Pre-publication check: Replace [[FULL LEGAL NAME]], [[MERSIS / TAX IDENTIFICATION NUMBER]] and [[REGISTERED E-MAIL (KEP) ADDRESS - IF AVAILABLE]] with the details shown on official company records. Ask counsel whether an EU/EEA or UK representative is required for Solara’s targeting activities, and verify all processors, retention periods and international-transfer safeguards with the website developer and accountant.
1. Who We Are
For the purposes of Turkish Personal Data Protection Law No. 6698 (the “KVKK”), the data controller is [[FULL LEGAL NAME]], trading under the Solara Event brand (“Solara”, “we”, “us” or “our”). Where the EU General Data Protection Regulation (“EU GDPR”) or United Kingdom data protection law applies to a particular activity, Solara acts as the controller for that activity unless we tell you otherwise.
| Legal name | [[FULL LEGAL NAME]] |
|---|---|
| Trading name | Solara Event |
| MERSIS / tax number | [[MERSIS / TAX IDENTIFICATION NUMBER]] |
| Address | 2066 Sokak No: 12, Caglayan Mahallesi, Dudenpark Evleri, Block B, Apartment 26, Muratpasa 07235, Antalya, Turkiye |
| Privacy e-mail | [email protected] |
| Telephone / WhatsApp | +90 532 373 51 11 |
| Registered e-mail (KEP) | [[REGISTERED E-MAIL (KEP) ADDRESS – IF AVAILABLE]] |
2. Scope of This Notice
This Notice explains how we collect and use personal data when you visit our website, submit an enquiry or quotation form, communicate with us by telephone, e-mail, WhatsApp or social media, request event-planning information, receive a proposal, or become a client. Separate notices may apply to employees, job applicants, suppliers, event staff, or guests appearing in event photography.
This Notice provides information; it is not consent. Where consent is legally required — for example, for optional cookies, certain marketing communications, or a particular use of photographs — we will request it separately and provide a genuine choice.
3. Personal Data We May Collect
| Category | Examples |
|---|---|
| Identity | Name, surname and, when necessary for a contract or legal requirement, signature and limited identification details. |
| Contact | Telephone and WhatsApp number, e-mail address, postal address, country, language and preferred communication channel. |
| Enquiry and event details | Event type, proposed date and location, venue status, guest count, budget range, concept preferences, requested services, accessibility or dietary requirements where necessary, and correspondence. |
| Client and contract records | Proposals, service scope, contracts, amendments, venue or supplier coordination records, complaints, approvals and event-operation records. |
| Financial and billing | Invoice details, payment status, bank-transfer references and accounting records. We do not ask you to send full payment-card details through an enquiry form. |
| Technical and security | IP address, date and time, browser and device information, approximate location, referral page, traffic and security logs, cookie identifiers and consent choices. |
| Marketing preferences | Subscription or contact preferences, consent records, campaign attribution and opt-out records. |
| Images and audio | Event photographs, video, audio, reviews or testimonials only where Solara has a valid legal basis and any required permissions. |
Please do not send sensitive data in the first enquiry: Our initial enquiry form is not designed to collect health information, religious beliefs, biometric data or other special-category data. If an allergy, accessibility need or another sensitive detail becomes necessary for your event, we will limit collection to what is genuinely needed and apply an appropriate legal basis and safeguards.
4. How We Collect Personal Data
- Directly from you through website forms, telephone calls, e-mail, WhatsApp, social media, meetings, proposals, contracts and payment records;
- From a person authorised to organise an event or make an enquiry on behalf of a couple, family, company or group;
- Automatically through website logs, cookies, Google Tag Manager-managed tags and similar technologies;
- From venues, hotels, suppliers, photographers, payment or accounting providers where necessary to deliver or administer an agreed service;
- From publicly available sources where relevant and lawful, such as a public business profile or a review you choose to publish.
