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Privacy Policy

Last Updated: August 26, 2026

At FotoPicks, we care about protecting our users' personal data. This Privacy Policy explains how personal data obtained through the use of FotoPicks, the FotoPicks management applications, and FotoPicks web services is collected, processed, stored, protected, and in which cases it may be shared.

By using FotoPicks or accessing our services, you are considered informed about the data processing practices described in this Privacy Policy.

1. Data Controller

Your personal data is processed by FotoPicks as the data controller under applicable personal data protection legislation.

You can visit the Contact page for contact and company information.

2. What Data Do We Process?

Depending on how you use FotoPicks, the following personal data may be processed.

2.1. Identity and Account Information

As part of the authentication service used to log in to FotoPicks, the following information may be processed:

  • First and last name
  • Email address
  • User ID
  • Technical information required for authentication
  • Other information needed to create and manage the account

The Microsoft Identity infrastructure may be used for authentication processes.

2.2. Institution and Child Selection Information

Selected by the user in line with the purpose of use of the service:

  • Institution information
  • Child/student selection
  • Information required to determine the user's relationship with the institution

This information is used to ensure the user can access the correct institution and the content they are permitted to see.

2.3. Photo and Video Content

One of FotoPicks's core services is sharing photos and videos taken at events with the relevant users.

For this reason, the following, uploaded to the system as part of an event:

  • Photos
  • Videos
  • Event information associated with this content
  • Technical records identifying which institution or event the content relates to

may be processed and stored on our servers.

In addition, a passport-style photo (a small face photo) uploaded for a user's own profile, for a student in an institution's records, or for a child added by a parent may be processed. This photo is used so that the person can be recognized on the relevant institution and parent screens; it is not used for facial recognition, identity verification, or any other biometric processing.

Signed documents collected by an institution for a student's record (for example, the KVKK consent form) are stored only on our servers and can be accessed only by the authorized users of the relevant institution.

2.4. Notification Information

Regarding notifications sent to users:

  • That a notification was sent
  • Whether the notification was read
  • The time it was read
  • Technical information related to the notification

such information may be processed. This information may be used to ensure the notification service functions and to improve the user experience.

2.5. Technical Data

To ensure the service operates safely and correctly, the following technical information may be processed:

  • IP address
  • Device information
  • Operating system
  • Browser information
  • Application version
  • Device identifier (a temporary identifier created by the app and a persistent device-specific identifier)
  • Session and sign-in records (sign-in time, device and application used)
  • Records of application and server requests (user, device, type of operation, and error status)
  • An identifier cookie used on the website to recognize the browser
  • Access dates and times
  • Error and performance logs
  • Security and log records

This technical data is processed to keep accounts and the service secure, to detect unauthorized access and misuse, to fix errors, and to improve the service.

3. For What Purposes Do We Process Personal Data?

Collected personal data may be processed for the following purposes:

  • Creating and managing the user account
  • Carrying out authentication procedures
  • Determining the institutions and content the user is authorized for
  • Presenting photos and videos to authorized users
  • Managing event content
  • Sending notifications
  • Tracking whether notifications have been read
  • Ensuring the security of the service
  • Detecting and resolving technical problems
  • Developing and improving the service
  • Preventing unauthorized access and misuse
  • Fulfilling legal obligations
  • Responding to lawful requests from authorized persons, institutions and organizations

4. How Are Photos and Videos Used?

FotoPicks's main purpose is to enable the photos and videos taken at events to be shared securely with the relevant people.

Photos and videos uploaded to the system are associated with the relevant institution or event and made available to users who have access authorization.

FotoPicks does not intend to use this content for its own commercial advertising activities independently of the user.

5. Who Is Personal Data Shared With?

Personal data may only be shared with third parties to the extent required by the service and for lawful purposes.

5.1. Relevant Institutions

In order to provide the event and photo/video sharing service, the access permissions and content information of users associated with the relevant institution may be processed. Photos and videos may be made available to users authorized within the relevant institution.

