Information for Employees about Protection of Personal Data (For Employee)

1. Data Controller

Your personal data is to be processed by Özyeğin University (University), as the Data Controller, for the purposes explained below pursuant to the Law No: 6698 on the Protection of Personal Data (hereinafter “Law”).

2. Definitions, Legal Grounds and Reasons for Processing Personal Data

Identity Information: Name and surname, registration number, date of birth, place of birth, gender, nationality, marital status, citizenship, and for foreign nationals: Passport number, ID number, copy of the ID Card, Social Security number,

Contact Information: Phone number, e-mail address, permanent address, emergency contact’s name, surname, and contact details

Personnel Information: Military Service Status Certificate, Statement of Employment, Discharge Statement, Monthly Contribution and Service Document, Social Security Institution Occupation Code, Cumulative Tax Base Statement issued by the former employer, Criminal Record, Extract of Civil Registry Record, if available, Claims For Tax Relief, education documents, academic certificates, Declarations of Family Status, Position/Title

Professional Experience: Academic and administrative resume, foreign language certificates, proof of professional experience

EDP Security: IP Address, MAC Address, Internet Login Information without any transmitted or stored data content, username, password (encrypted), log records

Financial Information: Bank Details, Salary, Payroll

Audio-Visual Records: Photographs, CCTV Records

Legal Information: Garnishment, or litigation information pertaining to the University or the employment relation,

Health: Health Certificate, Disability Information, Blood Type

Your Collected and/or Recorded Personal Data

Will be processed within the scope of the terms and conditions for processing personal data specified in Article 5 and 6 of the Law No: 6698 for the following purposes:

• Based on the legal ground that data processing is necessary for the legitimate interests of the data controller in accordance with the personal data protection legislation, so long as such processing does not harm the fundamental rights and freedoms of you or the Data Subject:
  • To allow our units to fulfill their roles and responsibilities to help you benefit from our University’s services, to promote our University and its activities, and to offer the relevant individuals access to our University’s goods and services,
  • For the purposes of informing university students/faculty/staff about academic and administrative processes, and sending University-related announcements/daily updates via MyOzU, the University’s internal communication channel, to the institutional email addresses,
  • To list, report, verify, analyze, and evaluate; to produce statistical and scientific information; to analyze your usage patterns on our website, mobile applications, and other communication channels, and to customize these channels,
  • To set and execute the University’s commercial and business strategies and to that end, to undertake the University’s financial operations, communication, market research and social responsibility activities, purchasing operations (purchasing requests, bid collection, evaluation, order, budgeting, contract), to perform internal system and application management operations, and to manage the University’s legal operations,
• Based on the legal ground that such processing is necessary for the data controller to fulfill its legal obligations:
  • To fulfill the educational, inspectional, or any other miscellaneous roles and responsibilities required by the Higher Education Law, the relevant secondary regulations, and the Higher Education Council (YÖK),
  • To meet legal obligations and the demands or requirements of judicial or authorized regulatory bodies including to maintain the safety of life and property of Özyeğin University students/faculty/staff/visitors, to take the necessary measures for public health, or to ensure compliance with the requirements stipulated hereunder,
  • To comply with other obligations for storing, reporting, and providing information stipulated by the legislation, relevant regulatory institutions, and other authorities, or to ensure compliance with the obligations stipulated in the Legislation,
  • To execute court rulings,
  • To fulfill the lawful requests of public bodies and authorized institutions, to provide information as required by the legislation, and to ensure legal compliance,
• Based on the legal ground that processing of personal data of the parties of a contract is necessary, so long as it is directly related to the establishment or performance of the contract:
  • To maintain the teaching-learning, scientific research, publication, and consultancy activities,
  • To perform work, to establish and protect rights, to review commercial and legal processes, to complete the legal compliance process, and to manage financial operations within the framework of the contracts awarded with or ongoing operations performed in cooperation with people or organizations with whom/which the University have business relations,
• Based on the legal ground that data processing is necessary for the establishment, exercise, or protection of any right,
  • To establish the University’s educational rights arising from its educational activities within the scope of the higher education legislation, and the University’s internal/sub- legislations that are in compliance with the law; to prepare and issue ID Cards; and to complete academic and administrative procedures,
• Based on the legal ground that it is expressly provided for by the laws, and is necessary to fulfill legal obligations, and perform the employment contract,
  • In the pursuit of implementing the University’s Human Resources policies, to make sure that the following operations are performed in accordance with the University’s Human Resources policies:
  • To recruit suitable employees for open positions,
  • To fulfill obligations and take the necessary administrative or legal measures within the framework of the Labor Law, the Social Security Law, and other miscellaneous labor legislations as well as occupational health and safety,
  • To perform the employment contract you signed with our University, and to manage the labor law relationship between the employer and the employee,
  • To manage information security processes, to complete the inspection and professional and publication ethics activities,
  • To approve your leave requests, to display your leave entitlements, to arrange your leaves, and to complete your termination or payroll proceedings,
  • To pay your salaries,
  • To create your personnel file,
  • To complete SSI registrations,
  • To calculate R&D incentives,
  • To report occupational accidents to legal authorities or to complete occupational health and safety proceedings,
• Based on the legal ground that you have granted your explicit consent,
  • To take health precautions on the university campus.

