Privacy Policy

1. Scope and site operator

This policy applies to personal data processed in connection with visits to the Kahveci Sea Group website, enquiries sent through the Contact page, and information submitted through the Request a Service flow. It also applies where a visitor communicates with us using a contact channel published on the website.

For the purposes of this policy, “Kahveci Sea Group”, “we”, “us” and “our” refer to the business operating this website under the Kahveci Sea Group brand. The full legal company name and formal controller/contact details will be published here once confirmed. Where applicable law requires a separate data-controller notice at the point of collection, that notice will be provided in addition to this general policy.

2. Personal data we may collect

The categories of data depend on how you use the site and the type of maritime or commercial request you submit. We aim to collect only information that is relevant to the stated purpose.

• ✓Identity and contact information, such as name, business e-mail address, telephone or WhatsApp number and country.
• ✓Professional and company information, such as employer/company name, role, department or business relationship where supplied.
• ✓Service-request information, including service category, vessel name, IMO number, port/location, ETA or required date, cargo type, quantity and operational notes where relevant.
• ✓Message and attachment content that you choose to provide. Attachments may contain personal or commercially sensitive information, so only necessary material should be uploaded.
• ✓Technical and security data, such as IP address, browser/device information, request logs and security events generated when the site is accessed.
• ✓Cookie and preference data where cookies or similar technologies are used, as described in the Cookie Policy.

3. How information is collected

• ✓Directly from you when you complete a form, send a message, upload an attachment or otherwise contact us.
• ✓Automatically through essential technical logs, security controls and, where enabled lawfully, cookies or comparable technologies.
• ✓From your employer, vessel operator, agent, charterer or another business contact where they provide information so that a legitimate service requirement can be assessed.
• ✓From public or professional sources where reasonably necessary to verify a business request, vessel or company information, subject to applicable law.

4. Purposes of processing

• ✓Receiving, routing and responding to general enquiries.
• ✓Assessing vessel, cargo, chartering, logistics, survey, technical, agency, diving or procurement requirements.
• ✓Preparing a commercial or operational response and taking steps requested before a possible business engagement.
• ✓Coordinating with relevant personnel, service partners, agents or suppliers where this is necessary to assess or support a request.
• ✓Maintaining website functionality, security, abuse prevention, troubleshooting and audit records.
• ✓Meeting applicable legal, regulatory, compliance, accounting, sanctions-screening or dispute-management obligations where relevant.
• ✓Measuring and improving website performance only where the required legal basis and, where applicable, user consent have been established.

5. Legal bases

We process personal data only where there is an appropriate legal basis under the law that applies to the relevant processing activity. Depending on the circumstances, this may include taking steps at your request before entering into a contract, performance of a contract, compliance with a legal obligation, protection or establishment of legal rights, legitimate interests that do not override the rights and freedoms of the individual, or consent where consent is required.

Where Turkish Personal Data Protection Law No. 6698 applies, processing will be assessed against the conditions in that law. Where the EU General Data Protection Regulation applies, the corresponding lawful bases under Article 6 will be considered. Consent is not treated as the default basis where another lawful basis is more appropriate, and any consent request will be presented separately from transparency information where required.

6. Who information may be shared with

We do not publish or sell form-submission data. Information may be disclosed only to the extent reasonably necessary for the stated purpose and subject to appropriate confidentiality or legal safeguards.

• ✓Authorised Kahveci Sea Group personnel who need the information to review or respond to the request.
• ✓Hosting, IT, cybersecurity, e-mail, form-processing and other technical service providers acting for the website operator.
• ✓Marine service partners, port agents, surveyors, logistics providers, suppliers or other operational counterparties where sharing is necessary to evaluate or deliver the requested scope.
• ✓Professional advisers such as legal, tax, accounting, audit or insurance advisers where appropriate.
• ✓Public authorities, courts, regulators or law-enforcement bodies where disclosure is legally required or necessary to protect legal rights.

7. International transfers

Maritime operations are inherently international and a service request may involve ports, counterparties or service providers in more than one country. If personal data must be transferred internationally, the transfer will be assessed under the rules applicable to the relevant data and jurisdiction. Where required, appropriate transfer mechanisms, contractual safeguards or other recognised protections will be used before the transfer is made.

The production version of this policy will be updated to identify any recurring international technology providers or transfer arrangements once the final hosting, analytics, form and e-mail infrastructure has been confirmed.

8. Retention

Personal data is retained only for as long as reasonably necessary for the purpose for which it was collected, including follow-up of an enquiry, evaluation of a service request, establishment or performance of a business relationship, security and audit needs, and compliance with mandatory legal or limitation periods.

Retention periods can differ according to the type of record and the legal context. Data that is no longer required will be deleted, destroyed, anonymised or otherwise put beyond use in accordance with the applicable retention and disposal rules.

9. Security

We use proportionate administrative and technical measures designed to protect personal data against unauthorised access, alteration, disclosure, loss or misuse. Measures are selected according to the nature of the system and the risks involved and may include access controls, secure hosting configuration, logging, backups, anti-spam controls and restricted handling of submitted attachments.

No internet transmission or storage system can be guaranteed to be completely secure. Users should avoid sending unnecessary sensitive information through general website forms and should request an agreed secure channel where a requirement involves confidential operational documents.

10. Your rights

Depending on the law that applies to you and to the processing activity, you may have rights to request information about processing, obtain access to personal data, request correction of inaccurate data, request deletion or restriction in appropriate circumstances, object to certain processing, withdraw consent for future processing where consent is the legal basis, and lodge a complaint with the competent data-protection authority.

Where Turkish Law No. 6698 applies, requests may be made in relation to the rights provided under Article 11. Where the GDPR applies, additional rights may be available under that regulation. Identity verification may be requested before a rights request is completed in order to protect the data concerned.

11. Cookies and similar technologies

Cookie use is governed by the separate Cookie Policy. Non-essential analytics, preference or marketing technologies will not be treated as automatically authorised merely because a visitor continues to browse. Where consent is required, the relevant technologies should remain inactive until the visitor makes an affirmative choice.

12. Third-party websites and services

The website may contain links to third-party websites, maps, social networks or other services. Their privacy practices are controlled by the relevant third party, not by this policy. You should review the information supplied by those providers before submitting personal data to them.

13. Children

This website is designed for professional and business users in the maritime, shipping and logistics sectors and is not directed to children. We do not intentionally seek personal data from children through the service-request forms.

14. Updates and contact

This policy may be updated when the website, service-request process, technology providers, legal requirements or business operations change. The current version and last-updated date will be published on this page.

Privacy questions or rights requests can be sent through the Contact page until a dedicated privacy e-mail address is confirmed. The final legal entity name, registered address and privacy contact details must be added before production publication.