Privacy notice

1. Data controller

This privacy notice has been prepared by Uluslararası Kültür Eğitim ve Bilim A.Ş. (“UKEB”), as data controller, under Article 10 of the Turkish Personal Data Protection Law No. 6698 (“KVKK”) and the Communiqué on the Procedures and Principles to be Followed in Fulfilling the Obligation to Inform.

2. Personal data processed and purposes of processing

UKEB processes the following personal data of parents, prospective parents, students, prospective students, employees, job applicants, teachers, prospective teachers and third parties:

• Identity data: first name, surname, place of birth, nationality, Turkish ID number, gender, date of birth, driving licence and its copy (where copies of the driving licence or identity card are taken, religion and blood group, which are special categories of personal data, are also processed), signature, photograph, passport details,
• Contact data: work address, home phone number, email address, home address, mobile phone number, work phone number, fax number, postcode, foreign mobile phone number,
• Financial data: credit card details, IBAN, payment details, bank account details, country of tax residence, fund preferences, contribution amounts,
• Employment data: start date, vehicle registration, criminal record information, department, subject area, marital status, social security number, leaving date, job title, diploma details, information on children, military service details, general appraisal results, salary expectation, proposed salary, referee details, areas of expertise, certificates obtained, start and finish times, leave and return dates, type of leave, expense and invoice details, advance payment details, pay details, residence details, teaching certificate, blue card number, smoking information, performance information,
• Professional experience data: educational background, work experience, education level and year of graduation, training received, general appraisal results, certificates, areas of expertise,
• Health data: medical reports, disability status, illness or new birth information, health documents, blood group, medication used, examination and treatment information, health information in guidance and counselling (PDR) records (prenatal, perinatal and postnatal information, physical development, sleep patterns, nutrition, toilet habits, self-care, fears and emotional development)
• Student data: school attended, class, previous school, school bus information, school currently attended, enrolment and transfer dates, school and other fee information, scholarship details, discount details, payment method and details, talents, interests and inclinations, guidance and counselling records, school history, relationship information, information on family dynamics, the family’s general view of the student, emotional development, parent contact details, school number, academic performance, whether the parents are living, total family income, assessments and grades,
• Parent data: employer, position, occupation, guidance and counselling meeting records, education level, last school graduated from, special interests,
• Visual and audio records: photographs,
• Criminal convictions and security measures: criminal record information,
• Physical premises security: camera footage, entry and exit records.

UKEB processes the personal data listed above within the conditions and purposes for processing set out in the personal data protection legislation in force, and only for the following purposes:

• Managing job application processes,
• Fulfilling obligations arising from employment contracts and legislation,
• Carrying out audit activities,
• Carrying out educational activities,
• Carrying out finance and accounting work,
• Ensuring the security of the premises,
• Following up and conducting legal affairs,
• Planning human resources processes,
• Carrying out business activities,
• Carrying out occupational health and safety activities,
• Managing the purchase of goods and services,
• Organisation and event management,
• Managing student selection and placement,
• Carrying out marketing analysis,
• Carrying out performance appraisals,
• Managing contract processes,
• Following up requests and complaints,
• Carrying out talent and career development activities,
• Providing information to authorised persons, institutions and organisations,
• Carrying out management activities,
• Creating and keeping visitor records.

Your personal data is kept in both digital and physical form, in physical archives and information systems, and at the end of the period required by the purpose of processing it is deleted, destroyed or anonymised in line with the KVKK, related legislation and UKEB procedures.

3. Recipients of personal data and purposes of transfer

Personal data obtained by UKEB is transferred only for the purposes set out in Section 2, “Personal data processed and purposes of processing”, of this notice and only where the KVKK and related regulations require it, to authorised public institutions and organisations (the Ministry of National Education, the Ministry of Youth and Sports, courts and enforcement offices), to natural persons or private legal entities (lawyers, law firms, banks, accountants, occupational health and safety providers, psychiatrists, psychologists, special education specialists, guidance and research centres, talent development centres, education and technology institutions, education associations, community health centres, our suppliers and product providers, and the tour operators, airlines, coach companies, agencies and hotels we work with) and to databases shared with them.

4. Method and legal basis of collection

Personal data is collected by automated or non-automated means through UKEB units, the website, social media channels and the oral or written information you provide to UKEB, on the legal grounds set out in Article 5 of the KVKK, namely (i) explicit consent, (ii) being expressly provided for by law, (iii) being necessary for the conclusion or performance of a contract, (iv) the data controller’s legal obligation, (v) the data controller’s legitimate interest, (vi) the establishment, exercise or protection of a right and (vii) the data having been made public, and on the legal grounds set out in Articles 6 and 9 of the KVKK.

5. Your rights regarding the protection of personal data

Under Article 11 of the KVKK, you have the right to:

• learn whether your personal data is processed,
• request information about it if your personal data has been processed,
• learn the purpose of processing and whether your data is used in line with that purpose,
• know the third parties in Turkey or abroad to whom your personal data is transferred,
• request correction of your personal data if it is incomplete or inaccurate, and request that third parties to whom it was transferred be notified of this,
• request deletion or destruction of your personal data where the reasons for processing no longer exist, even though it was processed in line with the KVKK and other applicable laws, and request that third parties to whom it was transferred be notified of this,
• object to a result against you arising from the analysis of your data exclusively by automated systems,
• claim compensation for damage you suffer because your personal data was processed unlawfully.

You can send us your requests under the KVKK with the “Data Subject Application Form”, available from Application to the Data Controller, or with an application containing the mandatory information set out in the Communiqué on the Procedures and Principles of Application to the Data Controller, through one of the following channels:

• in person at Esenyalı Mah. 108/26 Sok. No:32 Karabağlar/İzmir, after verification of your identity,
• by registered electronic mail (KEP) to uluslararasikulturegitim@hs01.kep.tr,
• by email to info@ukeb.com.tr with a secure electronic signature or mobile signature,
• by the other methods set out in the KVKK and related legislation, after verification of your identity.

UKEB will conclude your application free of charge, depending on its nature and within 30 (thirty) days at the latest, in accordance with Article 13 of the KVKK and the Communiqué on the Procedures and Principles of Application to the Data Controller. If your request is refused, the reasons will be given in writing or electronically. If the process involves a cost, the fee schedule set out in that Communiqué will apply.