Candidate Information Notice

This notice does not ask for your explicit consent — except in one place

This notice only informs you. We do not need your explicit consent in order to receive and assess your application; because you send the application yourself, of your own accord, the processing takes its legal basis from elsewhere (see Section 8). The only place where explicit consent is required is the keeping of your application IN THE CANDIDATE POOL once the assessment has ended; that consent is asked separately, in its own box on the form.

Article 5/1-(f) of the Communiqué on the Procedures and Principles to Be Followed in Fulfilling the Obligation to Inform (Official Gazette 10.03.2018 / 30356) prohibits combining the information notice and explicit consent in the same box. They are not combined on the form: the tick confirming that you have read the information notice and the tick permitting your application to be kept in the candidate pool are two separate boxes, and the second one arrives unticked.

This notice does not take the place of the KVKK Information Notice, which covers the quotation and service forms of the site; it is read together with it. Cookies are covered by a separate document, the Privacy and Cookie Policy. The three documents do not replace one another.

The version and the last-updated date at the top of the page show which state of this text you are reading.

1. Identity of the data controller

Under Article 10 of the KVKK and Article 4/1-(a) of the Communiqué, the data controller is the following legal entity. The addressee of a Human Resources application is that same legal entity; your application does not go to a human resources consultancy or to any other company.

• Trade name: ÖZKOÇ HİDROLİK MAKİNA SAN. VE TİC. A.Ş.
• Address: Ömerli Mah. Hadımköy-İstanbul Cad. No:196, 34555 Arnavutköy / İstanbul
• Telephone: +90 212 550 48 06
• Human Resources e-mail address: ik@ozkoc.com.tr
• General e-mail address: ozkoc@ozkoc.com.tr
• Working hours: 07:00–17:00 (UTC+3)

2. What this form does and what it does not do

The Human Resources application form is a GENERAL APPLICATION form. There is no list of open positions on the site; you do not apply to a particular advertisement, you introduce yourself.

Filling in the form does not give rise to an employment contract, a recruitment commitment or a preliminary contract. The form creates no membership, account or password; no payment is taken and no card details are requested.

No file is attached to the form. Your application is delivered to ÖZKOÇ's corporate Human Resources mailbox at ik@ozkoc.com.tr and is held in the application record on the server that hosts the site. Your CV, on the other hand, you send by e-mail to that same address, ik@ozkoc.com.tr; your application is complete only together with the CV. A CV that arrives by e-mail is kept only in the Human Resources mailbox.

3. Personal data processed in the application form

The following fields are processed. If you leave a non-mandatory field blank, that data is never created.

• Full name — to establish whose application it is and to address you correctly
• E-mail address — to reply to your application in writing
• Telephone number — to reach you in order to talk about your application
• Message text — to understand in which field and for what reason you wish to work
• CV — NOT ATTACHED to the form; you send it by e-mail to ik@ozkoc.com.tr and it is required for your application to be complete. Its content is covered in Sections 4 and 5
• Time of submission and record number — to make the application unique and to prevent the same application being recorded twice

4. The CV you send by e-mail and its content

Your CV is not attached to the form; you send it by e-mail to ik@ozkoc.com.tr, and your application is complete only together with the CV. You decide what goes inside the file; no particular information is requested from you and no mandatory CV template is imposed. This means that the content is in your hands — and, at the same time, that you can leave out information you are not obliged to send.

The information we need in order to assess an application is this: education, work experience, professional competences, certificates, foreign languages and the contact details that allow us to reach you.

Data that is NOT NECESSARY for the assessment and that we kindly ask you not to send: Turkish identity number, a copy of an identity card or passport, place and date of birth, marital status, details of spouse and children, parents' names, certificate of residence, a copy of a driving licence, bank account details, passport photograph, military service status, medical report or disability information, criminal record certificate, association, foundation or trade union membership, religion and political opinion.

If one of these genuinely becomes necessary at a later stage of the recruitment process, it is requested from you SEPARATELY, stating the purpose and the legal basis. It is not requested at the moment of application.

5. Special categories of personal data — we do not want them and we do not use them

Article 6 of the KVKK treats information on health and sexual life, religion, sect and other beliefs, race and ethnic origin, political opinion, philosophical belief, dress and appearance, association, foundation and trade union membership, criminal convictions and security measures, together with biometric and genetic data, as SPECIAL CATEGORIES of personal data, and makes their processing subject to strict conditions.

There is no field in the application form that asks for any of this data. We do not want it and we kindly ask you not to send it.

Even so, a CV may, at the choice of the person who prepared it, carry health status, disability information, blood group, a criminal record, association or trade union membership, military service status, or information pointing to religion or political opinion. If such data reaches us although we do not want it: that data HAS NOT BEEN REQUESTED by us; the fact that you sent it DOES NOT MEAN that you have given explicit consent, and consent is not deemed to have been obtained; it IS NOT USED in the recruitment assessment and forms the basis of no decision; it is not transferred to a separate record, a list, a searchable field or a spreadsheet; the moment it is noticed, either the part concerned is permanently redacted or the whole document is deleted and a version that does not contain this data is requested from you.

