Legal
Privacy notice (KVKK)
How and why M. Kemal Coşkunöz Vocational High School Sports Club processes personal data, under Turkish Personal Data Protection Law No. 6698 (KVKK).
Version 1.5 · Last updated
This is an informational translation. The Turkish text is legally binding. Türkçe metin
1. Data controller
Under the Turkish Personal Data Protection Law No. 6698 ("KVKK"), the data controller is M. Kemal Coşkunöz Vocational and Technical Anatolian High School Directorate. This notice explains the personal data processing carried out through the website (mkcsporkulubu.com) and the admin panel of the sports club at our school.
Contact: M. Kemal Coşkunöz Vocational and Technical Anatolian High School Directorate — İhsaniye Mah. Ahmet Vefik Paşa Cad. No:17 Nilüfer/Bursa · Phone: 0224 245 72 50 · Email: [email protected]
2. What personal data do we process?
We process personal data for the following groups, and only as much as necessary:
| Group | Data processed |
|---|---|
| Student athletes | Name and surname, class/section, school number, year of birth, place of birth, height and weight, photo, playing position and shirt number, team, match statistics, status in the club (active, graduated, left) |
| Parents of student athletes | Name and surname, phone number; the choices on the parental consent form and the date of consent |
| Panel users (managers, coaches) | Name and surname, email address, role, last sign-in time, audit log of actions in the panel |
| Website visitors | Server access logs for technical security (IP address, date and time, requested page). In our application the IP address is not stored in plain form but in an irreversible (hashed) form. |
| Newsletter subscribers, contact form and tryout applicants | For the newsletter, only the email address; for the contact form, name, email and message; for tryout applications, see also the next row |
| Students applying for tryouts and their parents | Student: name and surname, Turkish ID number, date and place of birth, nationality, gender, phone, email, school status (our school: class/section and school number; another school, or the school and year of graduation), sport, position, licence number and club, previous teams and achievements, kit size and shoe size; optionally height, weight, blood type and a health note. Parent: name and surname, relationship, Turkish ID number, date of birth, phone, email, occupation, address; optionally a second parent and an emergency contact |
Turkish ID numbers are collected only in tryout applications, for licence procedures and identity verification; they are stored encrypted in the database and are visible only to authorised managers. No medical report files or diagnoses are uploaded. Height and weight count as special category (health) data under KVKK, so they are processed only with the parent's explicit consent and only for internal club purposes.
3. Why do we process the data?
- Organising club teams, rosters, training schedules and matches
- Recording athletes' match and training information
- Publishing the name, photo, physical details and statistics of athletes with parental consent on the club website
- Communicating with parents
- Keeping the admin panel secure and its actions auditable
- Sharing club news and announcements; sending the newsletter (if subscribed)
- Reviewing tryout applications, verifying the applicant's identity, carrying out licence procedures and answering contact requests
- Meeting legal obligations and requests from competent authorities
4. Legal grounds
Your personal data is processed on the following legal grounds under Articles 5 and 6 of KVKK:
- For the club's internal operations (team, roster, match and training records, communication with parents), panel user accounts and audit logs: the data controller's legitimate interest (Art. 5/2-f) and compliance with legal obligations (Art. 5/2-ç)
- For publishing an athlete's name, photo and match statistics on the website: the parent's explicit consent (Art. 5/1). Without consent the athlete appears on the website only by shirt number ("Player #12").
- For height, weight and other physical details: the parent's explicit consent (Art. 6). Without consent these are never published on the website.
- For identity, contact, school and parent details in tryout applications: their necessity for reviewing the application and for athlete licence procedures, and the parent's approval (Art. 5/1, Art. 5/2-c); for height, weight, blood type and the health note in the application: separate explicit consent given in the form (Art. 6)
- For the newsletter: explicit consent given by confirming the email address through the confirmation link (Art. 5/1)
- For server access logs: legitimate interest in information security (Art. 5/2-f); the hosting provider's record-keeping obligation under Law No. 5651 (Art. 5/2-a)
A parent may withdraw consent at any time. As soon as consent is removed in the panel, the related information disappears from the website and the athlete's profile page closes.