5. Purposes and Legal Bases
We only process personal data for a defined purpose and with a lawful basis. The basis depends on the activity and the law that applies.
| Purpose | Typical data | Legal basis |
|---|---|---|
| Respond to enquiries and prepare tailored proposals | Identity, contact and event details | Steps requested before a contract; establishing or performing a contract; legitimate interests in answering genuine enquiries. |
| Plan and deliver an agreed event | Client, event, contract and coordination records | Contract performance; establishment, exercise or defence of legal rights; legitimate interests in safe and effective operations. |
| Manage billing, accounting and legal records | Identity, contract, invoice and payment records | Compliance with legal obligations; contract; establishment or defence of legal rights. |
| Coordinate venues, hotels and suppliers | Only the details reasonably required by the relevant provider | Contract performance; legitimate interests; legal obligations; consent where the law specifically requires it. |
| Keep the website secure and available | Technical, fraud-prevention and security logs | Legal obligations and legitimate interests in protecting users, systems and business operations. |
| Measure and improve the website | Cookie, device and interaction data | Consent for optional analytics under Solara’s standard implementation; where a narrow statutory exception is lawfully used, the associated safeguards and objection mechanism. |
| Send promotional e-mail or electronic messages | Contact and marketing preferences | Separate consent or another lawful marketing rule that clearly applies; every message will include an easy opt-out. |
| Publish event images, reviews or testimonials | Images, audio and testimonial content | A documented lawful basis and, where required, separate permission or consent. |
| Handle privacy requests, complaints and disputes | Identity verification, request and correspondence records | Legal obligations; establishment, exercise or defence of legal rights; legitimate interests in accountability. |
Under the KVKK, these activities may rely on explicit consent or the processing conditions in Articles 5 and 6, including necessity for a contract, compliance with a legal obligation, establishment or protection of a right, and legitimate interests that do not harm fundamental rights. Where EU or UK law applies, the corresponding bases may include consent, steps before or performance of a contract, legal obligation, and legitimate interests subject to the required balancing test.
6. When You Provide Data About Someone Else
If you give us personal data about a partner, guest, employee, speaker or another person, you must be authorised to do so and must provide any information required by law. Share only what is necessary. We may provide a separate notice directly to that person where required and reasonably possible.
7. Who We May Share Data With
Depending on the service requested, we may share limited personal data with:
- Solara personnel and authorised event teams who need the information for their role;
- Venues, hotels, caterers, decorators, entertainment providers, photographers, transport companies and other suppliers selected for the event;
- Website hosting, cloud, e-mail, communications, form, CRM, analytics, security and technical-support providers;
- Banks, payment providers, accountants, auditors, insurers and professional advisers;
- Public authorities, courts, regulators or law-enforcement bodies where disclosure is required or legally justified;
- A potential buyer, investor or successor in a legitimate corporate transaction, subject to appropriate confidentiality and legal safeguards.
We do not sell personal data. Suppliers receive only the information reasonably required for the relevant purpose and are expected to use it lawfully and securely.
8. International Processing and Transfers
Solara is based in Turkiye, so information submitted by an overseas visitor will be received and processed in Turkiye. Some technology providers or their support teams may also process data in the European Economic Area, the United Kingdom, the United States or other countries.
Where an onward transfer is subject to the KVKK, EU GDPR or UK data-protection transfer rules, Solara will use a lawful transfer mechanism and any required supplementary safeguards, such as an adequacy decision, approved standard contractual clauses or another permitted mechanism. The exact mechanism depends on the provider, destination and circumstances. Contact us if you would like available information about the relevant safeguard.
Operational action before publication: Confirm that contracts and transfer mechanisms are in place for Google, Microsoft Clarity, Cloudflare, website hosting, e-mail and any CRM/form provider. The existence of this Notice does not by itself create the required transfer safeguard.
