Privacy Notice and Information on Explicit Consent
Privacy Notice on the Processing and Protection of Personal Data
This notice has been prepared by Ziya Turizm Sanayi İç ve Dış Ticaret Limited Şirketi under Article 10 of Turkish Personal Data Protection Law No. 6698 (KVKK). It is a single, shared text for customers of Ziya Vize (ziyavize.com), Ziya Tercüme (ziyatercume.com) and Ziya Group (ziyagroup.com.tr), people who fill in our forms, and site visitors.
We provide this text through the link in the message sent to you on WhatsApp or on our sites. The same text is published on all three sites. This page contains the privacy notice and information about explicit consent. Providing information and obtaining explicit consent are separate processes; reading this page or acknowledging that you have read the notice does not constitute explicit consent.
This is a translation of the Turkish text. If the two differ, the Turkish text prevails.
1. Identity of the Data Controller
The data controller is Ziya Turizm Sanayi İç ve Dış Ticaret Limited Şirketi (the "Company"). Ziya Vize, Ziya Tercüme and Ziya Group are the service and site names of the Company for the purposes of this notice.
| Item | Details |
|---|---|
| Trade registry | Istanbul Trade Registry, 291863-0 |
| Tax details | Fatih Tax Office, 9980078292 |
| Travel agency licence | TÜRSAB Licence No: 1438 (ZİYA TURİZM SEYAHAT ACENTASI) |
| Head office (registered address) | Akşemsettin Mah. Akdeniz Cad. No:92/5, 34100 Fatih / İstanbul |
| Other offices | Akşemsettin Mah. Akdeniz Cad. No:100/1, 34091 Fatih / İstanbul; Esentepe Mah. Hikaye Sokak, Gazeteciler Sitesi 1/3, 34394 Şişli / İstanbul; Molla Gürani Mah. Oğuzhan Cad. Erseven Sk. No:1, 34093 Fatih / İstanbul |
| Phone | 0212 631 9195 |
| info@ziyagroup.com.tr | |
| Websites | ziyavize.com, ziyatercume.com, ziyagroup.com.tr |
2. Personal Data Processed, Purposes and Legal Grounds
The table below shows which data is processed, for what purpose and on which legal ground.
| Process | Personal data processed | Purpose | Legal ground |
|---|---|---|---|
| Contact and quote forms (ziyavize.com, ziyatercume.com) | Name and surname, e-mail, phone, subject, message. On Ziya Vize forms: country, visa type, traveller profile, travel date. On Ziya Tercüme forms: service type, languages and the files you upload. | To receive your request, get back to you and give you a quote | KVKK Art. 5/2-c: directly related to the conclusion of a contract |
| Visa consultancy | Name and surname, date of birth, Turkish ID number, contact details, passport details, passport photo, copy of identity document, occupation, employer letter, social security (SGK) statement, student certificate, bank statement, travel and accommodation documents, appointment and application result details | To support the preparation of your application file and to guide and inform you during the appointment and application process | KVKK Art. 5/2-c: directly related to the performance of a contract |
| Translation service | Name and surname, contact details, the document you want translated and the personal data in it | To carry out the translation, handle notarisation and apostille, and deliver the document | KVKK Art. 5/2-c: directly related to the performance of a contract |
| Document verification (ziyatercume.com) | Document number, document holder's name, document type, translator's name, document file | To allow people who know the document number to verify that a translation is genuine | KVKK Art. 5/2-f: legitimate interest |
| Passport and document tracking | Passport photo, document photos, file status notes | To track your work, complete missing documents, and monitor appointment and result information | KVKK Art. 5/2-c: directly related to the performance of a contract |
| Payment and invoicing | Name and surname, address, phone, e-mail, Turkish ID or tax number, amount, payment and receipt records. For online payments, IP address and card details. Card details are passed to PayTR and are not stored by the Company. | To collect fees, make refunds, issue invoices and keep accounting records | For collection and refunds, KVKK Art. 5/2-c. For invoicing and accounting, Art. 5/2-a and Art. 5/2-ç: expressly provided for by law and legal obligation |
| Translator applications (ziyatercume.com) | Name and surname, phone, e-mail, languages, CV | To assess your application and get back to you | KVKK Art. 5/2-c: directly related to the conclusion of a contract |
| Site and form security | IP address, browser and device information, form submission date and time | To prevent bot submissions and misuse, and to keep a record of submissions | KVKK Art. 5/2-f: legitimate interest |
| Legal processes | Contract, payment and correspondence records | To protect our rights in a dispute and to meet requests from courts and competent authorities | KVKK Art. 5/2-e: establishing, exercising or protecting a right; Art. 5/2-ç: legal obligation |
| Special-category documents | Medical report, medical document, criminal record, documents showing religion or blood type | If your work requires the document, to add it to your file, translate it and submit it to the relevant institution | KVKK Art. 6/3-a: your explicit consent |
| Analytics and advertising cookies | Cookie identifiers, browsing and click information, ad click identifier | To measure site use and assess advertising performance | KVKK Art. 5/1: your explicit consent (cookie panel) |
2.1. Passport and Document Photos
To provide the service, we take a photo or copy of your passport and documents. You can hand these over at our office, or send them by e-mail, via WhatsApp or through the quote form on ziyatercume.com.
