How your documents are handled

An immigration file is one of the most revealing document sets a person ever assembles: parentage, health, criminal record, finances, family history. This page sets out how we handle it.

The rule that overrides the rest

No client document is uploaded to a free machine translation or online assistant service. This is not a stylistic preference about method; it is a working rule. Putting a medical report or a criminal record extract into such a service transfers personal data outside any agreed framework, with no control over retention or reuse. The rule applies to everyone working on a file, including freelance translators, who commit to it in writing.

Specially protected categories

Turkish data protection law treats some information as requiring stricter handling: medical reports and prescriptions, criminal record extracts, court decisions touching private life. These are stored encrypted, accessible only to the people assigned to the file, and deleted at the end of the retention period. See sensitive data.

Who sees what

• The translator assigned to the file, and the person who reviews it.
• The person who takes documents to the counters that need them.
• Nobody else. Your documents are never used as examples, samples or demonstration material, anonymised or not.

What we never ask for

Portal passwords, banking credentials, email access. Acting on your behalf is arranged by a written power of attorney, not by sharing an account. A request to the contrary — from anyone — should be treated as a warning sign.

Retention and deletion

Files are kept for as long as the case and our accounting obligations require, then deleted. An early deletion request is processed and confirmed, subject to those obligations.

What we do keep

A minimal record: which documents, dates, which counters, apostille reference numbers. Not the content — the references. It is what allows a chain to be reconstructed quickly if an envelope is lost, or if an authority questions a document months later.

Sending documents to us

Use the site form or a channel agreed with you. Avoid public file-sharing links without a password, and do not send sensitive documents into a group conversation: the common risk is not interception but accidental distribution.

Shipping is a transfer too

Sending a document abroad moves personal data across a border. It happens only where the file requires it, under the framework described on transfers outside Türkiye. Your rights and how to exercise them are on data protection.

Documents about other people

Immigration files routinely contain information about relatives, employers and medical practitioners who never asked to be involved. Those details are rendered faithfully because the document requires it, and they are never used for anything beyond the file they belong to. If you are submitting a document concerning a third party — a parent’s record, a former employer’s letter — the same handling rules apply to it as to your own.