

c) Contact form

• Data processed: first name, surname, e-mail address, telephone number, organisation, subject, and the content of the message you send.
• Purposes: recording and assessing your request, question, or notification, and responding to you.
• Legal ground: KVKK Art. 5/2-f (legitimate interests of the data controller) and, depending on the nature of the request, Art. 5/2-c.

d) Newsletter subscription

• Data processed: e-mail address.
• Purposes: sending regular updates about the Association's activities, events, and publications.
• Legal ground: your explicit consent pursuant to KVKK Art. 5/1. You may end your subscription at any time via the link at the bottom of each newsletter or by writing to iletisim@yztd.org.tr.

e) Report and publication requests

• Data processed: first name, surname, e-mail address, organisation, job title, and the publication requested.
• Purposes: delivering the publication you requested, measuring which audiences our publications reach, and improving our editorial work.
• Legal ground: KVKK Art. 5/2-f (legitimate interests); additionally your explicit consent where promotional messages are sent to you.

f) Visiting the website

• Data processed: website usage data obtained through cookies and similar technologies, and technical error logs.
• Purposes: enabling the site to function, measuring usage at an aggregate level, and resolving technical errors.
• Legal ground: KVKK Art. 5/2-f for strictly necessary cookies; your explicit consent for analytics cookies. See the Cookie Policy for details.

Special category personal data

Under KVKK Art. 6, information relating to association membership is special category personal data. Such data is processed where you become a member of, or apply for membership of, the Association.

Your special category personal data is not processed without your explicit consent pursuant to KVKK Art. 6/2; it is processed solely for the membership purposes stated above, with the adequate measures determined by the Board in place, and is not shared with third parties.

Apart from your membership application, the Association does not request or process data concerning your race, ethnic origin, political opinion, philosophical belief, religion, sect, appearance and dress, health, sexual life, criminal convictions, or your biometric and genetic data.

Method of collection

Your personal data is collected electronically, by wholly or partly automated means, when you complete the membership, contact, newsletter, or publication request forms on the yztd.org.tr website, send us an e-mail, or register to attend our events.

Please note that if you do not complete the mandatory fields in the forms, the relevant application or request may not be able to be concluded.

Transfer of personal data

Your personal data may be transferred to the following categories of recipients, in accordance with the conditions set out in KVKK Art. 8 and Art. 9 and limited to the stated purposes:

• Authorised public institutions and bodies: where requested under associations legislation, for the purpose of complying with a legal obligation (KVKK Art. 8/2-a by reference to Art. 5/2-ç).
• Bodies of the Association: to the Board of Directors and the relevant committees, for the purpose of assessing membership applications.
• Service providers: to technical service providers acting as data processors, for the purpose of operating the website and the e-mail infrastructure.

Transfers abroad: the Association uses the following service providers established outside Türkiye to operate its website, and your personal data may accordingly be transferred abroad in accordance with the conditions set out in KVKK Art. 9:

• Resend (e-mail delivery infrastructure): first name, surname, and e-mail address, for the purpose of delivering form notifications and newsletters.
• Google Analytics (usage measurement): cookie data relating to site usage, only where you have given explicit consent.
• Sentry (error monitoring): technical error logs. This service is configured in the European Union region and the logs are filtered so as not to contain personal data.

Transfers for analytics purposes are made solely on the basis of your explicit consent; where you do not consent, no such transfer takes place. Other transfers are made to the extent necessary for the provision of the service, in accordance with the conditions set out in KVKK Art. 9 and with appropriate security measures in place.

Retention periods

Your personal data is retained for as long as necessary for the purpose for which it is processed, taking into account the limitation periods provided for in the relevant legislation. At the end of that period your data is deleted, destroyed, or anonymised.

• Membership records: for the duration of membership and for 10 years following its termination (based on the general limitation period).
• Contact form records: 2 years from the conclusion of the request.
• Newsletter subscriptions: for as long as your subscription continues; deleted within a reasonable period if you unsubscribe.
• Publication request records: 2 years from the date of the request.
• Cookie data: for the periods stated for each cookie in the Cookie Policy.

Your rights as a data subject

Pursuant to KVKK Art. 11, you may apply to the Association to exercise the following rights:

• to learn whether your personal data is being processed,
• to request information if your personal data has been processed,
• to learn the purpose of processing and whether the data is used in accordance with that purpose,
• to know the third parties in Türkiye or abroad to whom your personal data has been transferred,
• to request rectification of your personal data where it has been processed incompletely or inaccurately,
• to request erasure or destruction of your personal data within the conditions set out in KVKK Art. 7,
• to request that rectification, erasure, and destruction be notified to the third parties to whom your personal data has been transferred,
• to object to a result adverse to you arising from the analysis of your processed data solely by automated systems,
• to claim compensation for damage suffered as a result of the unlawful processing of your personal data.

How to apply

You may submit requests relating to the rights above by the following means, in accordance with the Communiqué on the Procedures and Principles of Application to the Data Controller:

• in writing, by a signed petition together with documents evidencing your identity, to Koza İş Merkezi B Blok No:12 Kat: 5, 34349 Balmumcu, Beşiktaş, İstanbul,
• by e-mail to iletisim@yztd.org.tr, using the e-mail address you have previously notified to the Association and which is registered in our system.

Your application should state your name, surname, signature, Turkish ID number, address for service, your e-mail address if any, and the subject of your request.

Your request will be concluded free of charge as soon as possible and in any event within thirty days, depending on its nature. Where the process entails an additional cost, the fee in the tariff determined by the Board may be charged.

If your application is rejected, if you find the response insufficient, or if no response is given within the period, you may lodge a complaint with the Personal Data Protection Board within thirty days of learning of the response and in any event within sixty days of the date of application.

Explicit consent

In the following cases your personal data is processed solely on the basis of your explicit consent. Explicit consent is obtained separately from and independently of the disclosure obligation; you are not obliged to give consent and you may withdraw consent at any time.

• Special category personal data: processing of information relating to your membership of the Association for the purpose of administering membership processes (KVKK Art. 6/2).
• Commercial electronic messages: sending you newsletters and informational messages about the Association's activities, events, and publications.
• Analytics cookies: the use of analytics cookies to measure your use of the website.

To withdraw your consent it is sufficient to notify us at iletisim@yztd.org.tr. Withdrawal does not affect the lawfulness of processing carried out before the date of withdrawal. Where you withdraw consent, only the processing activities based on consent cease; data that must be retained under a legal obligation continues to be kept for the relevant period.

Changes to this notice

The Association reserves the right to amend this privacy notice in line with changes in legislation and updates to its data processing activities. The current text is always published on this page together with its effective date.