To track your work, we save these images on company computers and company phones. We pass the images only to the people your work requires, that is, the recipients in section 3. The retention period is in section 5.
Do not send old-style documents showing religion or blood type. If such a document is needed, cover those fields.
2.2. Special Categories of Personal Data
Medical reports, medical documents, criminal records and documents showing religion or blood type may contain special categories of personal data. The processing condition under KVKK Article 6 must be determined for the specific operation. For processing based on explicit consent, the data types, purposes and recipients must be explained and your specific, freely given affirmative consent must be obtained separately from the privacy notice before processing starts. Sending a document, reading a message, remaining silent or not objecting does not constitute explicit consent.
You do not have to give explicit consent. If you do not, you can submit these documents to the relevant institution yourself; our services that do not require these documents continue. Do not write this kind of information in form message fields or in your CV.
2.3. Information About Other People
If you share information about a family member, sponsor, host or employer in your file, let these people know about this notice. For persons under eighteen and persons under guardianship, the process is carried out through their parent or guardian.
3. Purposes of Transfer and Recipient Groups
We transfer your data only to the recipients below, for the stated purpose and only as far as necessary.
| Recipient group | Data transferred | Purpose of transfer | Legal ground |
|---|---|---|---|
| Consulates, embassies and visa application centres (VFS Global, iDATA, BLS International, TLScontact and other organisations appointed by the missions) | Identity and passport details, application documents | To carry out and track your visa application process | KVKK Art. 5/2-c; for special-category documents Art. 6/3-a |
| Dealers and intermediary institutions | Identity, contact, passport and file status details | To carry out your work with the dealer or institution acting for you | KVKK Art. 5/2-c |
| Freelance sworn translators | Documents to be translated, name and surname | To carry out the translation | KVKK Art. 5/2-c; for special-category documents Art. 6/3-a |
| Notaries and institutions handling apostille | Translations and document copies, name and surname | To have notarisation and apostille done | KVKK Art. 5/2-c; for special-category documents Art. 6/3-a |
| Cargo and courier companies | Name and surname, phone, address, the document sent | To deliver your document | KVKK Art. 5/2-c |
| Travel insurance, ticket and accommodation providers | Name and surname, passport and travel details | To arrange the insurance, ticket or accommodation you request | KVKK Art. 5/2-c |
| PayTR payment institution | Name and surname, e-mail, phone, address, IP address, amount, card details | To complete your online payment | KVKK Art. 5/2-c |
| Accounting and legal advisers | Invoice, payment, contract and correspondence records | To keep accounting records and obtain legal support | KVKK Art. 5/2-ç; Art. 5/2-e |
| Hosting, e-mail and IT providers | Site, form and e-mail records | To run the site and e-mail service | KVKK Art. 5/2-f |
| Relevant companies in the Ziya Group of Companies | Name and surname, contact details, request content | To direct your request to the right unit | KVKK Art. 5/2-c |
| Courts and competent public authorities | Records subject to the request | To fulfil our legal obligations | KVKK Art. 5/2-ç |
3.1. Transfers Abroad
Services and recipients with an overseas connection are explained below. The transfer mechanism under KVKK Article 9, recipient and country must be verified separately for each transfer. Transfers based on an adequacy decision or appropriate safeguards also require a processing condition under Article 5 or 6. Cookie consent, using WhatsApp or reading this notice does not, by itself, establish a legal basis for a transfer abroad.
