Privacy Policy

Data Controller

Partner Roster is an independently operated business platform based in Türkiye. Privacy questions and requests: support@partnerroster.com.

Scope

This policy applies to buyers, members of partner teams and visitors of the Partner Roster website and mobile apps. Partner companies decide independently how they use the buyer details they receive through the platform after accepting a meeting request, and are responsible for that use as separate controllers. Third-party websites and services that we link to are governed by their own privacy notices.

Account and Contact Data

Name, business e-mail, password, job title, phone number, optional profile photo, language and organisation role. Buyer and partner registration require a phone number. For invitations or member account setup, a colleague supplies the relevant account details.

Company and SAP Environment Data

Your company's name, website, size and industry, and your SAP environment, such as versions, modules and integration needs. For partner organisations we also process verification evidence about the company, its domain and its authorised person, and billing details (legal name, postal address, tax ID and tax office), which may be personal data in the case of sole proprietors.

Meetings, Messages and Marketplace Activity

Meeting requests and their details (intent, product, preferred times and notes), platform messages, meeting outcomes, no-show reports, disputes and the evidence uploaded for them, reviews and partner responses, opportunities, and the favourites, comparisons, saved searches and followed partners you create.

Payment and Wallet Data

Where paid services are enabled, purchase references, credit balances and transaction records are processed to deliver services, reconcile balances and handle issues. Payment details entered with a payment service follow that provider’s applicable notice.

Technical and Security Data

Sign-in and security records (including IP address, browser and device information), session data, push notification tokens of devices on which you enable notifications, notification preferences and error reports from our applications.

Usage Analytics

Optional browser analytics measures views, searches, filters and sponsored clicks only after you opt in. Account actions, including favourites, comparisons and meeting requests, also produce user-linked usage records for product and conversion reporting. Rejecting browser analytics does not stop these records or service, financial and security records. User- or session-linked records are not anonymous.

Required and Optional Data

Required fields are marked in each form; without them the relevant registration or feature cannot be completed. Optional fields and browser analytics are separate from account activity records.

Providing the Service

We use account, organisation, meeting, message and technical data to provide the services you request. Contractual necessity applies where this processing is needed for a contract with you; necessary organisation-member processing is assessed under legitimate interests below.

Legal Obligations

Invoices, financial records and audit evidence are retained, and authority requests answered, where applicable law requires it. This basis applies to EU or Member State duties under EU GDPR, UK duties under UK GDPR, and Turkish duties under KVKK.

Legitimate Interests

Where the conditions for legitimate interests are met, necessary records are used for security, abuse prevention, professional relationships, legal claims and product-performance reporting. This includes user- or session-linked usage statistics. Contact support to ask about the processing or exercise an applicable objection right.

Consent

Optional analytics cookies and marketing communications rely on consent. You can withdraw consent without affecting earlier lawful processing. Browser analytics is controlled through cookie settings; contact support about marketing consent.

Service and Marketing Communications

We send service notices about account security, meetings and wallet activity. Profile settings control the available notification topics and channels. Security and wallet topics cannot be disabled individually.

How We Collect Data

Information comes from you, authorised organisation members, your interactions and relevant service providers through the website, applications, communications and integrations. A colleague may supply your details to invite you.

Between Buyers and Partners

Before acceptance, a vendor sees a limited request summary. After successful acceptance and the required credit hold, authorised vendor members may see the buyer’s name, company, role, industry, SAP environment details and request notes as relevant. Standard meeting-detail fields do not disclose the buyer’s email or telephone number. Information included in free text, attachments or external meeting tools can nevertheless be visible to participants. Public profiles, listings, media and published review content are visible to their intended audience; the review display does not name the reviewer or their company.

Within Your Organisation

Members of your buyer team or partner organisation see the data that their role permits, for example meetings, opportunities, wallet activity and the organisation's audit log.

Service Providers

We use providers for application/database hosting, frontend delivery and network protection, file storage, email delivery, error monitoring, meeting tools and, where enabled, payment services. They receive information needed for the relevant service under applicable contractual arrangements. Some also process information for independent legal or security purposes. Contact support for information about the providers relevant to your use.

