English 
1. About This Policy
This policy explains how Istanbul Vita handles personal information when you visit istanbulvita.com, fill in one of our forms, or contact us by phone, email or WhatsApp. It is written in line with the Turkish Personal Data Protection Law No. 6698 (KVKK) and its secondary legislation.
Once you become a patient, the way we handle your medical and treatment information is described in our Patient Data Protection Policy. Information collected through cookies and similar technologies is covered in our Cookie Policy.
2. Information We Collect
What we collect depends on how you use the website and how you get in touch with us.
Details you give us. When you submit a form on our website, we ask for your name, phone number and email address. If you write to us by email or WhatsApp, or call us, we also keep the details you share and the content of your messages.
Campaign information. If you arrive through one of our ads or a tracked link, the form also records which campaign or link brought you to us (UTM parameters). This helps us understand which of our communication channels people find useful.
Technical information. Like most websites, we and our service providers receive data such as your IP address, browser and device type, and the pages you view. Most of this is collected through cookies and similar tools, which are described in our Cookie Policy.
Please note that if you choose to send us photographs or details about your health in a message, we treat them as health data and handle them as set out in our Patient Data Protection Policy.
3. How We Collect It
We collect information directly from you through our website forms, WhatsApp, email and phone calls. Some technical information is collected automatically when you browse the site. Everything that comes in through our forms and WhatsApp is recorded in our clinic’s own CRM system, so that your enquiry can be followed up by the right person.
4. Why We Use Your Information
We use the information for the following purposes:
- To reply to your enquiry and arrange a consultation or appointment
- To keep track of your request and follow up with you
- To understand which of our campaigns and pages are effective, and to improve the website
- To keep the website secure and prevent misuse
- To meet our legal and regulatory obligations
- To send you information about our services, but only if you have agreed to receive it
Our legal grounds under Article 5 of KVKK are that processing is necessary to take steps at your request before a service is provided, that it is required by law, or that it serves our legitimate interests, such as running and securing our website, as long as your rights and freedoms are not harmed. For cookies that are not strictly necessary, and for marketing messages, we rely on your explicit consent. Commercial electronic messages are sent only with your prior approval, as Law No. 6563 requires.
5. Who We Share It With
Your information is available only to the team members who need it to respond to you. We also work with providers that help us run our website and communications, such as website and IT service providers, the messaging platform we use for WhatsApp, and the analytics, advertising, review and video services listed in our Cookie Policy. They receive only what is needed for their service. We may also share information with professional advisers or public authorities when the law requires or allows it.
We do not sell your personal information.
6. Transfers Outside Türkiye
Istanbul Vita does not transfer personal data to systems or service providers outside Türkiye as part of the data processing activities covered by this policy.
Where the use of a third-party service may involve data processing outside Türkiye, this will be handled in accordance with the applicable requirements of KVKK and the relevant legal safeguards.
7. How Long We Keep Information
We do not currently have a fixed retention period for enquiry information such as form submissions, WhatsApp messages, emails or phone enquiries. We keep personal data only for as long as it is reasonably necessary for the purpose for which it was collected, or for as long as required by applicable legal and regulatory obligations.
If you become a patient, the retention of your medical and treatment records is handled in accordance with our Patient Data Protection Policy and the applicable health legislation.
Technical data collected through cookies and similar technologies is kept for the periods described in our Cookie Policy.
8. Security
We protect your information with organisational and technical measures, and access is restricted to people who need it for their work. No online system is completely secure, so we cannot promise absolute protection, but we take reasonable steps to keep your information safe. If a breach affects your data, we will notify you and the Personal Data Protection Board as KVKK requires.
9. Other Websites and Embedded Content
Our pages include content from other services, such as YouTube videos and Trustpilot reviews. These providers handle information under their own privacy policies, and we recommend reading them if you interact with that content.
10. Children
Our website and services are intended for adults. If you are under 18, please ask a parent or guardian to contact us on your behalf.
11. Your Rights
Article 11 of KVKK gives you the right to:
- Find out whether we process your personal data
- Ask for information about it if we do
- Learn why we use it and whether we use it for that purpose
- Know which third parties, in Türkiye or abroad, receive your data
- Ask us to correct data that is incomplete or inaccurate
- Ask us to delete, destroy or anonymise your data where the legal conditions are met
- Ask us to tell third parties who received your data about any correction or deletion
- Object to a result that is against you and arises solely from automated analysis
- Claim compensation if you suffer harm because your data was processed unlawfully
You can also withdraw any consent you have given, such as for marketing messages or non-essential cookies, at any time.
12. How to Contact Us
To ask a question or use your rights, write to us:
Istanbul Vita
Küçükbakkalköy Mah. Dilek Sabancı Cad. No:4, 34750 Ataşehir / İstanbul, Türkiye
Email: info@istanbulvita.com
Please include your name, contact details and what you are asking for. We may need to confirm your identity first, so that your information is shared only with you or someone you have authorised. We reply within 30 days of receiving your request. The response is free of charge, although a fee based on the Board’s tariff may apply if the request requires additional cost. If you are not satisfied with our answer, or we do not reply in time, you may complain to the Personal Data Protection Board (KVK Kurulu) within the periods set by law.
13. Updates to This Policy
We may update this policy when our services, the tools we use or the law change. The date at the top of the page shows when it was last revised, and for significant changes we will make that clear on the website.
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