Privacy Policy

This English version is provided for information only. The agreement is governed by Turkish law and the Turkish text prevails in case of any discrepancy.

1. Introduction and Our Roles

At YouReply Teknoloji Ticaret Eğitim Danışmanlık Araştırma Organizasyon A.Ş. ("YouReply", "the Company", "we") we take the privacy of your personal data seriously. This Privacy Policy explains how your personal data is collected, used, stored and protected when you use the YouReply Qualitativeplatform (the "Platform").

This policy has been prepared under Turkish Personal Data Protection Law no. 6698 (KVKK) and related legislation.

Two distinct roles apply. For your account information and Platform usage data, we are the data controller. For the feedback text you enter into the Platform (brief text, task descriptions, comments, team member names) and the fieldwork metrics pulled from connected products, which may belong to your own research and customers, you are the data controller and we act only as a processor. It is your responsibility to ensure that such data was collected lawfully and that you have a legal basis for having it analysed.

2. Personal Data Collected

2.1 Account information

• Name and surname
• E-mail address
• Phone number
• Company/organisation name
• Billing details

2.2 Usage data

• IP address and browser information
• Date and time of access
• Pages visited and links clicked
• Activity history on the Platform
• Device and operating system information

2.3 Analysed content

Project management content you enter (briefs, tasks, comments) and fieldwork metric snapshots pulled from connected products are stored against your account. This content may carry personal data such as a reviewer name or e-mail address; responsibility for it rests with you, as set out in §1.

2.4 Connector credentials

Connecting a data source may require a password, application key or authorisation header. If you choose to save these, they are stored encrypted with AES-256-GCM; they are never stored as plain text and are never displayed back in the interface. If you choose not to save them, the credential stays in memory only for the duration of that fetch.

3. Purposes of Processing

• Account creation and authentication
• Delivering the analysis service and producing reports
• Improving Platform services
• Providing customer support
• Billing and payment processing
• Meeting legal obligations
• Ensuring Platform security
• Usage statistics and reporting (anonymised data)
• Marketing and communication (where you have consented)

4. AI Processing and International Transfer

YouReply Qualitative offers AI-assisted coding and theme suggestions. This feature can be enabled or disabled per study and is enabled by default.

When enabled:segments of the analysed document, together with code names and definitions, are sent to the model provider (OpenAI). The provider's servers are located outside Türkiye, so this constitutes an international transfer of data and relies on your explicit consent under KVKK art. 9. The provider does not use the submitted content for model training.

When disabled: no text from that study is sent to the analysis service. The product continues to work in full — manual coding, the codebook, themes, matrices and reports all remain available. If your ethics approval restricts the use of AI, disabling this setting is sufficient.

The AI never finalises an analysis on its own. Every code, theme and finding it produces is a suggestion; unless accepted it is excluded from every count, matrix and report. Which part of the coding started as an AI suggestion is recorded and can be declared in scientific publications.

Participant privacy is your responsibility.Interview transcripts may contain participants' special categories of personal data such as health, beliefs or political opinions. We strongly recommend pseudonymising participant names and direct identifiers before uploading; the Platform provides a code and a pseudonym field for each participant and uses only the code in matrices, reports and exports.

5. Sharing of Data

Your personal data is not shared with third parties except where legally required. Limited sharing may occur in the following cases:

• Language model providers (solely for the analysis purpose described in §4)
• Service providers (hosting, e-mail delivery, payment processors)
• Legal requests and court orders
• Where you have given explicit consent

6. Protection of Data

• Data transmission over SSL/TLS encryption
• Connector credentials encrypted with AES-256-GCM
• Access control and account-scoped authorisation
• Regular security reviews
• Backup and disaster recovery plans

7. Cookies

For details on cookie usage, please see our Cookie Policy.

8. Your Rights (under KVKK)

Under Article 11 of KVKK you have the right to:

• Learn whether your personal data is being processed
• Request information if it has been processed
• Learn the purpose of processing and whether it is used accordingly
• Know the third parties to whom it is transferred, domestically or abroad
• Request correction if it is incomplete or inaccurate
• Request erasure or destruction under Article 7 of KVKK
• Object to an adverse outcome arising from analysis carried out solely by automated systems
• Claim compensation for damages arising from unlawful processing

9. Retention Period

Your personal data is retained for as long as the purpose of processing requires and within statutory retention obligations. Deleting a data source also deletes its rows. If you close your account, your personal data is deleted or anonymised, subject to statutory retention periods.

10. Changes

We may update this policy from time to time. Changes are published on this page and you will be notified by e-mail of significant changes.

11. Contact

For questions about our privacy policy, contact us at kvkk@youreply.com.tr.

Data controller: YouReply Teknoloji Ticaret Eğitim Danışmanlık Araştırma Organizasyon A.Ş.

Address: Hacettepe Üniversitesi Teknoloji Geliştirme Bölgesi, Beytepe Kampüsü, 6. Ar-Ge Binası C Blok, Çankaya / Ankara