3. Transfer of Processed Personal Data

Your collected and/or recorded personal data will be disclosed to business partners, public service bodies and institutions such as the Higher Education Council, the Social Security Institution, Civil Defense System, Ministry of National Defense, and Turkish Employment Agency (İŞKUR); ministries; legally authorized public institutions such as judicial bodies; and where permitted by the legislations, partner consultants, institutions, third parties, partner organizations, payment system institutions, suppliers located abroad from which cloud computing service is procured, private health and life insurance providers, university physicians, checkup institutions and laboratories in order to maintain the University’s teaching-learning activities, to ensure the legal and commercial safety of the people with whom our University has a business relationship, to ensure physical security and inspection both indoors and outdoors at the University’ facilities and buildings, to provide you with transportation or vehicles, to print business cards for you, to have you registered for parking facilities, to provide you with side benefits or additional amenities, to send you gifts or free shipments, to undertake the legal compliance processes, to complete financial operations, or to determine and execute commercial and business strategies within the framework of the terms and conditions for personal data processing stipulated in Article 8 and 9 of the Law No:6698.

4. Personal Data Collection Methods

Your personal data are collected through written/online applications submitted via websites (including job applications), social media, call centers, printed forms, the inquiry of criminal records, the Social Security registrations, Post Office, internet logs, emails you use at our University, shipments/mail deliveries, references, and documents submitted to the authorized units for data collection and recording through similar other methods, surveillance cameras that ensure physical security, consultancy companies, and channels through which our University contacts you. Collected personal data are kept for a legal period defined by the effective laws.

5. Legal Rights of the Data Owner

You may submit a request regarding your rights as the data owner, using one of the methods explained below. The University will proceed and conclude your request within 30 business days depending on the nature of the request. No charge will be applied in the reply to be given.

On this note, you are entitled to the following regarding your personal data:

• To learn whether or not your personal data has been processed, and if processed, to request information about such processing,
• To inquire the reason for why your personal data is processed and whether or not your data has been used for the intended purposes,
• To know the third persons to whom your personal data has been disclosed at home or abroad as well as the reason and content of such disclosure,
• To request correction if there is anything incomplete or incorrect regarding your personal data, or if the data has already been transferred to third parties, to request that such corrections are performed by the respective third parties,
• In a case in which the reasons for the processing such data are no longer valid, even if such data has been processed in accordance with the provisions of the Law No:6698 and other relevant laws, to have such data erased, or destructed, or if the data has already been transferred, to have the erasure/destruction request submitted to the third party that received the personal data,
• To object to any negative consequences that might arise out of or in connection with an analysis performed on the processed personal data, using exclusively automated systems,
• To demand compensation as per effective laws for any losses incurred due to the unlawful processing of your personal data.

You must submit your request to exercise your aforementioned rights in Turkish and in writing as per Article 13, clause 1 of the Law No:6698 on the Protection of Personal Data, and the “Communiqué on the Principles and Procedures for the Request to Data Controller” No:30356 dated 10.03.2018. You may submit your written applications through one of the channels below by attaching the required documents.

The application form is available on our website.

You may submit your applications:
By mail to the University’s address: “Nişantepe District, Alemdağ/Çekmeköy 34794, Istanbul”,
By e-mail to privacy@ozyegin.edu.tr , using your institutional email,
If you wish to use the University’s registered email address (KEP), you may e-mail your request to our KEP address: ozyeginuniversitesi@hs1.kep.tr.

Please note that University reserves the right to verify your identity before responding to your request.

In order to ensure that your request is answered duly:

When filling out the application form, please make sure to include the following:

• Your name, surname, your Özyeğin University registration number, and if your application is in writing, your physical signature,
• Your TR Identification Number, if you are a Turkish citizen, or your nationality, passport number, or, if available, identification number, if you are a foreign national,
• Your current residence or work address for notifications,
• Your email address or telephone number or fax number in order to notify you about the result of your application,

The subject of your request. You must also add the original, copies, or certified copies of any other relevant information or documents which are legally required, if any, to your application.