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Personal data notice

Effective date: 5 November 2026

This is a translation of the Turkish text. If the two differ, the Turkish text prevails.

This notice explains how your personal data are processed when you visit www.icoolenergy.com and use its forms (Article 10 of Turkish Law No. 6698 on the Protection of Personal Data). The "I have read and understood the personal data notice" box on the forms only shows that you have been informed by this notice; it is not explicit consent or acceptance of a contract.

1. Data controller

ICOOL TRADE GIDA TEMİZLİK KOZM. İÇ VE DIŞ TİC. LTD. ŞTİ. ("I-COOL")

2. Which data we process and why

You do not need to give any information to browse the site. Data are collected electronically when you fill in the forms and automatically while you use the site.

  • Contact form: Name and surname, email, message; optionally phone, company and subject. To reply to your message. Legal basis: legitimate interest (Art. 5(2)(f)).

  • Distributor application: Name and surname, email, company, country, estimated volume; optionally phone and message. To evaluate your application. Legal basis: being directly related to the conclusion of a contract (Art. 5(2)(c)); legitimate interest for persons applying on behalf of their company (Art. 5(2)(f)).

  • Request record: The mark showing that you have read this notice, the version of the notice, the time of submission, the status of the request and our team's notes. To manage the request and to prove that you were informed. Legal basis: legal obligation (Art. 5(2)(ç)); establishment, exercise or protection of a right (Art. 5(2)(e)).

  • Security: IP address, date and time, requested address, browser information. To serve the site and to prevent attacks and misuse. When a form is submitted, the IP address is kept in memory for about 10 minutes; only a digest produced with a secret key is written to the form record. In server logs, the last part of the IP address is removed. Legal basis: legitimate interest (Art. 5(2)(f)); data security obligation (Art. 5(2)(ç), Art. 12).

  • Requests concerning your rights: Name and surname, identity or passport number, signature, contact details, content of the request. To answer and document the request. Legal basis: legal obligation (Art. 5(2)(ç), Art. 13); establishment, exercise or protection of a right (Art. 5(2)(e)).

We cannot receive your request unless the required fields are completed. Please do not write special categories of personal data, such as health information, in the message field. Cookies are described on the Cookie policy page.

3. Who we transfer data to

  • Hosting provider, Türkiye: The site and form records are kept on a server in Türkiye.

  • Security and content delivery provider, a global network headquartered in the USA: All site traffic, including form contents, passes through this network over an encrypted connection.

  • Corporate email provider, server in Germany: Our replies to you and applications received by email pass through this server.

  • Google: If a story contains a YouTube video, your IP address and browser information for the connection to the video.

  • Contractor providing development and maintenance services, Türkiye: Accesses server and admin panel data, including form data, only when necessary.

  • Competent authorities, courts and our legal advisers: Where required by law or to protect a right, and only to the extent necessary.

We do not give your data to other companies for marketing purposes.

4. Transfers abroad

Because of the security and content delivery service, the email service and Google, your data are transferred to the USA, Germany and other countries where these providers have facilities. These transfers take place under our contracts with the service providers and are subject to Article 9 of the Law. You can ask for information about the safeguards for these transfers at info@icoolenergy.com.

5. Retention periods

  • Form requests: 24 months. When the period ends, the information in the form, the IP digest and the notes are deleted; record data such as the type, language, status and dates of the request remain.

  • Email correspondence: 24 months. Copies in mailboxes are deleted within the company.

  • Requests concerning your rights: For the period set by legislation and needed to protect a right.

  • Database backups: 14 days, encrypted; if a new backup cannot be taken, the three most recent backups may remain longer.

  • Server logs: Deleted automatically when they reach their size limit. The provider's own periods apply to the logs of the security and content delivery provider.

If your application leads to a contract, the related information is kept for the period set by commercial legislation.

6. Your rights

Under Article 11 of the Law, you have the right to learn whether your data are processed; to request information if they have been processed; to learn the purpose of processing and whether the data are used in line with that purpose; to know the persons to whom they have been transferred; to request their correction, deletion or destruction and that these actions be notified to the persons to whom they were transferred; to object to a result against you arising from automated analysis; and to request compensation for damage caused by unlawful processing.

How to apply: Write your name and surname, your Turkish ID number (if you are not a Turkish citizen, your nationality and passport or identity number), your address, email address, phone number and your request. You can send your application with a secure electronic or mobile signature, or from an email address you have given us and that is registered in our systems, to info@icoolenergy.com. For a written application you can request our postal address at the same address; written applications must be signed.

We reply free of charge within 30 days at the latest; if the action requires an additional cost, the fee schedule set by the Board may apply. If your application is rejected, if you find the reply insufficient or if no reply is given in time, you may file a complaint with the Personal Data Protection Board (Kişisel Verileri Koruma Kurulu) within 30 days of learning of the reply, and in any case within 60 days of the application date.

7. Age 18

Our forms are not intended for persons under 18. If we notice that we have received data belonging to a person under 18, we delete those data.