EKALDES LIGHTING INDUSTRY AND TRADE INC. 

IN ACCORDANCE WITH THE PROCEDURES AND PRINCIPLES OF THE LAW NO. 6698 ON THE PROTECTION OF PERSONAL DATA (“KVKK”)

EMPLOYEE INFORMATION AND GUIDELINES

Identity of the Data Controller

We, EKALDES AYDINLATMA SAN. VE TİC. A.Ş., have prepared this Privacy Notice to explain which of your personal data we will process and for what purposes. We will process your personal data listed below under all circumstances;

• In accordance with the law and principles of honesty,
• By ensuring the accuracy and up-to-date status of the personal data you have shared with us,
• For specific, explicit and lawful purposes,
• In a manner that is relevant to the purpose for which they are to be processed, limited and proportionate,
• We will process your data by storing it for the period stipulated in the relevant legislation or for the period necessary for the purpose for which it is processed.

Your Personal Data Processed

We may process personal data relating to our employees that they have provided to us. The personal data that may be subject to processing is as follows: 

Personal Data Category	Personal Data	Where is the personal data obtained from?
Identity Data	Name, surname, date of birth, country of birth, city of birth, gender, marital status, Turkish Republic Identity Card information (TRNC, serial number, wallet number, father’s name, mother’s name, place of birth, province, district, neighborhood, volume number, family sequence number, sequence number, household number, page number, registration number, place of issue, reason for issue, date of issue, previous surname), copy of identity card.	It is provided by you (the data subject).
Communication Data	Phone number, full address, and email address.	It is provided by you (the data subject).
Financial Data	Financial and salary details, file and debt information regarding enforcement proceedings, bank statement, minimum living allowance information.	It is provided by you (the data subject).
Special Category Personal Data	Criminal record/former convict status, disability status/description, health data, blood type, medical reports, pre-employment medical report, chest X-ray, hearing test, eye test, pre-employment and periodic medical examination forms signed by the workplace physician.	It is provided by you (the data subject).
Training Data	Educational background, certificates and diplomas, foreign language skills, education and skills, CV, courses taken.	It is provided by you (the data subject).
Visual and Auditory Data	Photographs and camera recordings of the actual person.	It is provided by you (the data subject).
Employee Performance and Career Development Data	Education and skills, information on which training was received and when, and a signed participation form.	It is provided by you (the data subject).
Clothing and Appearance	Body Measurements, Shoe Size	It is provided by you (the data subject).
Family and Relative Data	Names, surnames, Turkish Republic Identity Numbers, gender, dates of birth of spouse and children, names, surnames and telephone numbers of close relatives.	It is provided by you (the data subject).
Permission Data	Leave seniority base date, leave group, departure/return date, day, reason for leave, address/phone number where leave will be taken.	It is provided by you (the data subject).
Transaction Security	Employee internet access logs, login and logout logs.	It is provided by you (the data subject).

Method and Legal Basis for Data Collection

At Ekaldes, we collect your personal data by having you transmit it to us physically or electronically in order to fulfill our legal obligations, to perform the employment contract between us, for reasons stipulated by law, and for Ekaldes’ legitimate interests. This data may be directly requested from you, requested in advance through job application forms or other employment platforms during your job application process, or included in your resume or other documents related to your application that you choose to share with us during your application.

In accordance with Ekaldes’ legal obligation and legitimate interest to ensure security, we collect visual footage through the cameras we have installed.

In order to fulfill our legal obligations and as required by law, we collect your health data physically through our workplace physician, and your personal data physically or electronically to ensure workplace safety.

We collect this information through legal documents and notifications sent to us in order to fulfill our legal obligations.

Purposes of Processing Your Personal Data

Ekaldes processes your personal data for the purposes and legal grounds stated below.

The fulfillment of the purpose necessary for the performance of the employment contract, in particular;

• Employee leave approval, viewing remaining leave, and making leave arrangements.
• Processing the termination of employees’ employment.
• Ensuring payroll processing is carried out.
• Making salary payments to employees

In order to fulfill the requirements under the Labor Law, the Occupational Health and Safety Law, the Social Security Law and related legislation, as well as other laws and regulations, especially;

• Creation of personnel files
• Notifications to SGK (Social Security Institution), İŞKUR (Turkish Employment Agency), police stations, and information regarding incentives and legal obligations.
• Ensuring the opening of mandatory individual retirement insurance accounts.
• Checking employee entry and exit records.
• Payment of wage garnishment deductions for employees in enforcement files.
• Making legal notifications of workplace accidents.
• Performing occupational health and safety procedures.
• Complying with other information retention, reporting, and notification obligations stipulated by legislation, relevant regulatory bodies, and other authorities.
• Enforcement of court orders

In order to ensure security within Ekaldes, in particular;

• Ensuring workplace safety
• Ensuring the employee’s entry and exit from Ekaldes.