| Recipient | Data transferred | Purpose | Basis |
|---|---|---|---|
| The mission of the country you apply to and its application centre | Your application file | To have your visa application decided. These institutions may process your file in systems in their own country. | The applicable Article 9 mechanism must be determined for the specific application. Article 9/6-b may be considered only if the transfer is both occasional and necessary for performance of the contract. |
| Google (Tag Manager, Analytics, Ads, reCAPTCHA, Maps) | Depending on the service used: IP address, browser and device information, cookie identifiers, site interactions | Measurement, advertising performance, form security, map display | The Article 9 mechanism must be verified separately for the service and recipient. Measurement, advertising and maps require your affirmative opt-in. |
| Meta (Pixel, WhatsApp) | Depending on the service used: cookie identifiers, browsing information, phone number, WhatsApp messages and the files you send | Advertising measurement, corresponding with you | The Article 9 mechanism must be verified separately for the service and recipient. Pixel requires your affirmative advertising opt-in; using WhatsApp is not general consent to transfers. |
| OpenAI (ziyavize.com advertising measurement tag) | Depending on the tag configuration: IP address, browser information, page viewed, ad click identifier; if enabled, hashed form details (e-mail, phone, first name and last name), and country, city, region and postal code. Hashing alone does not make data anonymous. | Advertising measurement | In addition to affirmative advertising consent, the recipient, fields transferred and Article 9 mechanism must be verified separately. |
| E-mail and IT providers with overseas servers (depending on the provider used) | E-mail correspondence and attachments, site and form records required for the service | Provision of e-mail and IT services | The provider, server location, access and Article 9 mechanism must be verified separately. |
This notice does not mean that a standard contract has been signed with Google, Meta, OpenAI or another provider, or that a notification has been made to the Authority. Reliance on that mechanism requires evidence of a contract appropriate to the transfer and the required notification. Regular and continuous transfers cannot rely on blanket explicit consent or the occasional-transfer exceptions in Article 9/6. Where explicit consent is relied on for an occasional transfer, the potential risks must be explained separately and consent specific to that transfer must be obtained.
You do not have to use WhatsApp. You can also bring your documents to our office.
4. Method of Collecting Personal Data
We collect your data in the following ways.
- By automated means: web forms, the online payment page, cookies and server logs.
- By partly automated means: e-mail, WhatsApp, phone and social media messages.
- By non-automated means: face-to-face meetings at our office and the paper documents you hand in. These documents are recorded as part of your file.
- From dealers and intermediary institutions: if your application comes through a dealer or intermediary institution, your information reaches us from that institution. In that case, we inform you with this notice at our first contact.
5. Retention Periods
| Data | Retention period |
|---|---|
| Form records that do not become a contract, and translator applications | 2 years from the last contact |
| Passport and document photos | Up to 5 years after your work is finished. You can ask for earlier deletion; we delete them unless there is a legal retention obligation. |
| Special-category documents processed with explicit consent | Until you withdraw your explicit consent, up to 5 years |
| Customer and contract records | 10 years after the relationship ends (Turkish Code of Obligations Art. 146) |
| Invoice and accounting records | 10 years (Turkish Commercial Code Art. 82); tax documents at least 5 years (Tax Procedure Law Art. 253) |
| Server and traffic logs | 2 years |
| Cookies | The periods in section 6 |
When the period ends, the data is deleted, destroyed or anonymised within three months at the latest.
