1. Identity of the Data Controller
Your personal data is processed by Clinovia acting as the data controller. You can reach the clinic at Defterdar, Fethi Çelebi Cd. No:15, 34050 Eyüpsultan/İstanbul; by telephone on +90 212 267 52 10; and by email at info@clinovia.com. In this notice the words “Clinovia”, “the clinic” or “we” refer to our clinic as the data controller and its authorised units.
This notice has been prepared to explain the purposes for which your personal data is processed, to whom it may be transferred, how long it is kept and the rights you have in this respect. It sets out the general framework for all the channels through which you contact the clinic, in particular the appointment request form on our website and communication established over WhatsApp.
2. Categories of Personal Data Processed
Through the appointment request form on our website we process your name (identity data), your phone number (contact data), the subject you wish to discuss and your preferred consultation language. This information is needed to contact you and route your request correctly. The site also uses only functional, temporary session data so that the interface can work.
If you choose to write your complaint in the free-text field of the form, you may share information about your health. Health data is a special category of personal data under the Law and is processed solely on the basis of your explicit consent. You may leave this field blank and instead share the details of your health securely with your own physician during the examination.
3. Purposes of Processing Personal Data
We process your personal data to receive and assess your appointment request, to contact you by phone or WhatsApp, to arrange a suitable consultation time, to answer your questions and to route your request to the relevant department. We use your consultation language preference to greet you in the right language and to plan our multilingual advisory service. We do not process your data beyond these purposes.
Once an examination and treatment process begins, your health data is processed to make a diagnosis, plan treatment, monitor the response to treatment and meet statutory record-keeping obligations. We do not use your data for marketing purposes unless you have given explicit consent, and we send no commercial communication that is not based on consent. Each processing activity is carried out only for the stated purpose and in a proportionate manner.
4. Legal Grounds for Processing
The processing of your contact and appointment data relies on the legal grounds set out in Article 5(2) of the KVKK, namely the establishment and protection of a right and the legitimate interest of the data controller, provided this does not harm your fundamental rights and freedoms. By sending us your appointment request, you create a request that requires us to contact you within this scope.
Special categories of personal data such as health data are, as a rule, processed on the basis of your explicit consent under Article 6(3) of the KVKK. The Law also separately regulates the cases in which health data is processed by health personnel bound by a duty of confidentiality, for the purposes of protecting public health and carrying out medical diagnosis, treatment and care services.
5. Data Transfers and Transfers Abroad
When you submit the appointment request form on the website, the information you entered is turned into a message and sent to our clinic through the WhatsApp application. As WhatsApp is an independent service provider whose servers are located abroad, this transfer may result in your data being transferred both to a third party and outside Türkiye. This transfer relies on the explicit consent you give by sending the form.
Apart from this, your personal data may be transferred only to the extent necessary and within the limits permitted by the relevant legislation, to authorised public institutions and to business partners from whom we receive services, such as an accountant, within the scope of our legal obligations. Beyond this, we do not share, sell or rent your data to any third party for advertising or marketing purposes.
6. Retention and Disposal Periods
We retain your personal data for as long as necessary for the purpose for which it is processed and for the statutory retention periods laid down in the relevant legislation. Messages relating to concluded appointment requests sent through the website are destroyed within a reasonable time after our communication is complete, to the extent that no other legal retention obligation applies.
Longer retention periods set out in the health legislation apply to the health records created in the course of examination and treatment. Personal data whose retention period has expired is deleted, destroyed or anonymised in accordance with our personal data retention and disposal policy. Disposal is carried out using methods that protect the security of the data and in line with the legislation.
7. Your Rights as a Data Subject and How to Apply
Under Article 11 of the KVKK you have the right to learn whether your personal data is processed, to request information about it, to learn the purpose of processing and whether the data is used accordingly, to know the third parties to whom it is transferred, to request the correction of incorrect or incomplete data, to request its deletion or destruction where the conditions are met, and to withdraw the explicit consent you gave.
To exercise these rights, you can send your request, together with information verifying your identity, by written application to the clinic’s address given above, or reach us at info@clinovia.com. In addition, before any photograph or before-and-after image from an examination or treatment can be published for promotional purposes, your separate written explicit consent is obtained on each occasion; without that consent, no image is shared.