Privacy Notice on the Protection of Personal Data

1. Data controller

The data controller for the personal data processed on this site is the İzmir Kültürel Miras Rotary Club ("the Club"). For any question or request about your personal data, write to rotary-ikm@googlegroups.com.

2. What personal data we process

• Account: your email address and an irreversible hash of your password (the password itself is not stored). If you sign in with Google: your Google account identifier, email address and name.
• Application form: your name, date and place of birth, nationality, optionally your gender, marital status, phone numbers, email address, home and work addresses; the name, relationship and phone number of your emergency contact; your education and profession; your answers about community life, values and what you expect from the club; the name, organisation, phone, email and relationship to you of your two references; the list of documents you can provide.
• Mentee application form (Cultural Heritage Young Leaders Mentoring Programme): your name, age, city, email address and phone; your education, school or institution and, optionally, a LinkedIn or similar profile; your answers about yourself, your motivation, your interests, and your volunteering and project experience; your 1 to 5 ratings of twelve statements; the time you can give to mentoring and meetings; your preference on the use of photographs and video.
• Evaluation: the membership committee's notes, scores and opinion on your application, and the board's decision; for mentee applications, the programme reviewers' notes, their record of mentors who might suit you, and their decision.
• Session and security: a single cookie that recognises your session, and a record of failed sign-in attempts kept for security.

No documents are uploaded to this site. For documents such as a criminal record certificate you only indicate that you can provide one if asked.

The emergency contact and reference details you give belong to other people; you are expected to tell them before sharing their details.

3. Why we process it

• To receive, evaluate and decide on your membership or mentee application,
• to match mentors and mentees and to run the mentoring programme,
• to contact you about it (including verification and password reset emails),
• to keep your account and the site secure,
• to run your membership if your application is accepted,
• to meet our legal obligations.

Your data is not used for marketing and is not sold.

4. Legal grounds

Your personal data is processed on the grounds listed in Article 5 of the KVKK: it is directly necessary to establish or perform a contract (the membership relationship), to meet the Club's legal obligations, and for the Club's legitimate interest (such as security records) provided it does not harm your fundamental rights and freedoms. Where your explicit consent is required, we rely on your consent in the application form.

5. Who receives it, and where it is kept

• The Club's officers: the membership committee members who review membership applications, the head, and the site administrator; the programme reviewers who review mentee applications, and the site administrator. Mentee application details may also be shared with mentors as far as running the programme needs.
• Our infrastructure providers: the site runs on Google Cloud (Belgium), the database is kept on Neon (Germany), and emails are sent through Google (Gmail). Your data is therefore stored on servers outside Turkey; this transfer is made in accordance with Article 9 of the KVKK.
• Public authorities, where the law requires it.

6. How long we keep it

Your application is kept while it is being evaluated. Applications that are not accepted or are withdrawn are deleted two years after they are closed. Accepted applications are kept for the duration of your membership and any period the law requires. Your account is kept until you ask for it to be deleted.

7. Your rights

Under Article 11 of the KVKK you have the right to learn whether your personal data is processed; to request information about it; to learn the purpose of the processing and whether it is used accordingly; to know the third parties in Turkey or abroad it is transferred to; to have it corrected if incomplete or wrong; to have it deleted or destroyed under the conditions of Article 7 and to have these operations notified to the third parties it was transferred to; to object to a result against you arising solely from automated analysis; and to claim compensation for damage caused by unlawful processing.

To use these rights, write to rotary-ikm@googlegroups.com. You will receive an answer within thirty days at the latest.

8. Cookies

The site uses a single cookie, strictly necessary to recognise your session. No analytics, advertising or tracking cookies are used.