The administration of Ekaldes, the conduct of business, and the implementation of Ekaldes policies are carried out, in particular;     

• Making expense payments to employees
• Ensuring communication with employees.
• Providing a vehicle for the employee and arranging parking.
• Business card printing service
• Ensuring that packages arriving via cargo and courier services are delivered to the relevant employee.
• Monitoring the use of the Ekaldes tool for employee safety and work execution.
• Provision of transportation and travel arrangements.
• Creating an employee’s work email address by entering employee data into email programs.
• Ensuring that employees’ entry and exit times are controlled.
• Monitoring employees’ daily work performance. 
• Recording the documents collected from employees during the job application and interview process.
• Ensuring communication for celebratory purposes.
• Planning training sessions, reporting on training activities, preparing training certificates, tracking employees who have participated in training sessions, and monitoring employee development progress as a result of the training they have received.
• Establishing contact with relevant individuals in emergency situations.

Your personal data will be retained for the maximum period specified in the relevant legislation or necessary for the purpose for which it is processed, and in any case, for the duration of the statutory limitation periods.

Sharing your personal data with third parties within Turkey.

For your security and to enable Ekaldes to fulfill its legal obligations, your personal data may be shared with relevant institutions or organizations, including but not limited to the Personal Data Protection Authority, the Ministry of Finance, the Ministry of Customs and Trade, the Ministry of Labor and Social Security, the Turkish Employment Agency (İŞ-KUR), and the Information Technologies and Communications Authority, to the extent permitted and required by legislation, in accordance with the Labor Law, the Occupational Health and Safety Law, the Social Security and General Health Insurance Law, the Law on the Regulation of Publications on the Internet and Combating Crimes Committed Through Such Publications, the Turkish Commercial Code, Law No. 6698 on the Protection of Personal Data, and the Identity Reporting Law. For example, employees’ personal data is shared with the Social Security Institution for the purpose of paying employee and employer contributions.

In addition, your personal data;

The fulfillment of the purpose necessary for the performance of the employment contract, in particular;

• We can process this data in the accounting program to manage payroll operations and update related data. This data is stored in the application’s own data storage environment.

In order to fulfill the requirements under the Labor Law, the Occupational Health and Safety Law, the Social Security Law and related legislation, as well as other laws and regulations, especially;

• We share this information with the consulting firms and private employment agencies we work with, so they can provide us with advice on identifying and calculating incentives.
• We can share your health data with our occupational health physician so that they can provide treatment and conduct health checkups.
• We can provide Ekaldes auditors with payroll information so they can carry out their audit activities.

Specifically, because we are fulfilling our legal obligations;

• In order to exercise our right to defense, we can share information with our lawyers and, provided it is in accordance with the law and procedure, with relevant institutions within the scope of our obligation to comply with legal requests such as court orders or requests for evidence.

The administration of Ekaldes, the conduct of business, and the implementation of Ekaldes policies are carried out, in particular;     

• Some of your personal data may be transferred to companies we work with for purposes such as transportation, reservations, vehicle provision, visa services, business card printing, and parking registration.

Sharing your personal data with third parties abroad.

With your consent, your personal data may be shared with third parties abroad for communication purposes, travel organization, and related purposes during your international travels and education.

Your rights

 Under the Turkish Personal Data Protection Law (KVKK), you have the following rights regarding your personal data:

• To find out whether your personal data is being processed,
• The right to request information regarding the processing of personal data.
• To learn the purpose of processing personal data and whether it is being used appropriately for that purpose.
• Knowing the third parties to whom personal data is transferred, whether domestically or internationally.
• Requesting the correction of personal data if it has been processed incompletely or inaccurately.
• You have the right to request the deletion or destruction of your personal data if the reasons requiring its processing cease to exist.
• You request that any corrections or deletions to your information be notified to third parties to whom your personal data has been transferred, if applicable.
• The right to object to an outcome that is detrimental to oneself, resulting from the analysis of processed data exclusively through automated systems.
• The right to claim compensation for damages incurred as a result of the unlawful processing of personal data.

To exercise your rights mentioned above, you can submit your written request, including the necessary information to identify you and your explanation of the right you wish to exercise, to “EKALDES AYDINLATMA SAN. VE TİC. A.Ş – Sanayi Mahallesi Kuru Sokak No:2 İzmit / KOCAELİ”, clearly stating that the matter is related to the Personal Data Protection Law (KVKK), with a wet signature, or by filling out the “Personal Data Application Form” published on our website and  sending it to the email address kvkk@ekaldes.com.tr  . Applications must include your name, surname and signature (if the application is in writing), Turkish Republic identity number for Turkish citizens, nationality, passport number/identity number for foreigners, residential or business address for notification purposes, email address for notification purposes if available, telephone or fax number and the subject of the request.

To exercise your rights as a data subject, as mentioned above, your application must include the following: a clear and understandable statement of the right you wish to exercise; the matter you request must relate to you personally, or if you are acting on behalf of someone else, you must be specifically authorized to do so and provide documentation of this authorization; the application must include your identity and address information; and supporting documents verifying your identity must be attached to the application.

Applications submitted within this scope will be processed as soon as possible, and no later than 30 days. However, if the process requires additional costs, a fee may be charged according to the tariff determined by the Personal Data Protection Board. If the response to the application is provided on a recording medium such as a CD or flash drive, the fee that Ekaldes may request cannot exceed the cost of the recording medium.

Contact Information

EKALDES LIGHTING INDUSTRY AND TRADE INC.

Sanayi Mahallesi Kuru Sokak No:2 İzmit / KOCAELİ 

T: 0262 325 84 74 

F:0262 325 82 52 

kvkk@ekaldes.com.tr