Privacy Notice
Last updated: 13 November 2026
This Privacy Notice explains how we process the personal data we receive through encode.com.tr, its audit request form, our WhatsApp line and the cookies used on the site. It is issued under Article 10 of Turkey's Personal Data Protection Law No. 6698 ("KVKK").
1. Data controller
- Data controller: Encode Digital Solutions ("Encode")
- Address: Flat Ofis Haliç, Defterdar Mah. Otakçılar Cad. No:78, Eyüp, Istanbul, Türkiye
- Email: [email protected]
- Phone: +90 532 220 96 81
2. What we process
| Channel | Category | Examples |
|---|---|---|
| Audit request form | Identity | Full name |
| Contact | Email, phone | |
| Request details | Company, industry, selected needs, your message | |
| Marketing | Your marketing consent (if given), with date and channel | |
| WhatsApp line (+90 850 346 25 87) | Contact | Phone number, WhatsApp profile name |
| Request details | Message content, files you send, message dates | |
| Website and cookies | Security | IP address, browser and device details, access logs |
| Marketing | Your cookie choice; if you allow it, usage data collected by analytics and advertising cookies (pages visited, source campaign, cookie IDs) |
Special category data: We don't ask for health information or any other special category data (KVKK Art. 6) on the form or on WhatsApp. Please don't send it. If it is sent to us by mistake and isn't needed to answer your request, we delete it.
3. Why we process it
- To reply to your audit request, agree a call time with you and hold the call
- To prepare a proposal and handle the contract process, if you ask for one
- To answer questions you send on WhatsApp
- To record and follow up your request in our CRM (Perfex CRM)
- To keep the website secure and block abuse and spam
- If you consent, to measure how the site is used and how our ad campaigns perform
- If you consent, to send you marketing messages
- To meet our legal obligations and protect our rights in any dispute
4. Legal bases (KVKK Art. 5 and Art. 6)
| Activity | Legal basis |
|---|---|
| Replying to your request, scheduling the call, preparing a proposal | Directly related to entering into a contract (Art. 5/2-c); our legitimate interest, provided it does not harm your fundamental rights (Art. 5/2-f) |
| WhatsApp conversations | Directly related to entering into a contract (Art. 5/2-c); legitimate interest (Art. 5/2-f) |
| Site security and access logs | Legal obligation (Art. 5/2-ç); legitimate interest (Art. 5/2-f) |
| Essential cookies | Legitimate interest (Art. 5/2-f) — needed for the site to work |
| Analytics cookies (GA4) and marketing cookies (Meta Pixel, Google Ads) | Explicit consent (Art. 5/1) — given through the cookie banner and withdrawable at any time |
| Marketing messages | Explicit consent (Art. 5/1) and prior consent under Law No. 6563, Art. 6 |
| Legal obligations and disputes | Expressly provided by law (Art. 5/2-a), legal obligation (Art. 5/2-ç), establishing, exercising or defending a right (Art. 5/2-e) |
We don't intend to process special category data. If that ever becomes necessary, it will rest on one of the conditions in KVKK Art. 6 as amended in 2024.
5. How we collect it
Through the form on the website (passed automatically to Perfex CRM), when you message our WhatsApp Business line, and through cookies and similar technologies on the site, by fully or partly automated means.
6. Who we share it with
Within Turkey: Where needed for the purposes above, with our hosting and technical infrastructure providers, our accountant and legal advisers, and public authorities when legally required.
Outside Turkey: Some of the services we use run on servers outside Turkey, so your data may be transferred to:
| Provider | Service | Data |
|---|---|---|
| Google (Google LLC / Google Ireland Ltd.) | Google Analytics 4, Google Ads, Google Tag Manager | Consent-based usage data, cookie IDs, IP address |
| Meta (Meta Platforms Ireland Ltd. / Meta Platforms, Inc.) | Meta Pixel and Conversions API; WhatsApp Business | Consent-based usage data; WhatsApp conversations |
| Cloudflare, Inc. | Content delivery network, security and bot protection | IP address, browser details, access logs |
| Hostinger International Ltd. | Website and Perfex CRM hosting | Form data, access logs |
These transfers follow KVKK Art. 9 as amended by Law No. 7499 in 2024: where the Personal Data Protection Board has issued an adequacy decision for the country or sector, we rely on it; otherwise we rely on appropriate safeguards such as the Board's standard contractual clauses, which are notified to the Personal Data Protection Authority within five business days of signature. For occasional transfers where no safeguard is available, the exceptions in Art. 9/6 (for example, your explicit consent) may apply.
7. How long we keep it
We keep personal data for as long as the purpose requires and for any retention period set by law. After that, it is deleted, destroyed or anonymised under our data retention and destruction policy.
| Data | Retention |
|---|---|
| Requests and messages that don't lead to a contract | 2 years from the last message |
| Contract and invoice records, if you become a client | As required by the Turkish Commercial Code and Tax Procedure Law |
| Marketing consent records | For the period required by law after consent is withdrawn |
| Cookie data | As listed for each cookie in the Cookie Policy |
8. Your rights (KVKK Art. 11)
You have the right to:
- Learn whether we process your personal data
- Request information about that processing
- Learn the purpose and whether the data is used for that purpose
- Know the third parties, in Turkey or abroad, we transfer it to
- Ask us to correct incomplete or inaccurate data
- Ask us to delete or destroy it under the conditions in KVKK Art. 7
- Ask us to tell the third parties we shared it with about any correction, deletion or destruction
- Object to a result against you that comes solely from automated analysis of your data
- Claim compensation for damage caused by unlawful processing
9. How to apply
Send your request, with information that lets us confirm your identity, in line with the Communiqué on the Procedures and Principles of Application to the Data Controller:
- In writing with a wet signature, by hand or post, to Flat Ofis Haliç, Defterdar Mah. Otakçılar Cad. No:78, Eyüp, Istanbul, Türkiye
- From an email address you have already given us and that is in our records, to [email protected]
Include your full name, Turkish ID number (or nationality and passport/ID number for non-Turkish citizens), postal address, email or phone if available, and what you are asking for. We reply free of charge within thirty days at the latest. If your request involves an additional cost, the fee set by the Board may apply.
If we reject your request, you find our answer insufficient or we don't reply in time, you can complain to the Personal Data Protection Board (KVKK Kurulu).