As Akıllı Katip (“Company”, “we”), we process your personal data in accordance with the Turkish Law No. 6698 on the Protection of Personal Data (KVKK) and related legislation when providing receipt/invoice collection, document submission via WhatsApp Business, OCR-based data extraction and client management services for individual users and accountants.
This policy explains which data we process, for what purposes, your rights regarding your data and how you can exercise them. This text is an integral part of the Terms of Service.
1) Data Controller and Contact
Data Controller: Akıllı Katip (Raif Emre Akbay)
Tax Office: Erenköy
Tax No: 47581228232
Email: [email protected]
Address: 19 Mayıs Mah. Tevfikbey Sk. Güney Apartmanı No: 10 İç Kapı No: 10 Kadıköy / Istanbul
2) Categories of Personal Data Processed
The following types of data may be processed depending on the service we provide and your choices:
Account / Registration Information: Name-surname, email, password hash, phone (for WhatsApp integration), role (individual/accountant), language, time zone.
Billing / Payment Information: Name-surname/company via Paddle, billing address, tax office/number, payment status/subscription plan. (Card details are processed by Paddle; we do not store card information.)
Accounting / Document Data: Receipt/invoice images you upload, OCR-extracted line items (date, amount, VAT rate, items etc.), vendor information.
Device and Usage Data: IP, browser/device info, session/activity logs (for security and performance).
Support and Communication Records: Request contents, email/WhatsApp conversations, call notes.
Cookie Data: As explained in the “Cookies” section below.
3) Purposes of Processing and Legal Bases
We process your data for the following purposes:
Service Provision and Contract Performance: Account creation, login, receipt/invoice upload, OCR records, dashboard usage, client management. (KVKK Art.5/2-c)
Billing and Subscription Management: Collection via Paddle, plan definitions, trial management. (KVKK Art.5/2-c)
Security and Abuse Prevention: Authentication, anomaly detection, logging. (KVKK Art.5/2-f)
Legal Obligations: Retention required by tax/commercial legislation and responses to authorities. (KVKK Art.5/2-ç)
Product Development and Performance: Debugging, analytics, quality improvement (anonymized/pseudonymized when possible). (KVKK Art.5/2-f)
Communication and Support: Responding to requests, mandatory notifications; marketing/announcements with your explicit consent. (KVKK Art.5/2-c, Art.5/1)
Marketing messages are sent only with your explicit consent, and you may opt out at any time.
4) Data Transfers (Domestic / Abroad)
Limited sharing with the following recipient groups may occur for service operation:
Payment and Subscription: Paddle (Merchant of Record) – payment/subscription transactions.
Cloud Storage: DigitalOcean (e.g., Spaces) – document/image storage.
Communication: WhatsApp Business (Meta) – document submission and bot messages via your WhatsApp number.
OCR/ML Providers: Service providers for OCR and text extraction.
Logging/Analytics/Communication Infrastructure: Operational logs, errors, support processes.
Legal/Administrative Authorities: Upon request under applicable law.
Consultants / Auditors: Where necessary under confidentiality obligations.
Some recipients may be located abroad. International transfers are made with appropriate safeguards, contracts and Board decisions in line with KVKK.
5) Retention Periods
Account and Contractual Data: During the contract term and for limitation periods plus statutory retention periods.
Document/Receipt/Inventory Data: Tax/business record periods; reasonable period if legitimate interest; deleted/anonymized once the purpose ends.
Logs: Reasonable period for security and debugging.
Detailed periods are determined based on legislation, purpose, risk and operational needs.
6) Your Rights (KVKK Art.11)
You may request:
- To learn whether your personal data is processed,
- If processed, information about it and whether it is used in line with the purpose,
- To know the third parties to whom it is transferred domestically/abroad,
- To request correction if incomplete/incorrect,
- To request deletion/destruction in accordance with the law,
- To request notification of these actions to third parties to whom data was transferred,
- To object to a result against you arising from automated analysis,
- To claim compensation for damage due to unlawful processing.
Application: [email protected]
We may request additional information to verify your identity.
7) Cookies
The following cookie types may be used on the platform:
Necessary Cookies: Session, security, authentication.
Analytics/Performance: Error tracking, usage analytics.
Functional: Remembering your preferences (language etc.).
Targeting/Advertising: Personalization based on your consent.
You can manage cookie settings from your browser. Restricting cookies may impact some features.
8) Security
We apply appropriate administrative and technical measures (access control, encryption at rest/in transit, network security, backups, data minimization) to protect your data. No internet-based system is 100% secure; we continuously improve to reduce risks.
9) Third-Party Links
Links to third-party sites may be provided from the platform. We are not responsible for the content and privacy practices of these sites.
10) Changes
We may update this policy. Significant changes will be announced via the platform. The current version is always available at akillikatip.com/privacy.