Privacy Policy

Who we are

Autotakt Bilişim Teknolojileri Sanayi ve Ticaret A.Ş. ("Autotakt", "we") is the controller for the personal data described in this policy. Our registered address is Cumhuriyet, Fatih Sultan Mehmet Blv., 16140 Nilüfer/Bursa, Türkiye.

We also maintain a contact office in London at One Canada Square, Canary Wharf, London E14 5AB, United Kingdom. That address is for correspondence only — it is not a separate company, and the controller remains the entity named above.

Where we provide the AI call assistant to a business customer, that customer decides why and how their callers' data is processed. In that relationship they are the controller and we act as processor under a written data processing agreement. This policy covers the data we control ourselves: visitors to this website, people who contact us, and our own business customers.

What we collect

Depending on how you interact with us, we process:

• Contact details you give us: name, business name, email address, telephone number and the sector you select on our contact form.
• Enquiry content: what you write to us, and notes taken when we speak.
• Call data, where you telephone us or where you take part in a demonstration: the recording, a transcript, a summary of the conversation and its outcome.
• Technical data: IP address, browser type and pages viewed, collected in server logs for security and reliability.
• Account and billing data if you become a customer, including the contact details of the people you nominate to administer your account.

Voice recordings and transcripts

Where a call is handled by our AI assistant, the caller is told at the start of the call that they are speaking to an automated assistant and that the call is recorded. A caller can ask to speak to a person at any point.

Recordings and transcripts are used to deliver the service, to confirm what was agreed, and to check quality. We do not use recordings or transcripts of your calls to train general-purpose models.

Why we process it, and our lawful basis

We rely on a specific lawful basis for each purpose rather than a single blanket justification:

• To respond to your enquiry and to take steps before entering a contract — Article 6(1)(b), contract or pre-contractual steps.
• To provide, support and bill for the service — Article 6(1)(b).
• To record calls for quality and training, and to keep our systems secure — Article 6(1)(f), legitimate interests. We have carried out a balancing assessment and you may object at any time.
• To send marketing about our services — consent, which you can withdraw at any time, or the soft opt-in permitted by PECR for existing customers.
• To meet our legal, accounting and tax obligations — Article 6(1)(c).

International transfers

This is the section we would ask you to read most carefully. Autotakt is established in Türkiye, which is a third country for the purposes of UK GDPR: it is not covered by UK adequacy regulations. Personal data you provide will therefore be transferred outside the United Kingdom.

We rely on the UK International Data Transfer Agreement, or the International Data Transfer Addendum to the EU Standard Contractual Clauses, as the transfer mechanism. In plain language: we sign a contract that binds us to protect your data to UK standards, and that gives you enforceable rights against us in respect of that data.

We have carried out a transfer risk assessment covering the laws of the destination country and the safeguards applied. You can request a summary of that assessment and a copy of the transfer clauses, with commercial terms redacted, using the contact details below.

Some of our sub-processors — telephony, speech processing and hosting — may also process data outside the UK. Each is bound by an equivalent transfer mechanism.

Who we share it with

We share personal data only with suppliers who help us run the service, and only to the extent they need it: hosting and infrastructure providers, telephony providers, speech and language processing providers, our CRM, and our professional advisers.

Each supplier acts on our documented instructions under a written contract. We do not sell personal data, and we do not share it for anyone else's marketing.

We may disclose data where the law requires it, or to establish or defend legal claims.

How long we keep it

Our retention periods differ by category:

• Call recordings: kept for a short operational period and then deleted, unless a specific dispute or legal obligation requires us to keep them longer.
• Transcripts and call summaries attached to a customer record: kept for the life of the customer relationship.
• Enquiries that do not become customers: kept while the enquiry is live and for a limited period afterwards, then deleted.
• Contract, billing and tax records: kept for the period required by UK and Turkish accounting and tax law.
• Server logs: kept for a short period for security purposes.

Your rights

Under UK GDPR you have the right to be informed, and the rights of access, rectification, erasure, restriction, portability and objection. Where we rely on consent you may withdraw it at any time without affecting processing carried out beforehand.

You also have the right not to be subject to a decision based solely on automated processing that produces legal or similarly significant effects. Our assistant books appointments and captures enquiries; it does not make decisions of that kind.

To exercise any right, write to us using the details below. We will respond within one month. We may ask you to confirm your identity before we act.

Complaints

If you are unhappy with how we have handled your personal data, please tell us first so that we can put it right. You also have the right to complain to the Information Commissioner's Office, the UK supervisory authority, at ico.org.uk or by telephone on 0303 123 1113.

Changes to this policy

We update this policy when our processing changes. The date at the top of this page shows when it was last revised, and material changes will be notified to customers directly.

Contact us

Questions and requests about your personal data can be sent to info@autotakt.tr, or in writing to Autotakt Bilişim Teknolojileri Sanayi ve Ticaret A.Ş., Cumhuriyet, Fatih Sultan Mehmet Blv., 16140 Nilüfer/Bursa, Türkiye.

Our London contact office is One Canada Square, Canary Wharf, London E14 5AB, United Kingdom. It is a correspondence address; the contracting entity and data controller is Autotakt Bilişim Teknolojileri Sanayi ve Ticaret A.Ş..

We respond to data protection requests within one month, as required by UK GDPR.