This is not an exception but the rule: we have no valid processing condition for processing special categories of data, and we do not try to create one. The best outcome is that this data never reaches us; the second best is that it is deleted when it does.

6. Other people's data in your CV

A field often seen in CVs is that of referees. When you write a referee's name, title or contact details, you transfer that person's personal data to us. That person, too, is a data subject within the meaning of the KVKK, and has not applied to us themselves; they may not know that the data has reached us.

For that reason we kindly ask you to inform the person concerned before writing referee details. Referees are contacted only for the purpose of assessing this application and only if necessary; their data is subject to the retention period of your application, is deleted together with your application and is used for no other purpose.

The same rule applies to any third-party information you put into your CV: it is read only in order to assess your application, it is not copied and it is not entered into a separate record.

7. The purposes for which your personal data is processed

Your data is processed only for the purposes below. This list is closed; a formula that can be widened afterwards, such as 'the conduct of business processes', 'and the like', 'should the need arise in the future' or 'other purposes deemed necessary', has deliberately not been used.

• To receive and record your application and to prevent a duplicate record of the same application
• To assess your application in terms of ÖZKOÇ's workforce needs
• To get back to you about your application and, if necessary, to invite you to an interview
• Only if you have given explicit consent: to hold your application in the candidate pool so that it can be reassessed for positions opening in the future
• To prevent the application form being abused through automated submissions

8. Data — purpose — legal basis — retention table

Article 5 of the Communiqué requires the legal basis to be written out clearly for each processing activity. Below, the legal basis and the retention period are stated one by one for each data item.

Abbreviations: Art. 5/2-c = directly related to the establishment or performance of a contract (including the stage before the contract is established), Art. 5/2-f = the legitimate interest of the data controller, Art. 5/1 = explicit consent.

Why Art. 5/2-c rather than explicit consent: you send the application yourself, of your own accord, with the intention of establishing an employment contract. Receiving, reading and assessing the application and getting back to you are that pre-contractual stage itself. To ask for explicit consent as well for this processing would turn consent into an approval that is not genuinely free — the application of a candidate who withdrew that consent would in any case become impossible to assess.

Why EXPLICIT CONSENT for the candidate pool: when the assessment ends, the pre-contractual stage ends with it. Holding your application for a position that does not exist today and may open in the future is no longer directly related to a contract. Relying on legitimate interest is also arguable; but that is hard for a data subject to foresee. The clearest route, and one that can be withdrawn at any moment, has therefore been chosen: explicit consent in a separate box on the form. If you do not give that consent your application is still assessed; it is simply deleted at the end of the period.

9. Retention period and destruction

Your application is kept for AT MOST 180 DAYS (approximately 6 months) from the date it reaches us. If you have given explicit consent for the candidate pool, that period is AT MOST 365 DAYS (1 year). The period is written in days because the system also counts in days; had it been written in months, the period announced and the period applied would have differed by a few days. When the period expires, the application record and the CV you sent by e-mail are deleted.

These periods are ÖZKOÇ's own decision; there is no minimum or maximum period laid down by law for a candidate application. The period has been set with regard to the principle of proportionality in Article 4/2-(ç) of the KVKK, taking as its basis the period for which a general application not tied to an open position stays reasonably current.

Deletion is not left to a person's memory. Article 11 of the Regulation on the Deletion, Destruction or Anonymisation of Personal Data sets a ceiling of six months for periodic destruction; ÖZKOÇ carries out this work ONCE A DAY, that is, far below the ceiling. An application record and file whose period has expired are deleted in that destruction run. Deletion covers both the application record on the server and the notification message in the ik@ozkoc.com.tr mailbox and the CV you sent by e-mail; the cleaning of the mailbox is carried out under a written instruction, with a record kept.

You can ask for deletion without waiting for the period to expire: it is enough to apply through one of the routes in Section 14. If you withdraw the explicit consent you gave for the candidate pool, the record is deleted even if the period has not expired; withdrawing your consent does not make an assessment already carried out unlawful.

10. Parties to whom personal data is transferred and the purpose of transfer

Under Article 4/1-(c) of the Communiqué, the parties to whom transfers are made and the purpose of transfer for each of them are set out below.

Your application IS NOT TRANSFERRED to a human resources consultancy, a job advertisement platform, a reference checking company or a service that sells CV pools; it is not shared with another employer. Your personal data is not bought from third parties and is not gathered from your social media profiles. There is an optional profile link field (for example LinkedIn) on the form: whether you fill it in is up to you, you provide the address yourself, and only the address you write goes into the record; no data is pulled automatically from your profile.

The parties below take part only to the extent needed for the service to be provided; the purpose and the basis of transfer for each of them are shown separately in the table.