5.2. Technical Service Providers

Third-party service providers offering the server, cloud infrastructure, data storage, authentication, notification, security and technical maintenance services required for FotoPicks to provide its services may be used. This data sharing is limited strictly to the scope necessary to provide the service.

5.3. Authorized Public Institutions and Organizations

Personal data may be shared in line with lawful requests from public institutions and organizations authorized by law.

6. How Long Is Data Retained?

Personal data is retained for as long as required by the purposes of processing, taking into account the retention periods stipulated in applicable legislation.

Photo and video content may be kept in the systems for as long as required by the relevant event and service.

Session, device, security, and error records are retained for as long as required by the purposes of security and service continuity; when these purposes end, they are deleted or anonymized. Records to be deleted are reviewed once a year.

When the retention period ends, data is deleted, destroyed, or anonymized in accordance with applicable legislation. Records that must be legally retained may be kept for the relevant legal retention periods.

7. Data Security

FotoPicks strives to take appropriate technical and administrative measures to protect personal data against unauthorized access, loss, misuse, alteration, or unlawful disclosure.

In this scope:

  • Access authorizations
  • Authentication mechanisms
  • Authorization controls
  • Secure communication protocols
  • Logging and security records
  • Server and application security
  • Technical controls preventing unauthorized access

may be used. However, no data transmission over the internet can be guaranteed to be absolutely secure.

8. Personal Data of Children

Photos and videos of children may be uploaded to the system as part of FotoPicks's areas of use.

Special care is given to protecting the rights of children and related individuals when processing content involving children.

The person or institution that uploads the relevant event or content to the system is responsible for ensuring that the necessary permission, authorization or legal basis exists for uploading and sharing such content with the relevant individuals.

9. User Responsibilities

Users are responsible for ensuring that the information they provide to FotoPicks is accurate and up to date.

Users must:

  • Not attempt to access other people's accounts without permission
  • Not access photos or videos they are not authorized to view
  • Not share their access information with others without permission
  • Not take actions that would jeopardize the security of the system
  • Not use the service for unlawful purposes

10. Cookies

Cookies or similar technologies may be used on the FotoPicks website to operate the service, ensure security, remember user preferences, and carry out necessary technical processes.

Detailed information about the types and purposes of the cookies used may also be found in the Cookie Policy.

11. Third-Party Websites and Services

There may be links to third-party websites or services within FotoPicks's services.

These third-party services may have their own privacy policies and terms of use. FotoPicks is not responsible for the data processing practices of third parties outside its own control.

12. Legal Basis

Personal data is processed based on the legal grounds stipulated in applicable personal data protection legislation.

Depending on the nature of the processing activity, legal grounds such as the establishment of a contract, fulfillment of a legal obligation, legitimate interest, or explicit consent may apply.

13. Your Rights Under KVKK

Under Law No. 6698 on the Protection of Personal Data ("KVKK"), you have the rights stipulated in the legislation with respect to your personal data, including the right to:

  • Learn whether your personal data is being processed
  • Request information about it if it has been processed
  • Learn the purpose of processing and whether it is used in accordance with that purpose
  • Know the third parties, domestic or abroad, to whom personal data is transferred
  • Request correction of incomplete or incorrectly processed data
  • Request deletion of personal data where the legal conditions are met
  • Request that any correction or deletion be notified to third parties to whom the data has been transferred
  • Object to the exclusively automated analysis of processed data
  • Request compensation for damages suffered due to unlawful processing of data

14. Requests and Contact

You can submit your requests regarding your personal data to FotoPicks through our contact channels.

Requests are evaluated in accordance with the procedures and principles set out in Law No. 6698 and related legislation.

15. Changes to This Privacy Policy

FotoPicks may update this Privacy Policy due to changes in its services or in applicable legislation.

The updated policy takes effect from the date it is published on the website.

16. Effective Date

This Privacy Policy took effect on August 26, 2026.

Last Updated: August 26, 2026