Records Access Privacy Notice

Data controller

The data controller for the Records access system is u47gur. Questions and requests concerning personal data may be sent to [email protected].

Data collected

The system processes the full name, email address and reason provided in an access request. It may also process limited technical and security information, including hashed IP address and user-agent information, email verification events, access decisions and access-session records.

Purposes of processing

Personal data is processed to verify the requester’s email address, evaluate access requests, issue and manage limited access permissions, prevent misuse, maintain system security and record actions relevant to the integrity of the access process.

Legal basis

Personal data is processed where necessary for the legitimate interests of operating a secure and controlled records-access system, provided that these interests do not override the fundamental rights and freedoms of the requester.

Recipients and service providers

Personal data is not sold or used for advertising. It may be processed, only where necessary, by hosting, infrastructure and email service providers used to operate and secure the website. Information may also be disclosed where required by law.

Retention

Unverified and rejected requests are retained for up to 30 days. Approved requests and their associated access records are retained for up to 90 days. Security and audit records may be retained for up to one year. Records may be retained longer where required to establish, exercise or defend a legal claim.

Security

Submitted names, email addresses and reasons are stored in encrypted form. Access codes, session identifiers and technical identifiers are stored using one-way hashing or comparable security measures where applicable.

Your rights

You may contact [email protected] to ask whether your personal data is processed; request information about its processing; request correction, deletion or destruction where applicable; object to certain processing outcomes; and exercise the other rights available under Article 11 of Law No. 6698.

Updates

This notice may be updated when the Records system, its service providers or applicable legal requirements change.