Privacy Policy

Effective Date: July 4, 2025

 

This Privacy Policy explains how Gheenix Labs, a brand operated by Kıroğlu Ticaret Teknoloji Anonim Şirketi (“we”, “our”, or “us”), collects, uses, stores, and protects your personal data when you use our translation, interpretation, transcription, proofreading, MTPE, QC, and equipment rental services, whether in-person or through online platforms such as Zoom or Microsoft Teams.

 

We are committed to ensuring the privacy, confidentiality, and protection of all users’ personal information in compliance with the Law on the Protection of Personal Data (KVKK) in Türkiye and applicable international privacy standards, including GDPR where relevant.

 

 

1. 

Data We Collect

 

We may collect and process the following categories of personal data:

 

• Contact Information: Name, email address, phone number, company/institution name, address

• Service-related Information: Source and target languages, project files, meeting or event details

• Billing Information: Invoicing details, VAT/tax numbers, payment confirmations

• Technical Data: IP address, device/browser data when visiting our website

• Communication Data: Emails, messages, feedback, and revision notes

• Usage Data: Interaction logs (e.g., meeting schedules, session duration, platform usage)

 

We do not collect or store sensitive personal data unless necessary for a project and explicitly provided by the client.

 

 

2. 

How We Use Your Data

 

Your personal data is used for the following purposes:

 

• To provide and deliver language services and equipment rentals

• To manage contracts, invoices, and payments

• To schedule and execute interpretation sessions (onsite and remote)

• To maintain service quality, perform revisions, and ensure accuracy

• To communicate with you about your projects or inquiries

• To meet legal, regulatory, or contractual obligations

 

We never sell or share your personal data with third parties for marketing purposes.

 

 

3. 

Legal Bases for Processing

 

We process your data under the following legal bases:

 

• Contractual necessity: to fulfill our service agreement with you

• Legal obligation: to comply with Turkish commercial or tax law

• Legitimate interest: to improve services and protect against misuse

• Consent: for any optional or non-essential processing, with the right to withdraw at any time

 

 

4. 

Confidentiality of Project Content

 

All content you submit for translation, transcription, or interpretation is treated as strictly confidential. Only authorized staff or subcontractors involved in service delivery will have access to your materials, and all are bound by non-disclosure agreements (NDAs).

 

If requested, we are happy to sign client-specific NDAs.

 

 

5. 

Data Storage and Security

 

We store personal and project data securely using encrypted systems and access controls. All digital files are retained only as long as needed for the purposes outlined, unless otherwise agreed with the client.

 

Security measures include:

 

• Encrypted file storage

• Password-protected access for all team members

• Firewall and anti-virus protection

• Access restriction to project-sensitive data

 

 

6. 

Remote Sessions and Recording

 

Remote interpretation sessions via Zoom, Microsoft Teams, or similar platforms are not recorded unless:

 

• The client specifically requests recording

• All parties give informed consent

• The session is hosted in a secure and private virtual room

 

We do not access or monitor platform data beyond what’s necessary for coordination.

 

 

7. 

Cookies and Website Analytics

 

Our website (www.gheenixlabs.com) may use cookies and analytics tools (e.g., Google Analytics) to understand website traffic and improve user experience. You can manage your cookie preferences through your browser settings.

 

We do not use cookies for behavioral tracking or third-party advertising.

 

 

8. 

Third-Party Service Providers

 

We may work with third-party service providers (e.g., cloud storage, payment processors, communication platforms) that support our operations. All such providers are vetted to ensure GDPR/KVKK compliance and confidentiality.

 

We ensure your data remains protected even when processed via these tools.

 

 

9. 

Your Rights

 

You have the right to:

 

• Access and request a copy of your personal data

• Request correction of inaccurate data

• Request deletion of data when no longer necessary

• Object to or restrict processing in certain circumstances

• Withdraw consent at any time, where applicable

• File a complaint with the Turkish KVKK Authority or a relevant supervisory body

 

To exercise any of these rights, contact us using the details below.

 

 

10. 

Data Retention

 

We retain personal data for as long as necessary to:

 

• Fulfill the purposes outlined above

• Comply with applicable laws and regulations

• Resolve disputes or enforce agreements

 

Retention periods vary depending on the nature of the service, typically ranging from 6 months to 5 years.

 

 

11. 

International Transfers

 

We store and process data primarily within Türkiye. If international data transfers are required (e.g., when using cloud services), we ensure that adequate safeguards are in place in accordance with KVKK and GDPR.

 

 

12. 

Changes to This Policy

 

We reserve the right to update this Privacy Policy at any time. Updated versions will be posted on our website with a new effective date. Continued use of our services constitutes your acceptance of the revised terms.

 

 

13. 

Contact Information

 

For any questions, requests, or concerns related to this Privacy Policy or your personal data, please contact:

 

Kıroğlu Ticaret Teknoloji Anonim Şirketi

Operating Brand: Gheenix Labs

Email: info@gheenixlabs.com

Website: www.gheenixlabs.com

Address: Esentepe Mahallesi Talatpaşa Caddesi No: 5 / 1 Kolektif House Levent Şişli, Istanbul, Türkiye