Effective Date: 2018-01-01 Last Updated: 2025-06-17
1. Introduction
Welcome to UOSSM International ("Organization", "we", "our", or "us"). As a non-governmental, not-for-profit organization, we are deeply committed to protecting the privacy and personal data of our beneficiaries, staff, donors, partners, and supporters.
This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you interact with our Enterprise Resource Planning (ERP) system used to support our humanitarian and development operations.
By using the Service, you consent to the collection and use of information in accordance with this Privacy Policy. If you do not agree with this policy, please do not access or use the Service.
2. Information We Collect
We collect information to support our humanitarian mission, improve the efficiency of our services, and fulfill our obligations as a responsible organization. The types of information we may collect include:
a) Information You Provide
Personal Information: Including, but not limited to full name, email, address, phone number, national ID/Passport details, or other forms of identity verification where applicable.
Account Information: Including, but not limited to username, password, profile data to secure ERP access.
Financial Information: Including, but not limited to bank details, other financial accounts, payment confirmations. (Processed securely via third-party payment providers; we do not store credit card numbers.)
Operational Data (Related to NGO Activities): Including, but not limited to:
Attendance Logs
Digital Signatures & Approvals
Leave Requests and Records
Assigned Tasks and Daily Task Logs (Programmatic and Administrative)
Activity Logs (including programmatic project tracking and field reports)
b) Automatically Collected Information
Usage Data: Including, but not limited to IP address, browser type, operating system, device identifiers, access times, and system usage statistics.
Cookies & Tracking Technologies: For security, session integrity, and functionality. You can control cookie usage through your browser settings.
c) Information from Third Parties
We may receive personal information about you from third-party services or publicly available sources.
3. How We Use Your Information
We collect and use personal data to:
Support the delivery of humanitarian, relief, development, and healthcare programs.
Manage internal human resources, finance, donor relations, and project reporting.
Facilitate secure access to the ERP system for authorized personnel.
Communicate with donors, partners, and stakeholders on program progress and updates.
Ensure compliance with local laws, Turkish KVKK, and donor requirements.
Improve our operational efficiency, project accountability, and transparency.
4. Legal Basis for Processing Personal Data (KVKK Compliance)
In accordance with Law No. 6698 on the Protection of Personal Data (KVKK), we process your data on one or more of the following bases:
Your explicit consent, where applicable.
Performance of a contract, including employment or service agreements.
Compliance with our legal obligations as a registered NGO.
Legitimate interest of the Organization, provided that such interests do not override your fundamental rights and freedoms.
For safeguarding public interest in the delivery of humanitarian programs.
Where data has been publicly disclosed by you voluntarily.
Establishment, exercise, or defense of legal claims.
5. Sharing Your Information
We do not sell or rent personal information. However, we may share information with:
Partner Organizations, Implementing Partners, and Donors: Where necessary for project implementation, reporting, or funding requirements.
Service Providers: Including cloud hosting, IT support, and secure payment processing.
Regulatory Authorities or Legal Requirements: Including Turkish authorities or international donor audits.
With Consent: In specific cases, with your explicit consent.
All data sharing complies with KVKK requirements and is conducted with appropriate safeguards in place.
6. Data Retention
We retain personal data only for as long as necessary to fulfill the purposes set out in this Privacy Policy, including donor reporting obligations, legal, accounting, or audit requirements, and to meet Turkish legal standards. When data is no longer required, it is securely deleted or anonymized.
7. Your Rights Under KVKK
As per Article 11 of KVKK, you have the right to:
Know whether your personal data is processed by us.
Request detailed information about the processing activities.
Learn the purpose of processing and whether your data is being used accordingly.
Know the recipients to whom your data is disclosed, domestically or abroad.
Request correction of inaccurate or incomplete data.
Request deletion or anonymization of your data in accordance with legal requirements.
Request that changes or deletions be notified to any third parties with whom we have shared your data.
Object to adverse decisions made solely on automated data processing.
Request compensation for any damages resulting from unlawful data processing.
To exercise these rights, please contact hr@uossm.org with the subject KVKK Personal Data Request.
8. Security of Your Information
We maintain organizational, technical, and administrative security measures to protect your data, in accordance with KVKK Article 12. These include data encryption, restricted access controls, and cybersecurity practices. However, please note that no electronic transmission is completely secure.
9. International Data Transfers
Where applicable, and when transferring data internationally (e.g., for donor reporting to international partners), we ensure compliance with KVKK and applicable safeguards. Where required, explicit consent will be obtained from the data subjects.
10. Cookies and Tracking
We use cookies and similar technologies to enhance ERP functionality, ensure secure sessions, and improve user experience.
11. Third-Party Links
Our ERP system or official website may contain links to external websites or services. We are not responsible for the privacy practices of those third parties.
12. Children's Privacy
Our Service is generally intended for use by adults in their professional or volunteer roles. We do not knowingly collect personal data from children under 13. If such data is collected inadvertently, it will be deleted immediately upon discovery.
13. Changes to This Privacy Policy
We reserve the right to update this Privacy Policy. Updated versions will be published with a revised effective date. Your continued use of the Service constitutes your acceptance of any changes.
14. Contact Us
If you have questions or concerns about this Privacy Policy, please contact us: