Privacy Notice — Event Accommodation Request

Data controller: Akahan Turizm Pazarlama Tarım Gıda İnşaat Sanayi ve Ticaret Limited Şirketi ("Akahan Turizm"), Cinnah Caddesi No: 75/2, Çankaya / Ankara, Türkiye.

Personal data processed

When you complete the form and your request is handled, the following data is processed:

• Identity: the first and last name of the person completing the form
• Other guests: the first and last names of the other guests named in the form
• Contact: your e-mail address and phone number
• Booking details: your organisation (optional), the room type you select, your accommodation dates, number of guests, any transfer services you select, the request total, any note you add to the form, flight details you send us later by e-mail for airport transfers, the status of your request, and the history and internal notes we keep about it
• Terms acceptance: the time you accepted the cancellation and refund terms, and a copy of the terms shown on the page at that moment
• Financial: if you pay by bank transfer, the sender name, account details and amount shown in the bank record
• Transaction security: a hashed form of the IP address the request was sent from, created with a secret key, and the time of submission. The application does not store the IP address itself. As with any website, our hosting provider's servers keep the IP address and request time in their access logs for the period set by the provider.

If you give the names of people who will stay with you, you must inform them about this notice.

The form does not ask for credit card details; no payment is taken on the site.

Please do not enter special categories of personal data, such as health information, in the note field.

Purposes of processing

• Recording your accommodation request and responding to you
• Confirming availability with the hotel and creating your reservation
• Sending you payment details and tracking receipt of payment
• Being able to demonstrate your acceptance of the cancellation and refund terms
• Preventing misuse of the form and maintaining system security
• Meeting record-keeping obligations arising from legislation

Your data is not used for marketing, profiling or advertising, and is not subject to automated decision-making.

Legal basis

Your personal data is processed on the following grounds under Article 5(2) of the Law:

• Identity, contact, booking and financial data: (c), processing is necessary for the conclusion or performance of a contract, provided that it relates directly to that contract.
• The record of your acceptance of the cancellation and refund terms: (e), processing is necessary for the establishment, exercise or protection of a right.
• Record-keeping obligations arising from legislation: (ç), processing is necessary for the data controller to comply with a legal obligation.
• Names of the other guests: (f), processing is necessary for the legitimate interests of the data controller, provided that it does not harm the fundamental rights and freedoms of those guests. These names are processed only so that the reservation requested by the person completing the form can be made.
• Transaction security data: (f), processing is necessary for the legitimate interests of the data controller, provided that it does not harm your fundamental rights and freedoms.

We do not rely on your explicit consent to process your data.

Transfers of personal data

• The hotel where you will stay. To confirm availability and create the reservation, the names of all guests, the accommodation dates, the room type and the number of guests are shared with the hotel stated on the event page.
• The transfer company. If you select a transfer service, the names and phone number of the people being transferred, the transfer date and the number of people, and for airport transfers the flight details, are shared with the company providing the transfer so that it can be carried out.
• Payment service provider. If you pay via a payment link sent to you, the payment is processed by a payment service provider, and the data required to complete the payment is transferred to it. Akahan Turizm does not see or store your card details.
• Hosting provider. The site, its database and our e-mail service are hosted on our hosting provider's servers in Türkiye. The e-mails we send you are delivered through this infrastructure.

No other transfers to third parties take place. This does not affect disclosures to public authorities where required by law.

Method of collection

Data is collected electronically from your own declaration when you complete and submit the request form. Transaction security data is collected automatically on the server side. If you pay by bank transfer, the payment record is obtained through our bank. Information you give us while we handle your request may also be added to the request record.

Retention

Request records are kept for five years from the end date of the event where payment has been completed, and for one year in all other cases. At the end of that period the record is anonymised:

• your name, the names of the other guests, your e-mail address, phone number, organisation, note, internal notes, payment link and the free-text entries in the request history are deleted;
• the request number is replaced with a random value that cannot be linked to you;
• the dates, room type, number of guests, total, request status and the record of terms acceptance remain.

The earlier, non-anonymised version of a record is deleted from the backups on our server within eight weeks at the latest, and from encrypted off-server backup copies within one year at the latest.

The hashed IP address and submission time are deleted within 48 hours at the latest and are not included in backups.

Your rights

Under Article 11 of the Law you have the right to:

• learn whether your personal data is processed, and request information if it is;
• learn the purpose of processing and whether the data is used accordingly;
• know the third parties to whom it has been transferred;
• request correction of incomplete or inaccurate data, and deletion or destruction where the conditions are met;
• request that such actions be notified to the third parties the data was transferred to;
• object to a result against you arising solely from automated analysis;
• claim compensation for damage suffered due to unlawful processing.

You can send your request in writing by e-mail to info@akatur.com.tr from the e-mail address you gave in the request form, or in person or by post to Cinnah Caddesi No: 75/2, Çankaya / Ankara, Türkiye. You may write to us in English.

Requests are concluded free of charge as soon as possible and within thirty days at the latest. Where the action requires additional cost, a fee may be charged in line with the tariff set by the Personal Data Protection Board.

Governing text

This notice is a translation provided for convenience. In the event of any inconsistency, the Turkish text prevails.

Last updated: 30 September 2026

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