OKVETO (Organization for Student Clubs and Communities), we are committed to protecting the personal data of everyone who interacts with our organization—whether as a student, club member, volunteer, sponsor, partner, or visitor. This Personal Data Protection Policy outlines how we collect, use, store, and secure personal information in accordance with Turkish Law No. 6698 on the Protection of Personal Data (KVKK).

This policy applies to all personal data shared with OKVETO through our digital platforms, membership forms, projects, events, or communications. Our approach prioritizes transparency, responsibility, and trust. While we aim to make participation in our ecosystem smooth and beneficial, we also take your privacy seriously.

By engaging with OKVETO in any form, you acknowledge that you have read and understood this policy and, where applicable, consent to the processing of your personal data under the terms described below.

  • Explicit Consent Statement
  • Legal Framework and Commitment
  • Cookie Use and Digital Tracking
  • What Personal Data We Collect
  • Purpose of Data Processing
  • Legal Basis for Processing
  • Data Retention Policy
  • Data Transfers and Sharing
  • Your Rights Under KVKK
  • Data Security Measures
  • Changes to This Policy
  • Contact Information

Explicit Consent Statement

I hereby give my explicit consent for OKVETO to collect, process, and store my personal data — including my name, contact details, national ID number, and date of birth — for purposes related to membership registration, identity verification, communication, and participation in projects or events.

Legal Framework and Commitment

OKVETO operates as a data controller under the Law No. 6698 on the Protection of Personal Data (KVKK), which regulates the collection, processing, storage, and transfer of personal information in Türkiye. As an organization that manages student memberships, club networks, and community initiatives, we recognize the importance of protecting the personal rights of every individual who interacts with our platform.

We collect and process personal data in accordance with the following principles:

  • Lawfulness and fairness: Data is processed on a legal basis and in good faith.
  • Purpose limitation: Data is collected for specific, legitimate purposes that are clearly defined.
  • Data minimization: Only the necessary and relevant information is collected.
  • Accuracy and timeliness: Reasonable steps are taken to ensure that data is accurate and up to date.
  • Storage limitation: Data is retained only for as long as necessary, in accordance with legal or operational needs.
  • Integrity and confidentiality: We implement appropriate security measures to protect against unauthorized access, loss, or misuse.

Certain forms and platforms operated by OKVETO may request sensitive or highly personal information such as national ID numbers (T.C. Kimlik No), dates of birth, and university credentials. These data types are used solely for identity verification, membership validation, and access management. OKVETO takes enhanced precautions to ensure that such data is never used beyond its intended purpose, is accessible only to authorized personnel, and is stored securely using encrypted systems and access restrictions.

In line with Article 5 and 6 of the KVKK, OKVETO may process personal data:

  • With the explicit consent of the individual
  • When required to fulfill a legal obligation
  • When necessary for the performance of a contract or membership-based service
  • For the establishment, use, or protection of a legal right
  • When the data has been publicly shared by the individual

Data processing is never conducted for commercial exploitation, profiling, or automated decision-making purposes without the user’s clear and informed consent.

We may update this policy from time to time to reflect changes in the law, improvements in our systems, or updated operational needs.

Cookie Use and Digital Tracking

OKVETO’s website and digital platforms use cookies and similar tracking technologies to enhance functionality, improve user experience, and better understand how visitors interact with our services. These tools allow us to deliver a smoother, more personalized experience while ensuring our systems operate securely and efficiently.

Cookies are small text files stored on your device when you visit our site. They do not contain personal information such as your name, national ID number, or contact details, but may be linked to a user session or anonymous usage pattern to improve navigation and functionality.

We may use the following types of cookies:

  • Essential cookies
    Required for core site functions such as page navigation, session control, and form submission. Disabling these may affect site usability.
  • Performance and analytics cookies
    Help us measure site traffic and usage trends using tools like Google Analytics. All data collected through these cookies is anonymized.
  • Functional cookies
    Used to remember your preferences (e.g., language, dark mode, login session), helping us tailor your experience without requiring re-entry of information.
  • Membership-related cookies
    May support secure login, QR code generation, or session continuity across user dashboard pages.

OKVETO does not use tracking cookies for advertising, marketing, or third-party profiling. All data collected through cookies is handled exclusively by OKVETO or its authorized service providers.

You can manage or disable cookies at any time via your browser settings. Most browsers allow you to block or delete cookies, though doing so may limit access to certain personalized or secure features of our platform.

By continuing to use OKVETO’s website without adjusting your browser preferences, you acknowledge and accept our use of cookies in accordance with this policy.

What Personal Data We Collect

OKVETO collects a limited and purposeful set of personal data, based on the nature of your interaction with our platform. Depending on your role (e.g., member, volunteer, club representative, sponsor, or site visitor), the following types of information may be collected:

  • Identity Information
    Full name, university affiliation, department or field of study, date of birth, gender, nationality.
  • Contact Information
    Email address, phone number, social media handle (if voluntarily shared).
  • Legal and Verification Data
    Turkish National ID number, student ID, graduation year (where required for identity verification and eligibility confirmation).
  • Membership and Participation Data
    Membership ID, club or project involvement, event attendance, volunteer records.
  • Technical and Usage Data
    IP address, browser type, device information, login timestamps, and cookie-based session identifiers.
  • Visual and Media Data
    Profile photos, event photos, or videos, if provided voluntarily or captured during participation (with notice).

We do not collect sensitive data such as health information, religious beliefs, political views, or biometric identifiers—unless explicitly required by a specific project and consented to in writing.

