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Privacy Policy

Last updated: 12 September 2026

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.

This Privacy Policy explains in plain language how personal data is processed on the YouReply Qualitative platform (the "Platform") offered by YouReply Teknoloji Ticaret Eğitim Danışmanlık Araştırma Organizasyon A.Ş. ("YouReply", "we"). The detailed information required by Article 10 of Turkish Personal Data Protection Law No. 6698 (KVKK), the data categories, the legal ground for each purpose, the retention periods and the application procedure are set out in a separate document: Privacy Notice (KVKK).

1. Two distinct roles

For your account information, your billing data and the records relating to your use of the Platform, we are the data controller.

For the research data you upload to the Platform (interview transcripts, focus group recordings, field notes, open-ended responses, participant codes and attributes) and for the codes, themes, memos and reports you produce during the analysis, you are the data controller; for that data we act as a data processor and in line with your instructions. This does not mean that responsibility is left entirely to you: as a processor, it is our obligation to apply security measures, to preserve confidentiality, to disclose sub-processors transparently, to assist you with data subject applications and to delete the data at your request. These obligations are written in the Data Processing Addendum.

Ensuring that the research data was collected lawfully, that the participants were informed and that an appropriate legal ground exists for the processing is your obligation as data controller.

2. Data processed

  • Account and contact details: name and surname, e-mail, phone, organization name, billing details.
  • Usage records: IP address, browser and device information, time of access, activity history on the Platform.
  • Research data: the text extracted from the documents you upload, participant codes and attributes, codings, themes, memos and reports.
  • Contact form: name, e-mail, optional phone, subject and your message.
  • Cookies and local storage: see the Cookie Policy.

Interview transcripts may contain participants' special categories of personal data, such as health, beliefs or political opinions. Participant identity is not needed for the analysis; we strongly recommend pseudonymizing names and direct identifiers before uploading. The Platform provides a code and a pseudonym field for each participant, and the code is what is used in matrices, reports and exports.

3. Use of AI and transfer abroad

YouReply Qualitative uses an artificial intelligence language model for code and theme suggestions. This feature can be turned on and off separately for each study. It is on by default when a new study is created; it can be turned off while the study is being created or later, from the study settings.

When it is on, the text segments needed for the analysis (together with the speaker labels in the transcript), code names, code definitions and the research question of the study are sent to the model provider. For theme, pattern and report suggestions, code names, short quotes and participant codes are sent as well. No automatic pseudonymization is applied: the text and the speaker labels are transmitted exactly as written. Because the provider's servers are located outside Türkiye, this is a transfer of data abroad; the details are in the Privacy Notice (KVKK) and on the Sub-processors page.

When it is off, no new AI analysis is started for that study. The product keeps working in full: manual coding, the codebook, themes, matrices, memos and reports all remain available.

Turning AI off does not by itself satisfy ethics committee or data protection obligations. Informing participants, determining the appropriate legal ground, the scope of the ethics committee approval and compliance with institutional policies are matters for the researcher to assess.

AI analysis is never final on its own. Every code, theme and finding it produces is a suggestion; unless the researcher accepts it, it enters no count, no matrix and no report. Which part of the coding was made from an AI suggestion is recorded.

4. Sub-processors and sharing

To provide the service we work with service providers in areas such as hosting, e-mail delivery, payment and AI analysis. The current list, the role of each provider and the country it is located in are on the Sub-processors page. Apart from that, your personal data is not shared with third parties, save for legal requests and court decisions and for cases in which you have given your explicit consent. We do not sell or rent your data for advertising purposes.

5. Security

We describe the technical and organizational measures we apply, together with what we do not yet claim, on the Security page. No system offers absolute security; if you notice a vulnerability, you can report it to info@youreply.com.tr.

6. Retention and deletion

  • You can permanently delete documents from the Platform; the text, sections and excerpts attached to a document are deleted with it.
  • Studies are archived from the Platform; deleting a study entirely cannot be done from the panel today and is carried out manually on request.
  • Closing your account does not by itself delete the research data in your workspace. If you want it deleted, apply to kvkk@youreply.com.tr.
  • Billing and accounting records are kept for the retention periods set out in the applicable legislation.

The periods and the criteria are set out in a table in the Privacy Notice (KVKK).

7. Your rights

You can find your rights under Article 11 of KVKK and the application procedure in the Privacy Notice (KVKK). For applications: kvkk@youreply.com.tr.

8. Changes

We may update this policy from time to time. The current version is published on this page and the date at the top of the page changes; for significant changes we inform registered users by e-mail.