Authorities and Legal Requirements

Necessary data may be shared with courts, authorities and professional advisers to meet legal duties or handle legal claims.

Requested business interactions

A requested business interaction can disclose buyer information to the selected vendor as described above. Regional rules on disclosure, advertising, sale or sharing and associated choices depend on the applicable law and activity. Contact support to ask about a disclosure or exercise an applicable objection or opt-out right.

Information may be processed outside your country because Partner Roster is operated from Türkiye and uses international infrastructure providers. Processing locations and provider roles depend on the services used. Contact support@partnerroster.com to request information about the locations, applicable transfer arrangements and available safeguards relevant to your information.

Principles

We keep personal data only as long as necessary for the purposes described in this policy or as required by law. Account data is kept while your account is active. Data subject to a legal hold is kept until the hold is lifted.

Retention Periods

Messages and internal notes: 3 years. Meeting and opportunity records: 5 years after closing, then anonymised. Reviews and moderation records: 5 years after last activity, then anonymised. Notifications: 1 year. Activity history: sign-ins 12 months, other entries 24 months. Expired or declined invitations: 90 days. Raw analytics: 24 months. User- or session-linked usage summaries are retained separately without automatic expiry. Wallet, financial and audit records, including sign-in security records: 10 years.

Account Closure

Account closure blocks access and is separate from erasure. Closed buyer profiles and personal data are retained for 7 years under the current schedule, with restricted access, then anonymised. Data without a continuing lawful purpose or subject to an applicable erasure requirement is removed earlier; legal holds can affect disposal. Partner organisations have a 30-day export window. Their closure does not close every member account or erase every record.

Rules can automatically expire requests, settle undisputed meetings or restrict future bookings based on attendance events. Use an available appeal feature or contact support to request human review of a disputed outcome. Search ranking considers relevance and listing completeness; sponsored placements are labelled separately.

EU/EEA and UK GDPR

Where the EU or UK GDPR applies, you may request access, rectification, erasure, restriction or portability and object or withdraw consent, subject to the conditions of those rights. You may complain to the competent supervisory authority.

Under KVKK (Article 11)

You have the right to learn whether your personal data is processed and to request information about it; to learn the purpose of the processing and whether the data is used in line with it; to know the third parties in Türkiye or abroad to whom it is transferred; to request rectification of incomplete or inaccurate data and its erasure or destruction under KVKK art. 7, and to have these actions notified to the recipients; to object to a result against you that arises exclusively from automated analysis; and to claim compensation for damage caused by unlawful processing. If your application is rejected, our answer is insufficient or we do not answer in time, you can lodge a complaint with the Personal Data Protection Board.

Regional rights

Depending on applicable law, United States users may have access, correction, deletion, appeal or advertising/sale/sharing opt-out rights. Canadian federal or provincial rules may require meaningful information and choices about collection, use and disclosure. Brazilian users may have applicable LGPD rights. Contact support to exercise a right or ask about your region; rights, exceptions and deadlines depend on the applicable law and activity. We do not unlawfully discriminate against you for exercising a right.

How to Exercise Your Rights

Send privacy requests to support@partnerroster.com, including if you have no account or cannot access an old address. Using your registered e-mail, where available, helps verification; we may request proportionate proof of identity. Requests are free of charge. EU/UK GDPR responses are normally due within one month; a lawful extension is explained within that month. The KVKK response period is at most 30 days. Available account, export and cookie tools can also be used.

We use browser storage for sign-in, language, consent choices and requested features. Optional browser analytics is off until you enable it. Change your choice below or in the footer; the Cookie Policy lists storage purposes and durations.

We use safeguards appropriate to the risks, including encrypted connections, access controls and security logging. Where legally required, we notify the relevant authority and affected people of a personal-data breach within the applicable deadlines.

Partner Roster is a business platform and is not directed at persons under 18. We do not knowingly collect personal data from children.

The date above identifies this notice. We provide information about changes to data use and seek any additional consent required before starting the relevant new processing.

For privacy questions, information, correction or erasure requests and complaints, contact support@partnerroster.com.