The last row of the table is the WhatsApp notification channel that tells ÖZKOÇ's own telephone that a new application has arrived in the Human Resources mailbox. NO INFORMATION IDENTIFYING YOU IS CARRIED ON THIS CHANNEL. All the message carries is the words 'there is a new job application' and the record number of the application; the record number is a randomly generated number that serves to find your application in our own records and points to no one on its own. In quotation and service notifications the company name is written into a particular field; in a Human Resources notification a fixed dash (-) goes there. Your name, your e-mail address, your telephone number, your message text and your CV DO NOT GO INTO THE MESSAGE; these stay only in the ik@ozkoc.com.tr mailbox and in the application record on the server. The channel is moreover CLOSED TODAY: not a single message is being sent.

11. Method of collection and automated decisions

Under Article 4/1-(ç) of the Communiqué, your personal data is collected automatically by electronic means, through the Human Resources application form on ozkoc.com.tr, while your CV is collected through the e-mail you send to ik@ozkoc.com.tr. You write all of the information in the form yourself; you choose the CV and its content and you send it yourself. No file is attached to the form.

This form contains no system that scores, ranks or automatically eliminates your application. Your application is read by a human being and assessed by a human being; no decision producing a result to your detriment is made exclusively by automated systems.

Your application is not used to draw a profile, to target advertising or for marketing purposes. The data arriving from this form is not combined with the commercial records arriving from the quotation and service forms of the site.

12. Data we do not collect

The following is deliberately not collected or requested. We write it here because you may assume it is requested, as it often is in application processes.

• THE VISITOR'S IP ADDRESS IS NOT KEPT. The IP is used only at that moment, in order to apply the rate limit on form submission; the only thing recorded is its salted one-way digest, and that too is deleted when the window closes.
• Special categories of personal data are not requested; there is no such field on the form. If such data reaches us although it was not requested, the rule in Section 5 applies.
• A Turkish identity number, a copy of an identity card or passport, bank account details and a certificate of residence are not requested at the application stage.
• The name of your CV file is not processed as separate data and is entered into no list; the name and the content of the e-mail attachment stay only in the Human Resources mailbox, as they arrived. A file name often carries a person's name; we suggest you choose a file name that contains no personal data other than your name and surname.
• Your social media profiles are not scanned; no CV or candidate list is bought from third parties.
• Your application is not added to an advertising or marketing list; no newsletter subscription arises from this form.

13. Your rights under Article 11 of the KVKK

By applying to the data controller you can exercise all of the following rights. Exercising these rights does not affect the assessment of your application adversely.

• To learn whether your personal data is being processed (Art. 11/1-a)
• To request information about it if it has been processed (Art. 11/1-b)
• To learn the purpose of processing your personal data and whether it is used in accordance with that purpose (Art. 11/1-c)
• To know the third parties in Türkiye or abroad to whom your personal data has been transferred (Art. 11/1-ç)
• To request correction if your personal data has been processed incompletely or incorrectly (Art. 11/1-d)
• To request the erasure or destruction of your personal data within the conditions laid down in Article 7 of the KVKK (Art. 11/1-e)
• To request that correction, erasure or destruction operations be notified to the third parties to whom your personal data has been transferred (Art. 11/1-f)
• To object to a result arising to your detriment from the analysis of your processed data exclusively by automated systems (Art. 11/1-g)
• To claim compensation for the damage if you suffer damage because your personal data has been processed unlawfully (Art. 11/1-ğ)

14. How you exercise your rights

Under Article 5 of the Communiqué on the Procedures and Principles of Application to the Data Controller, you can submit your application by one of the routes below. In your application you must state your name, your surname, your Turkish identity number (or, if you are a foreign national, your nationality and passport number), the address to be used for notification, and the subject of your request.

• In writing, by a wet-signed petition: in person or through a notary, to Ömerli Mah. Hadımköy-İstanbul Cad. No:196, 34555 Arnavutköy / İstanbul
• To our registered electronic mail (KEP) address using KEP — you can ask for our current KEP address through ozkoc@ozkoc.com.tr
• By an e-mail signed with a secure electronic signature or a mobile signature
• By writing to ik@ozkoc.com.tr or to ozkoc@ozkoc.com.tr from the e-mail address from which you sent your application and which is registered in our system
• To withdraw the explicit consent you gave for the candidate pool and to ask for your application to be deleted, it is enough to write to ik@ozkoc.com.tr; you do not have to follow the formal application procedure for that.
• Your application is concluded free of charge within THIRTY DAYS at the latest from the date it reaches us (Art. 13/2 of the KVKK). If the operation also entails a cost, the fee in the tariff set by the Personal Data Protection Board may be charged.
• If your application is refused, if you find our reply insufficient or if no reply is given within thirty days, you may lodge a complaint with the Personal Data Protection Board within thirty days of learning of the reply and in any event within sixty days of the date of the application (Art. 14 of the KVKK).

15. Entry into force and version

The version and the last-updated date of this text are written at the top of the page, and it entered into force on the date of publication. The current version is always published on this page.

When the text is updated, the version number changes. The explicit consent you gave for the candidate pool does not automatically become invalid at every change of version; but where an update materially changes the retention period, the party to a transfer or the purpose of use, your consent is asked again.

When you give the candidate pool approval, the version number of this text in force at that moment is stored together with your consent record. In this way it stays clear afterwards which text your explicit consent was based on.