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Data privacy and KVKK

Common questions on call recording notices, KVKK privacy notices, team access and data access or deletion requests.

3 min read

Every day the assistant writes your clients' names, phone numbers, budgets and call recordings into the CRM. Your office is responsible for that data. This page answers the most common privacy questions in general terms. KVKK is Turkey's personal data protection law.

Heads up

This page isn't legal advice. For the content of your privacy notice, retention periods, whether explicit consent is needed and how to respond to requests, consult your legal adviser or a KVKK specialist.

Call recordings

Are the assistant's calls recorded?

Yes. The assistant's calls are recorded and transcribed; the recording, transcript and summary appear in Conversations and in the assistant's call logs. See Call logs and summaries.

Should we tell callers they're being recorded?

We recommend it. The easiest way is a short notice in the greeting:

Squaremeters AI

+90 5•• ••• 12 34

Inbound call · Elif · Atlas Emlak

00:09

Atlas Emlak, this is Elif, the office assistant. This call is recorded for quality purposes. How can I help?

1
OP

Why do you need my budget?

So I can find listings that suit you. If you'd rather not say, that's fine too.

2

Who sees what?

Recording and transcriptAuthorised team
AgentTheir assigned contacts
AdminAll + export
3

Your privacy notice should be on your website and forms.

  • 1Recording notice in the greeting
  • 2States the purpose when asking
  • 3Your office owns the notice
A recording notice in the greeting, stating the purpose when asking for information, and team access.
  1. A sentence such as "…this call is recorded for quality purposes." is added to the greeting. Ask your consultant to make this change. See Greeting and persona.
  2. When the assistant asks for personal information, it says why ("So I can find listings that suit you…") and doesn't push if the caller would rather not say.
  3. The full privacy notice is your office's responsibility and should be on your website and forms.

Who can listen to recordings?

That depends on roles and permissions. If agents are set to see only their assigned contacts, they can't listen to recordings of a colleague's clients. See Team roles setup and Restricting data access.

Who provides the KVKK privacy notice?

Your office is the data controller, so the notice is yours. Squaremeters helps during onboarding with where and how it's shown (form checkboxes, greeting sentence, WhatsApp message), but get your legal adviser's view on the content.

A person calling your office themselves doesn't need İYS consent. The assistant's outbound commercial calls and bulk commercial messages do. Your KVKK obligations for data collected on the call apply in every case. See İYS and KVKK.

In the Consent custom field group on the contact record (İYS consent, KVKK notice) and in the DND settings. See Recommended custom fields.

What if someone says "don't call me"?

The assistant accepts it and doesn't push. The contact gets the do-not-call tag and DND on the call channel, and won't be called again by outbound campaigns.

Requests to access, correct or delete data

What should I do if a client asks for their data to be deleted?

Squaremeters AI

Request arrives

Email, letter, WhatsApp

1
→

Identity and scope

Who, which data, what's asked

2
→

Write to your consultant

All traces incl. recordings

3
→

Reply

Within the legal deadline

4

Access / copy

Contact record exported

Correction

Fields updated

Deletion

Record, conversations, recordings

  • 1Log the request
  • 2Verify
  • 3Technical steps with your consultant
  • 4Reply to the requester
Handling a data request: log it, verify identity and scope, write to your consultant, reply to the requester.
  1. Log the request. It may come by email, letter or message. Note the date it arrived; KVKK sets a legal deadline for responding.
  2. Verify identity and scope. Make sure the requester is who they say they are and clarify what they're asking for (access, correction, deletion).
  3. Write to your consultant. Work with your consultant so every trace of the person (contact record, conversations, call recordings, opportunities, automation lists) is found and handled.
  4. Reply to the requester and keep a record of what you did.

You can delete a contact from the panel yourself, but we recommend working with your consultant so recordings and other traces are fully cleared. See Export and delete.

Important

If deleting a person would also remove records you're legally required to keep (e.g. contracts, invoices), check with your legal adviser first. Deletion can't be undone.

How long should we keep data?

Retention depends on the purpose of processing and the relevant legislation, and should be set in your office's retention and destruction policy. For bulk clean-up of old records, write to your consultant.

Team and account security

  • Everyone signs in with their own user; don't share passwords.
  • Give export and bulk delete rights to the broker only.
  • Deactivate a departing agent's user straight away and reassign their records.
  • For who changed what, see Audit logs.

Didn't solve your problem?

Ask the assistant or message our support team.