6. Cookies
Non-essential measurement and advertising cookies and the map remain off until you actively opt in to the relevant category. Options are not preselected. Continuing to use the site, closing the panel or making no choice does not constitute explicit consent. In the cookie panel, you can reject all, choose by category and withdraw consent by changing your preferences at any time. The ziyagroup.com.tr page uses no cookies or measurement tags. Use of the services below depends on the site settings; the conditions for transfers abroad are explained separately in section 3.1.
| Cookie or record | Site | Provider | Purpose | Duration | Legal ground |
|---|---|---|---|---|---|
ziya_cerez_onay | ziyavize.com, ziyatercume.com | First party | To remember your cookie choice | 6 months | KVKK Art. 5/2-f |
_GRECAPTCHA; _grecaptcha (local storage) | ziyavize.com, ziyatercume.com | To protect forms from bot submissions | 6 months; until browser data is cleared | KVKK Art. 5/2-f | |
_ga, _ga_* | ziyavize.com, ziyatercume.com | Google Analytics | To produce visit statistics | 2 years | KVKK Art. 5/1: explicit consent |
_gcl_au, _gcl_aw; _gcl_ls (local storage) | ziyavize.com, ziyatercume.com | Google Ads | To measure ad conversions, remarketing | 90 days; until browser data is cleared | KVKK Art. 5/1: explicit consent |
_fbp, _fbc; lastExternalReferrer, lastExternalReferrerTime (local storage) | ziyavize.com | Meta | To measure ad performance, remarketing | 90 days; until browser data is cleared | KVKK Art. 5/1: explicit consent |
__oppref, __oaiq_consent, __obref; oaiq_consent (local storage); oaiq_cs:* (session storage) | ziyavize.com | OpenAI | To measure ad conversions | 30 days; __obref 1 year; until browser data is cleared; until the session ends | KVKK Art. 5/1: explicit consent |
| Google Maps map | ziyatercume.com contact and branch pages; ziyavize.com contact page | To show the office location | The period set by Google | KVKK Art. 5/1: explicit consent |
7. Your Rights Under KVKK
You may send your requests under Article 11 of KVKK about the personal data we process, in accordance with the Communiqué on the Procedures and Principles of Application to the Data Controller, in writing or with a secure electronic signature, a mobile signature or the e-mail address you previously notified to us and that is registered in our system, to the addresses below.
- E-mail: info@ziyagroup.com.tr
- Address: Akşemsettin Mah. Akdeniz Cad. No:92/5, 34100 Fatih / İstanbul
Your application must include your name and surname, your signature for written applications, your Turkish ID number (nationality and passport number for foreigners), your address for notification, your e-mail and phone if any, and your request. We reply to your request in writing or electronically within thirty days at the latest. If you find the reply insufficient, you may complain to the Personal Data Protection Board under KVKK Art. 14.
Last updated: 6 November 2026
Information About Explicit Consent
This section explains the principles that must be followed for processing requiring explicit consent. Explicit consent is not collected through this page. Receiving or reading the privacy notice or acknowledging that you have read it, leaving a message unanswered, sending a document or not objecting does not mean that you have explicitly consented to processing or transfer.
If processing special categories of personal data is to rely on explicit consent, the data, purpose and recipients must be explained before processing begins, and your specific, freely given and demonstrable affirmative consent to the operation must be obtained separately from the privacy notice. General approval covering all data and operations is insufficient. Advertising and measurement preferences are managed as separate categories in the cookie panel.
Only necessary data are considered for preparing visa files, translation, submission to a mission or application centre, sworn translation, notarisation and apostille. Article 6 conditions must be met for special categories of data, and Article 9 conditions must also be met for transfers abroad. If explicit consent is to be used for an occasional transfer abroad, the recipient, country and potential risks must be explained separately and your separate consent specific to the transfer must be obtained; the general information on this page does not replace that process.
You do not have to give explicit consent or send a refusal. If you do not consent to document processing based on consent, you can submit the documents to the relevant institution yourself; our services that do not require these documents continue. You may withdraw consent at any time by contacting info@ziyagroup.com.tr. Withdrawal has prospective effect for processing based on consent from the time your request reaches us; retention obligations based on another valid legal ground are assessed separately.