Data Protection

1. Introduction

The Ministry of Foreign Affairs of the Turkish Republic of Northern Cyprus (TRNC) attaches great importance to the protection of personal data in all activities carried out within its mandate and areas of responsibility. In this context, the protection and lawful processing of the personal data of our citizens, foreign nationals, Ministry staff, representatives of partner institutions, visitors and users of our website is among our key priorities.

This notice aims to provide a general overview of the purposes for which personal data are processed by the Ministry, the methods by which they are collected, the legal bases for processing and the rights of data subjects.

2. Legal Basis and Fundamental Principles

Our personal data processing activities are conducted in accordance with the legislation in force in the TRNC on the protection of personal data and other relevant regulations.

In processing personal data, the Ministry acts in line with the following principles:

• Lawfulness and fairness,

• Accuracy and, where necessary, keeping data up to date,

• Processing for specified, explicit and legitimate purposes,

• Being relevant, limited and proportionate to the purposes of processing,

• Retention for the period prescribed by the applicable legislation or required for the purposes of processing.

3. Scope and Categories of Personal Data Processed

Within the scope of its mandate, the Ministry may process personal data in connection with:

• Consular and diplomatic services,

• Applications, petitions and complaint procedures,

• Organisation of meetings, visits and events,

• Official correspondence and communication,

• Use of the website, electronic applications and contact forms,

• Human resources and administrative procedures.

In this framework, identification and contact details, transaction and request information, travel and appointment data, limited visual and audio records, security-related records within Ministry premises (entry–exit logs, CCTV records, etc.) and similar personal data may be processed in compliance with the relevant legislation.

4. Purposes of Processing Personal Data

The Ministry processes personal data in particular for the following purposes:

• Carrying out foreign affairs and consular services,

• Handling procedures relating to TRNC citizens and foreign diplomatic representations,

• Conducting official correspondence and notifications,

• Planning and coordinating diplomatic meetings, visits and events,

• Implementing institutional communication activities,

• Ensuring the security of Ministry premises and IT infrastructure,

• Fulfilling legal obligations arising from applicable legislation.

Personal data are not used for purposes other than those for which they were collected. Where a new purpose arises, the necessary information and/or consent procedures, as required by law, are followed.

5. Methods of Collection and Legal Grounds

Your personal data may be collected through:

• Consular and application forms,

• Written submissions and petitions,

• Electronic forms and e-mail communications,

• Face-to-face meetings, telephone calls and other communication channels,

• Security practices and CCTV systems in Ministry premises,

• Official correspondence and protocol procedures.

Data may be collected wholly or partly by automated means, or, where part of a data recording system, by non-automated means.

In doing so, the Ministry relies on legal grounds such as:

• Explicit provision in the law,

• Necessity for the establishment, exercise or protection of a right,

• Necessity for the fulfilment of a legal obligation,

• Necessity for legitimate interests, provided that fundamental rights and freedoms are not harmed.

Where required, your explicit consent is also obtained.

6. Transfer of Personal Data

Your personal data may be transferred, only where necessary and in accordance with the applicable legislation, to:

• Competent public authorities and institutions in the TRNC,

• Foreign diplomatic missions and relevant international organisations, where a valid legal basis exists,

• Judicial authorities and other competent bodies.

Such transfers are carried out with due regard to data security and with the necessary technical and organisational measures in place.

7. Data Security and Measures Taken

The Ministry is responsible for taking the necessary technical and organisational measures to prevent unlawful processing, unauthorised access or disclosure of personal data and to ensure their secure storage. In this context, current security measures are implemented for our IT systems, access rights are restricted based on duties and needs, and awareness-raising activities are carried out for our staff on data protection.

8. Rights of Data Subjects and Requests

Individuals whose personal data are processed have, under the applicable legislation, the right to:

• Learn whether their personal data are being processed,

• Request information if their personal data have been processed,

• Learn the purpose of processing and whether personal data are used in line with that purpose,

• Request correction or updating of their personal data where necessary,

• Request deletion or destruction of personal data under the conditions set out in the legislation,

• Lodge a complaint with the competent authorities if they believe that their data have been processed unlawfully.

You may submit your requests relating to these rights through the official communication channels of the Ministry. Your applications will be evaluated in accordance with the relevant legislation and you will be informed within a reasonable period.

9. Updates

This notice may be revised from time to time to reflect changes in legislation or updates in institutional practices. The latest version will always be available on the official website of the Ministry.