Privacy Policy and Cookie Notice

1. Data Controller

This notice is prepared, under applicable Turkish data protection law (Law No. 6698, "KVKK") and in line with GDPR principles, by Kürşat Kutay, operating as a sole proprietorship under the Koby Soft brand ("we"), as data controller for this website. Address: Antalya, Türkiye. Contact: info@kobysoft.app.

2. Scope

This notice applies only to the vetflowclinic.com website. Conversations you have with the VetFlow assistant as a pet owner on a veterinary clinic's own website are outside the scope of this notice; those conversations are governed by that clinic's own privacy policy and by separate data processing agreements between VetFlow and its clinic customers, are hosted on servers in the EU (Amsterdam), and are kept in strict separation per clinic. For questions about those conversations, please contact the relevant clinic directly.

3. What Personal Data We Process

• Contact and correspondence: when you fill out our contact form, your full name, email address, your message, and your phone number if you choose to share one. If you contact us by email, whatever information you share through that channel.
• Technical logs: our hosting provider automatically keeps your IP address, browser type, and visit time in server logs for security and reliable operation.
• Your cookie preference: a necessary cookie is used to remember your choice in your browser. Our site does not currently use analytics cookies; if any are added in the future, they will only be enabled with your explicit consent.

Please avoid entering special categories of personal data, such as health information, in our forms.

4. Purposes of Processing

• Responding to your messages, providing information about our products and services, and keeping a record of correspondence.
• Keeping the site secure and operational.

We do not use your data for advertising, profiling, or marketing purposes, we do not sell it, and we do not use social media tracking code.

5. Collection Method and Legal Basis

Your data is collected electronically, directly from you (form or email). Our legal bases: your explicit consent for the contact form; the establishment or performance of a contract for contacting you at your request; and our legitimate interest in keeping the site secure and maintaining correspondence records. You may withdraw your consent at any time; this does not affect processing carried out before the withdrawal.

6. Data Transfers

We do not sell your data. We only share it, to the extent necessary, with service providers acting on our behalf to run the site and our email:

• Vercel Inc. (hosting)
• Migadu (email hosting)

Because these providers' servers may be located outside Türkiye, your data may be transferred abroad. Such transfers rely on your explicit consent, or on the existence of adequate protection or appropriate safeguards. Data may be shared with competent authorities where legally required.

7. Cookies

A cookie is a small text file that the site you visit stores in your browser. Our site currently uses only a necessary cookie to remember your cookie preference; it does not use analytics or marketing cookies.

If analytics cookies are added in the future, they will only be enabled with your explicit consent via the Cookie settings link at the bottom of the page. You can change your preference at any time, or delete cookies from your browser settings.

8. Retention Period

Correspondence is kept for 24 months from the last contact. Server logs are kept for our hosting provider's standard retention period. At the end of these periods, your data is deleted, destroyed, or anonymized.

9. Your Rights

• Learning whether your personal data is being processed, and requesting information if so
• Learning the purpose of processing and whether it is used consistently with that purpose
• Knowing the third parties, domestic or abroad, to whom your data has been transferred
• Requesting correction if your data has been processed incompletely or incorrectly
• Requesting deletion or destruction of your data, and requesting that such actions be communicated to third parties it was transferred to
• Objecting to a result that is to your detriment arising from the analysis of your data exclusively through automated systems
• Requesting compensation for damages arising from unlawful processing

10. Requests and Complaints

For requests regarding your rights, you may write to info@kobysoft.app. We may ask for information needed to verify your identity. We respond to your request within 30 days at the latest. If you are not satisfied with our response, you may file a complaint with the competent data protection authority.

11. Changes

We update this notice as needed. The current version is always published on this page with its "Last updated" date.