Purpose of Data Processing

OKVETO processes personal data only for clear, limited, and legitimate purposes related to its mission as a student-centered civil platform. These purposes include:

  • Membership registration and verification
    Confirming your eligibility and assigning a unique member ID
  • Club and volunteer coordination
    Enabling you to join or lead activities, participate in events, or engage with other members and clubs
  • Communication and notifications
    Keeping you informed about announcements, opportunities, tasks, and organizational updates
  • Project and event participation
    Managing applications, lists, and logistics for projects, competitions, or campaigns
  • Issuing digital tools
    Such as membership cards, QR codes, or personalized pages for member benefits
  • Security and compliance
    Preventing unauthorized use, managing risks, and meeting legal or administrative obligations
  • Service improvement and internal analytics
    Monitoring engagement (in anonymized form) to evaluate how our systems and services can be improved

OKVETO does not use your data for profiling, automated decision-making, or commercial advertising. Your information is never sold or shared with unauthorized parties.

Legal Basis for Processing

OKVETO processes personal data in accordance with Article 5 and 6 of the Turkish Personal Data Protection Law (KVKK). The legal basis for data processing depends on the context of interaction and may include one or more of the following:

  • Explicit Consent:
    When you voluntarily submit your data through our forms, registration processes, or communication platforms, we rely on your informed and explicit consent.
  • Legal Obligation:
    In some cases, we may be required to collect or retain certain data to fulfill obligations under national regulations (e.g., for nonprofit association records or reporting to public authorities).
  • Contractual Necessity:
    When your data is needed to fulfill the terms of your membership or participation in an OKVETO-supported activity or agreement.
  • Legitimate Organizational Interest:
    We may process certain non-sensitive data (such as participation history or anonymized analytics) to improve services, ensure platform security, or coordinate volunteer and club-related efforts, provided this does not override your fundamental rights and freedoms.
  • Public Data Disclosure:
    If you have previously shared data publicly or made it available through a club, project, or open event, we may process it within the original context of that disclosure.

Special categories of personal data (such as national ID numbers or legal identifiers) are only processed when explicitly permitted by law or when necessary for core membership functions, and are never used beyond their intended purpose.

Data Retention Policy

OKVETO retains personal data only for as long as it is necessary to fulfill the purposes described in this policy or to comply with legal obligations. Data retention periods are determined based on the nature of the information, the role of the data subject, and operational requirements.

  • Membership data (e.g., ID number, contact info, participation records) may be stored for up to 10 years, especially in cases of archived records, alumni relations, or internal reporting needs.
  • Event or project data may be retained for a limited duration (typically 1–3 years), unless it is required for auditing, impact evaluation, or institutional memory.
  • Technical and analytics data is typically anonymized and aggregated, and used only for short-term service improvement.

All retained data is securely stored using access-controlled systems. When data is no longer needed, it is either anonymized (so it can no longer be linked to an individual) or permanently deleted in accordance with OKVETO’s internal data destruction procedures.

OKVETO reserves the right to retain certain categories of data for up to 10 years, where permitted by law and justified by operational continuity or historical documentation needs.

Data Transfers and Sharing

OKVETO does not sell, rent, or commercially exploit your personal data. However, limited sharing of information may occur within the framework of lawful, operational, or organizational needs, and always under secure conditions.

We may share your data with the following trusted parties:

  • Affiliated university clubs and authorized student representatives
    To verify membership, manage participation, or coordinate shared events and campaigns.
  • Technology and infrastructure service providers
    Including email platforms, secure databases, form systems, or cloud services—solely for data hosting, communication, or analytics. These providers are contractually obligated to protect your information.
  • Legal authorities or supervisory bodies
    Only if required by law, court order, or regulatory obligation.
  • Project or program partners
    If you opt into a project co-organized with another institution (e.g., a sponsor or NGO), your relevant data may be shared with that partner in line with the declared scope of the project and your consent.

We do not transfer personal data outside of Türkiye, unless required by law or explicitly permitted under KVKK Article 9 with appropriate safeguards in place. Any international transfers will be carried out under approved legal mechanisms, such as adequacy decisions, standard contractual clauses, or explicit consent.

Your Rights Under KVKK

As a data subject, you have important rights granted under Article 11 of Turkish Law No. 6698 (KVKK). These rights ensure transparency, control, and protection over your personal data:

You have the right to:

  • Learn whether your personal data is being processed
  • Request access to your personal data and information on how it is used
  • Ask for correction of inaccurate, outdated, or incomplete data
  • Request deletion or anonymization, where legal conditions are met
  • Object to processing that is based on legitimate interest, especially if it affects you significantly
  • Restrict certain types of processing, such as automated decisions or profiling (if ever applicable)
  • Withdraw your consent at any time, without affecting prior lawful processing
  • File a complaint with the Personal Data Protection Board (KVKK Kurumu), if you believe your rights have been violated

Changes to This Policy

This Personal Data Protection Policy may be updated from time to time to reflect changes in legal requirements, organizational practices, or technological improvements. When significant updates are made, we will notify users through our website or digital communication channels.

The most current version of the policy will always be accessible at:
🌐 www.okveto.org/privacy

We encourage you to review this page periodically to stay informed about how we protect your data.

Contact Information

If you have any questions about this policy, wish to access your data, or would like to exercise your rights under the law, you can reach us at:

Data Protection Contact
📧 rd@okveto.org
(For all inquiries related to data processing, consent, or legal compliance)

General Inquiries
📧 info@okveto.org

Postal Address (if applicable):
OKVETO Headquarters, Yalova, Türkiye