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Directive on the Method to be Followed in Applications Regarding Personal Data

Document date: 01.01.2022
Document No: KVKK-007
Revision Date/No: 00/00

EREN OTOMOTİV İTH.İHR.SAN.VE TİC.LTD.ŞTİ

DIRECTIVE ON THE METHOD TO BE FOLLOWED IN APPLICATIONS REGARDING PERSONAL DATA

1. Purpose

This Directive on the Method to be Followed in Applications Regarding Personal Data (“Directive”), Eren, who has the title of data controller pursuant to KVKK, as stated in article 13, in order to exercise the rights of the data subject regulated in article 11 of the Law on Protection of Personal Data No. 6698 (“KVKK”). Automotive İth.İhr.San.Tic.Ltd.Şti. (“Company”), the Directive, which was prepared to determine the solutions and policies regarding the applications made and the problems arising in this context, is put into effect by the Commission and is updated when necessary.

2. Scope

The person concerned within the scope of article 11 of the KVKK; to learn whether personal data is processed, to request information if personal data has been processed, to learn the purpose of processing personal data and whether they are used in accordance with its purpose, to know the third parties in the country or abroad to whom personal data are transferred, to request correction of personal data in case of incomplete or incorrect processing Requesting the deletion or destruction of personal data in case the reasons requiring the processing of personal data within the framework of article 7 of KVKK are eliminated, that personal data is corrected in case of incomplete or incorrect processing of personal data or that personal data is deleted and destroyed within the scope of article 7 of KVKK, personal data is transferred to third parties requesting a notification, objecting to the emergence of a result against the person by analyzing the processed data exclusively through automated systems, and unlawful processing of personal data. e has the right to demand the compensation of the damage in case of damage. Pursuant to article 13 of the KVKK; The person concerned informs the data controller that he/she wants to exercise his/her rights in writing or by other methods to be determined by the Personal Data Protection Board.

3. Application

The Company has established the Personal Data Protection Commission (“Commission”) to work on data security within the scope of the protection of personal data obtained through legal reasons and methods in accordance with the KVKK; Any application made within the scope of Article 13 of the Company’s KVKK will be immediately examined by the Commission.
Relevant persons send the application form prepared by the Company for the use of the persons concerned, in the following ways:
1- HALKALI MERKEZ MAH. DEREBOY CAD. NO: 46 INTERNAL DOOR NO: 1 KÜÇÜKÇEKMECE/İSTANBUL
2- Company’s – HALKALI MERKEZ MAH. DEREBOY CAD. NO: 46 İÇ DOOR NO: 1 KÜÇÜKÇEKMECE/İSTANBUL via notary public or registered mail, or
3- Company’s alc@alcservis.com a secure electronic signature, mobile signature or data sent to the data controller, which has been previously notified to the data controller by the data subject. sent using the e-mail address registered in the system of the responsible person.
In the application; The following information of the person concerned must be included:
  • Name, surname and signature
  • For citizens of the Republic of Turkey, T.C. identification number, nationality for foreigners, passport number or, if any, identification number (foreign identity number)
Domicile or workplace address based on notification
  • If available, the e-mail address, telephone and fax number for notification
  • Demand
To our company; If the Commission detects any deficiencies or mistakes in the applications submitted through the above-mentioned ways, it will request the correction of these deficiencies and inaccuracies within [5] days at the most, and when the related deficiencies or mistakes are corrected, it will immediately examine the application to reply.
In response to applications submitted other than through the aforementioned means, the Commission will indicate in writing that the application must be made through the above-mentioned means.

4. Application Review Period

Receiving a fully and completely filled application form, the Commission will prepare a written response to the relevant person within 30 (thirty) days at the latest from the date of receipt of the form. In applications sent by mail, the date on which the document is notified to the data controller or its representative; for applications made by other methods, the date on which the application is received by the data controller will be taken as the application date.

5. Content of Application Answers

The Company is obliged to take all necessary administrative and technical measures to conclude the applications to be made by the data subject effectively, in accordance with the law and honesty within the scope of the Communiqué No. 30356 on Application Procedures and Principles to the Data Controller.
The Commission accepts the application or rejects it by explaining its reason. In the response to the application, the summary of the application and detailed information in accordance with the right that the person wishes to use within the scope of article 11 of the KVKK in the application form are included. This response includes the Company’s information, the applicant’s; name and surname for citizens of the Republic of Turkey, T.C. It is obligatory to include the identity number, nationality for foreigners, passport number or identification number, if any, the place of residence or workplace address for notification, the e-mail address for notification, if any, telephone and fax number, the subject of the request and the Company’s explanations regarding the application.
In the explanations regarding the application, it is explained whether the personal data of the person is in the Company records, whether it is transferred to third parties and how it is processed. If there is a question to which third parties the applicant’s data is transferred, this is also answered.
If the applicant requests the correction of incomplete or incorrectly processed personal data, he is informed about this request and is informed whether it is fulfilled.
If there is a request for the deletion of the applicant’s data, it is explained whether it is deleted or not, and if the request for deletion will not be met, why it is not met.

6. Submission of the Application Reply

The response letter prepared by the commission will be sent as stated by the applicant on the form. The method of submission is specified in the article titled “Declaration by the Applicant” attached to the application form and is as follows:
  • Mailing to the address of the relevant person
  • Sending electronically to the e-mail address of the person concerned
Applicant hand delivery in person
If the applicant has selected the option to receive by hand in the Declaration of the Applicant, in case of receipt by proxy, a notarized power of attorney or notarized authorization document is required. This requirement also applies to family members.

7. Cost of Application Response

No fee is charged from the response to the application of the person concerned. A transaction fee of 1 Turkish Lira may be charged for each page over ten pages. If the response to the application is given in a recording medium such as a CD or flash memory, the fee that may be requested by the data controller cannot exceed the cost of the recording medium.

8. Complaint

In cases where the application is rejected, the response given by the person concerned is insufficient or the application is not answered in due time; The person concerned will be able to file a complaint with the Personal Data Protection Board within 30 (thirty) days from the date of learning the reply of the Authority and in any case within 60 (sixty) days from the date of application. For this reason, incoming applications should be carefully examined and answered in a timely manner.

9. Notification to the General Manager

If it is determined that the personal data of any data subject is obtained, processed or transferred to third parties without legal reasons in accordance with the KVKK, this situation will be immediately notified to the General Manager by the Commission in writing and with the available relevant documents.
At the same time, the person concerned will be contacted and it will be examined whether the damage has occurred and how it can be compensated. A verbal apology and amicable resolution will be sought, if necessary, in agreement with the Managing Director. The Commission will report to the Director General about the applications received and the answers given every [quarterly] and will notify the recommendations, if any.