9. Retention
We keep personal data only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, tax, contractual, security and dispute requirements. The following are working retention periods and must be aligned with Solara’s final internal schedule:
| Record | Indicative period |
|---|---|
| Unsuccessful or inactive enquiry | Up to 2 years after the last meaningful contact, unless an earlier deletion request or a legal reason requires a different period. |
| Client, proposal and event-delivery records | For the contract term and normally up to 10 years afterward where needed for commercial, accounting, limitation or legal-rights purposes. |
| Invoices and statutory accounting records | For the applicable statutory period, commonly up to 10 years in Turkiye depending on the record. |
| Marketing records | Until consent is withdrawn or the contact opts out, plus a limited suppression record so the opt-out can be respected. |
| Security logs | Normally between 6 and 24 months, unless an incident or legal requirement justifies longer retention. |
| Privacy requests and complaints | For the response process and a reasonable accountability or limitation period after closure. |
| Cookie information | For the duration shown in the Cookie Policy or until the cookie is deleted or the preference is changed. |
At the end of the relevant period, data is deleted, destroyed or anonymised unless a lawful reason requires continued storage. Backup copies may remain until they are overwritten in the normal backup cycle and are protected from routine use.
10. Cookies and Similar Technologies
We use necessary technologies to operate and protect the site. Optional analytics or marketing technologies are handled through the cookie banner and preference centre. Please read the separate Cookie Policy for providers, purposes, typical durations and controls.
11. Automated Decisions
Solara does not currently make decisions about event enquiries or clients solely by automated means where the decision produces legal or similarly significant effects. If this changes, we will provide the information and safeguards required by applicable law before using such a process.
12. Your Rights
12.1 Rights under the KVKK
- Learn whether your personal data is being processed and request information about the processing;
- Learn the purpose of processing and whether the data is used consistently with that purpose;
- Know the third parties in Turkiye or abroad to whom personal data has been transferred;
- Request correction of incomplete or inaccurate data and notification of the correction to relevant recipients;
- Request deletion or destruction where the legal conditions are met and notification to relevant recipients;
- Object to a result arising against you through analysis exclusively by automated systems;
- Request compensation if you suffer damage because personal data has been processed unlawfully.
12.2 Additional EU/EEA or UK rights, where applicable
- Access, rectification and erasure;
- Restriction of processing and data portability where the legal conditions are met;
- Objection to processing based on legitimate interests and an absolute right to object to direct marketing;
- Withdrawal of consent at any time, without affecting processing already carried out lawfully;
- Rights relating to qualifying automated decision-making;
- A complaint to the competent supervisory authority, including the ICO in the UK where UK law applies.
These rights are not absolute. We may refuse or limit a request where the law permits and will explain the reason when required.
13. How to Exercise Your Rights or Make a Privacy Complaint
Send your request or complaint to [email protected], by post to 2066 Sokak No: 12, Caglayan Mahallesi, Dudenpark Evleri, Block B, Apartment 26, Muratpasa 07235, Antalya, Turkiye, through the Privacy Rights Request Form, or through another legally permitted channel. Please write “Privacy Request” or “Data Protection Complaint” in the subject line where practical.
We may ask for information reasonably necessary to confirm identity or authority. Do not send a full identity-document copy unless we specifically request it and explain a secure method. Under the KVKK, applications are answered as soon as possible and no later than 30 days. Where EU or UK law applies, the relevant statutory response period applies, subject to any permitted extension.
Where the UK data-protection complaint procedure applies, we will provide a clear complaint channel, acknowledge receipt within 30 days, take appropriate steps without undue delay, keep you reasonably informed, and communicate the outcome without undue delay. This complaint process is separate from the deadline for responding to a formal rights request.
14. Security
We apply reasonable administrative, contractual and technical measures intended to protect personal data. No internet transmission or storage system is completely secure. Please avoid sending unnecessary identity, payment or sensitive details through ordinary e-mail or open message fields.
15. Children
The website is directed to adults arranging events and is not intended for children to submit enquiries independently. If event planning requires information about a child, it should be provided by or with the authority of a parent, guardian or other authorised adult and limited to what is necessary.
16. Changes and Contact
We may update this Notice when our services, providers or legal obligations change. The current version will show its effective date. Questions may be sent to [email protected] or raised by telephone on +90 532 373 51 11.