At Etnocity Otel, we care about the security of your personal data. This notice has been prepared under Article 10 of the Turkish Personal Data Protection Law No. 6698 ("KVKK") to inform you about the personal data we process through our website and in the course of our accommodation services.
1. Data Controller
Under KVKK, your personal data is processed by Etnocity Otel, acting as data controller, whose details are given below.
- Company
- Etnocity Otel
- Address
- Mehmet Akif Mah. Hacı Çeşme Cad. No:38 Vize/Kırklareli - Etnocity Otel
- Email
- info@etnocityotel.com
2. Personal Data We Process
- Identity data: first name, last name.
- Contact data: email address, phone number.
- Reservation and stay data: check-in and check-out dates, number of adults, ages of children, room and board choice, price, reservation number, your stay notes and special requests.
- Request and complaint data: messages you send us through the contact form.
- Transaction security data: IP address, session and activity logs.
- Marketing and analytics data: only if you consent, website usage data collected through analytics cookies.
During your stay, your identity document details are collected separately at reception as required by law; no national ID number or payment card details are collected through our website.
3. Purposes of Processing
- Receiving, creating, changing and cancelling your reservation and sending you its confirmation,
- Recording your reservation in our hotel management system and providing the accommodation service,
- Answering your requests, questions and complaints sent through the contact form and other channels,
- Fulfilling our legal obligations regarding accommodation (e.g. Identity Notification Law No. 1774) and requests from competent authorities,
- Keeping our website and information systems secure and using records as evidence in legal disputes,
- Only with your consent, producing statistics about the use of our website and improving our services.
4. Legal Grounds
- Processing is directly related to the conclusion or performance of a contract (KVKK Art. 5/2-c): reservation and stay.
- Processing is necessary for the data controller to fulfil its legal obligations (KVKK Art. 5/2-ç): guest notification and statutory retention.
- Processing is necessary to establish, exercise or protect a right (KVKK Art. 5/2-e).
- Processing is necessary for the legitimate interests of the data controller, provided it does not harm your fundamental rights and freedoms (KVKK Art. 5/2-f): answering requests, transaction security.
- Your explicit consent (KVKK Art. 5/1): use of analytics cookies. You can withdraw this consent at any time via the "Cookie Preferences" link at the bottom of the page.
5. Transfer of Personal Data
For the purposes above and in line with Articles 8 and 9 of KVKK, your personal data may be transferred to:
- Our hotel management software provider where your reservation is recorded (HMS Hotel Software),
- Our website hosting and email service providers,
- Competent public authorities when requested and within legal obligations (e.g. law enforcement, judicial and administrative authorities),
- Only with your explicit consent, the analytics provider Google LLC (Google Analytics). As its servers may be located abroad, this transfer is based on your explicit consent under KVKK Art. 9.
6. How We Collect Personal Data
Your personal data is collected partly or fully by automated means through the reservation and contact forms on our website, cookies and similar technologies, phone, email and reception. Details on cookies are available in our Cookie Policy. Cookie Policy
7. Retention
Your personal data is kept for as long as the purpose of processing requires and for the limitation and retention periods set by the applicable legislation. Afterwards it is deleted, destroyed or anonymised.
8. Your Rights under Article 11 of KVKK
By applying to the data controller, you have the right to:
- learn whether your personal data is processed,
- request information if it has been processed,
- learn the purpose of processing and whether it is used accordingly,
- know the third parties in Turkey or abroad to whom it is transferred,
- request correction if it is incomplete or inaccurate,
- request deletion or destruction under the conditions of Article 7 of KVKK,
- request that correction, deletion or destruction be notified to third parties to whom the data was transferred,
- object to a result against you arising from analysis exclusively by automated systems,
- claim compensation for damages arising from unlawful processing.
9. How to Apply
You can send requests about your rights in writing to our address above, or by email, together with information identifying you, in line with the Communiqué on the Procedures and Principles of Application to the Data Controller. Your request will be concluded free of charge as soon as possible and within thirty days at the latest. If the process requires an additional cost, the fee set by the Personal Data Protection Board may apply.
