Privacy Notice for Quote Requests and Website Use
This page explains how your personal data is processed when you use the quote request form or this website. It has been prepared under the duty to inform that the Turkish Personal Data Protection Law No. 6698 (referred to as the “Law” on this page) places on data controllers.
In short:
- We use the details you enter in the form to review your request and get in touch with you.
- You do not have to agree to receive marketing messages in order to send a quote request.
- The details you enter in the form are not sent to analytics or advertising tools.
- You can contact us to exercise your rights over your data.
This notice is preliminary information and will be updated after legal review.
Who is the data controller?
A data controller is the party that decides why and how personal data is processed. On this site the data controller is: HARBİTEKS Tekstil Turizm İnşaat San. Dış Tic. Ltd. Şti. (referred to as “Harbiteks” or “we” on this page).
Address: Abdurrahman Nafiz Gürman Mah., General Ali Rıza Gürcan Cad. No: 13/10, Merter / İstanbul 34173 For questions and applications about your personal data, email: info@harbiteksgroup.com
What information do we collect?
Quote request form
- Required fields: request type (product sourcing, foreign trade coordination, transport coordination or “Not sure yet”), your full name, your email address and a short description of what you need.
- Optional fields: your company name and a phone or WhatsApp number (one field).
- Details requested depending on the request type: For a transport coordination request: origin and destination (country and city), a description of the cargo and the mode of transport (road, air, sea or “Not sure”); if you wish, approximate weight, dimensions and date. For a product sourcing request: the product you are looking for, the country of delivery and the quantity; if the quantity is not decided yet, you can say so.
- Details created automatically: request number, date and time of submission, the language of the form and the page the request came from.
- Technical details: For security and spam (unwanted bulk submissions) checks, technical data such as your IP address (the address of your internet connection) and browser information may be processed.
The form does not ask for a full postal address, ID or tax numbers, or bank or card details, and no files can be uploaded. Please do not enter this kind of information, or sensitive information about your health, in the description field.
When you visit the website
The infrastructure that hosts the website may keep technical records (server logs), such as the IP address, browser type and time of visit. For cookies and analytics tools, see the “Cookies and site analytics” section below.
Why do we use your information?
- To receive, record and review your request.
- To get in touch with you about missing details and to reply to your request.
- To prepare a commercial quote, if needed, and to follow it up.
- To keep the form secure and to prevent spam and misuse.
- To monitor recording and notification errors so that your request does not get lost.
- To meet legal obligations.
If we need to use your information for any purpose other than these, we will inform you beforehand.
How we collect it: Your details are collected electronically when you fill in the form on the site. Technical details are recorded automatically by the website infrastructure.
Legal grounds (Article 5/2 of the Law):
- Reviewing your request and preparing a quote: processing your details is directly related to the possible formation of a contract with you (Article 5/2(c)).
- Form security, spam prevention and monitoring of recording errors: processing is necessary for our legitimate interests, as long as it does not harm your fundamental rights and freedoms (Article 5/2(f)).
- Legal obligations: processing is necessary for us to fulfill a legal obligation (Article 5/2(ç)).
How is your request processed?
- When you submit the form, your details are checked and screened for spam.
- A valid request is saved in our records. When it is saved, we confirm this to you and show your request number.
- An email notification goes to the authorized people who are responsible for reviewing requests.
- An authorized person reviews the request. If needed, they write to you or call you about missing details.
- If your request fits our scope, a commercial quote is prepared and followed up separately.
Requests are reviewed by people. No decision about your request is made solely by automated systems, and the form does not calculate a price. The message “Your quote request has been received” does not mean that a commercial quote has been issued.
Who may we share your information with?
- Within Harbiteks: Only the authorized people who are responsible for reviewing requests can access request records.
- Service providers: The companies from which we receive the technical services needed to run the site and the form records may access data to the extent needed to provide their service.
- Business partners and relevant parties: If your request involves sourcing or shipment steps, we may share product or cargo details with relevant parties, such as suppliers, carriers or the authorized parties that carry out customs procedures, in order to prepare a quote. Your name and contact details are shared with these parties only if this is necessary to handle your request.
- Authorized public bodies: If a legal obligation requires it, your information may be shared with authorized public bodies and organizations.
How long do we keep your information?
We keep request records for as long as needed to review your request and for as long as the law requires. When that period ends, the records are deleted, destroyed or anonymized, which means they can no longer identify you.
If your request turns into a contract or a commercial relationship, the records of that relationship may be kept separately for the period that the relevant legislation and the commercial relationship require. Server logs are kept according to the retention period of the relevant service provider. You can also ask for your information to be deleted before that period ends (see “Your rights and how to apply”).
Cookies and site analytics
Cookies are small text files stored in your browser. Our site uses analytics tools to understand things like the number of visitors and how pages are used. Which cookies are used for which purposes, and how to change your preferences, is explained on the Cookies page.
Details such as the name, email address, phone number, company name and description that you enter in the quote request form are not sent to analytics or advertising tools. If you decline analytics cookies, you can still send a quote request.
Contact by WhatsApp, phone and email
You can also reach us by WhatsApp, phone or email; the contact channels are on the Contact page. The information you share through these channels (your name, phone number and messages) is used to reply to and review your request. While we review it, we may ask you by email for more information or documents; what you send is used for the same purpose.
When you click the WhatsApp link, you move to the WhatsApp app. The app works under its own privacy rules. Your name or phone number does not reach us unless you send us a message.
Links to maps or other websites take you to the pages of those services. The data processed there is subject to the rules of the relevant service.
Your rights and how to apply
Under Article 11 of the Law, you can apply to the data controller to:
- Find out whether your personal data is being processed.
- Ask for information if it has been processed.
- Find out the purpose of the processing and whether your data is used in line with that purpose.
- Know the third parties to whom your data is transferred, in Turkey or abroad.
- Ask for correction if your data is incomplete or inaccurate.
- Ask for deletion or destruction of your data under the conditions in Article 7 of the Law.
- Ask for corrections and deletions to be notified to the third parties to whom your data was transferred.
- Object if a result against you arises from analyzing your data exclusively through automated systems.
- Ask for compensation for damage if you suffer harm because your data was processed unlawfully.
How to apply: You can send your application in writing to the address given above, or to our email address. In your application, state your full name, your contact details and your request clearly. Under the Law, applications are concluded free of charge, as soon as possible depending on the nature of the request and within thirty days at the latest. If the process requires a separate cost, the fee in the tariff set by the Personal Data Protection Board (referred to as the “Board” on this page) may be charged.
If your application is rejected, if you find our reply insufficient, or if you do not receive a reply in time, you can file a complaint with the Board.
Updates to this notice
We update this notice when our practices or the legislation change. The current version is on this page.
If you have questions, you can reach us through the Contact page.