5. How do we collect the data?
- Athlete and parent details: from the club registration and parental consent forms filled in at school, entered into the admin panel by an authorised manager or coach
- Match and statistics data: entered into the panel by a coach or manager
- Panel user details: automatically when the account is created and while the panel is used
- Visitor and form details: electronically when you use the website and fill in the forms
The originals of signed parental consent forms are kept at school; the panel holds only the choices on the form and the date of consent.
6. Who is the data shared with?
- The hosting provider that hosts the website and database on servers in Türkiye (only to provide the service, as a data processor)
- Public authorities and courts legally entitled to it (only where there is a legal obligation)
- The school and Ministry of National Education organisation and bodies organising sports competitions (only where necessary, such as competition registration, and only as much as needed)
The website's fonts and all files are served from our own server; visitor information is not shared with or sold to advertising or analytics companies. Contact form messages are forwarded to the club's mailbox and are not stored on the website.
The forms (newsletter, contact, tryout application) may be protected against automated spam with Cloudflare Turnstile. This check runs only when you use a form; at that moment your IP address and technical details of your browser are processed by Cloudflare, Inc. (USA) for bot detection. This transfer is made with the safeguards required by Article 9 of KVKK.
The map on the contact page loads from Google Maps only when you press the "Show map" button. In that case your IP address and browser details are processed by Google LLC (USA) under its own privacy policy; if you do not press the button, no request is sent to Google.
An AI-assisted writing tool (Google Gemini) may be used to write news texts. Only the text written for publication is sent to this tool; no data from student or parent records (such as contact, health or physical details) is sent.
For the English version of the website, content written for publication (news, announcements, events, achievements, albums, FAQ and legal texts) may be translated into English with the DeepL SE (Germany) translation service. Only text written for publication is sent to this service; no data from student, parent or coach records is sent. A translation is not published until an authorised panel user has reviewed and approved it.
7. Retention periods
| Data | Retention period |
|---|---|
| Athlete and parent records | 1 year after the athlete graduates or leaves the club |
| Parental consent choices | Publication stops immediately when consent is withdrawn; the record is kept for as long as the athlete record |
| Match statistics | As long as the athlete record; never published without consent |
| Panel user accounts | Until the account is deleted |
| Panel audit logs | 2 years |
| Tryout applications | 6 months after the application is concluded |
| Newsletter email address | Until you unsubscribe |
| Server access logs | For the period set by the relevant legislation |
Data whose period has expired is deleted, destroyed or anonymised.
8. Your rights under KVKK
Under Article 11 of KVKK you may exercise the following rights by applying to the data controller. For athletes who are minors, these rights are exercised by the parent.
- To learn whether your personal data is processed
- To request information if it has been processed
- To learn the purpose of processing and whether the data is used in line with that purpose
- To know the third parties in Türkiye or abroad to whom the data is transferred
- To request correction if it is incomplete or inaccurate
- To request deletion or destruction under the conditions of Article 7 of KVKK
- To request that correction, deletion or destruction be notified to the third parties the data was transferred to
- To object to a result against you arising from analysis exclusively by automated systems
- To claim compensation if you suffer damage because of unlawful processing
9. How to apply
In line with the Communiqué on the Procedures and Principles of Application to the Data Controller, you can send a petition containing your name and surname, signature (for written applications), address, email or phone and your request, by hand or post to İhsaniye Mah. Ahmet Vefik Paşa Cad. No:17 Nilüfer/Bursa, or by email to [email protected]. If you apply as a parent, state the student's name and that you are their parent; additional information may be requested to verify your identity.
Your application is concluded free of charge within 30 days at the latest. If the process requires an additional cost, the fee in the tariff set by the Personal Data Protection Board may be charged. If your application is rejected, you find the answer insufficient, or no answer is given in time, you may file a complaint with the Personal Data Protection Board.