Privacy Notice

Data controller

Your personal data is processed by Syncscribe (a sole proprietorship of Serhat Yavuzyılmaz; the same business as Sync-av) as data controller. You can reach us at destek@sync-av.co. Please use this address for all requests concerning Syncscribe.

What personal data do we process?

Quote and demo forms

• Full name, email address and phone number
• Company or organization name
• Information you share in your message (for example the event date, languages needed, number of attendees)
• Your choice about promotional emails
• The time the form was sent, your IP address and browser information
• Which link brought you to our site (campaign tag, landing page, name of the referring site)

Meeting join page

• The email address you optionally leave
• The code of the meeting you joined and your consent choice
• The time the record was created and browser information

This data is collected electronically when you fill in the forms.

Why do we process your data?

• To answer your quote or demo request and contact you
• To keep a backup record so your request is not lost, and to alert our team if a delivery problem occurs
• To email you the link back into the meeting that you requested on the meeting join page
• To create automatic information tags (such as corporate/individual, sector, urgency) that help us prioritize quote requests
• If you consent, to email you about our services and campaigns
• To prevent misuse of the forms and keep the service secure

Legal grounds

• Directly related to entering into or performing a contract (KVKK art. 5/2-c): answering your request and sending the link back into the meeting that you requested
• Legitimate interest (KVKK art. 5/2-f): backup records, alerts on delivery problems, prioritizing requests and security
• Explicit consent (KVKK art. 5/1): only for promotional emails; not consenting does not affect how your request is handled

Who is your data shared with?

Your personal data is shared, only for the purposes above, with the infrastructure providers we use to run our service: website hosting and form records (Netlify), server hosting, database, backup form delivery, email sending, mailbox and automatic tagging services. In live translation sessions, two AI service providers described below also act as data processors: Google LLC (Gemini API — live translation and transcription) and Anthropic PBC (Claude API — meeting report).

These services are provided by providers located abroad; our server runs in Germany (Frankfurt). Google and Anthropic process data in the United States. Your personal data is therefore transferred abroad, including to the United States.

Cookies and measurement tools

Only if you consent, our site uses Google Analytics for visit statistics and the Meta Pixel to measure the effect of our ads. These tools may place cookies in your browser and send Google and Meta the pages you visit, which link brought you to our site and the fact that you successfully submitted a form (without what you wrote in it). The legal ground for this processing is your explicit consent (KVKK art. 5/1). If you do not consent, these tools are not loaded and our forms still work. You can change your choice at any time with the “Cookie preferences” link at the bottom of our home page. Because Google and Meta are located abroad, this data is transferred abroad.

The video on the home page is served by YouTube (Google) and loads from youtube-nocookie.com only when you press play; your IP address and browser information are then sent to Google. As long as you don't play it, no connection to YouTube is made.

Live translation sessions

In Syncscribe Live sessions, audio from the speaker's microphone is sent to the Gemini API of Google LLC (United States) only for live translation and transcription; no audio recording is kept. No audio is taken from attendees' phones.

The written transcript of the speech is stored in our database on behalf of the customer who opened the session and can be accessed only from that customer's account. When the session ends, the transcript — together with the meeting topic, special terms and attendee name/title details entered by the person who opened the session — is sent to the Claude API of Anthropic PBC (United States) to prepare the meeting report (executive summary, decisions, action items, questions and answers). The resulting report is stored in our database with the transcript.

For the meeting content, the organization running the session is the data controller; Syncscribe and the providers above act as data processors. Informing attendees that the meeting is being transcribed and reported is the responsibility of the organization running the session.

How long do we keep your data?

Your personal data is kept for as long as the service requires and for our legal retention obligations; when that period ends it is deleted, destroyed or anonymized. Meeting transcripts and the reports produced from them are kept for 12 months from the session date and then deleted automatically; earlier if our customer asks. Once you withdraw your consent to promotional emails, your data is no longer processed for that purpose.

Your rights

Under Article 11 of the KVKK, by applying to us you can:

• Learn whether your personal data is processed and, if so, request information about it,
• Learn the purpose of the processing and whether it is used in line with that purpose,
• Know the third parties in Türkiye or abroad to whom it is transferred,
• Ask for it to be corrected if it is incomplete or inaccurate,
• Ask for it to be deleted or destroyed under the conditions set out in the KVKK,
• Ask for corrections, deletions or destructions to be notified to the third parties to whom the data was transferred,
• Object to a result against you that arises from analysis of the data exclusively by automated systems,
• Claim compensation if you suffer damage because of unlawful processing.

You can withdraw your consent to promotional emails at any time.

How to apply

To exercise your rights, send your request to destek@sync-av.co. Your application is concluded free of charge as soon as possible depending on its nature, and within thirty days at the latest. If your application is rejected, you find the answer insufficient or no answer is given in time, you can file a complaint with the Turkish Personal Data Protection Board (Kişisel Verileri Koruma Kurulu).