Toprak Networking Ltd – GDPR Compliance Policy

Company Name: Toprak Networking Ltd
Registered Address: 5 Kew Road, Parkshot House, Richmond, England, TW9 2PR, United Kingdom
Company Number: 10266587
Effective Date: 21.07.2023
Last Updated: 30.06.2024

1. Introduction

Toprak Networking Ltd (“the Company”, “we”, “our”, “us”) is committed to protecting the privacy and personal data of all individuals with whom we interact, including clients, business partners, and marketing leads.
This GDPR Compliance Policy outlines how we collect, process, store, and protect personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as well as the EU GDPR where applicable.

We operate primarily in B2B lead generation, marketing, and sales consultancy, which involves collecting and processing contact data for business development and marketing purposes.

2. Scope

This policy applies to:

All data collected and processed by Toprak Networking Ltd in relation to lead generation, marketing, and sales activities.
All employees, contractors, and third parties acting on behalf of Toprak Networking Ltd.
All systems, digital platforms, and tools used for marketing automation, lead management, and client communication.

3. Legal Basis for Processing Data

Toprak Networking Ltd processes personal data under the following lawful bases as defined in Article 6(1) of the GDPR:

Legitimate Interest (Art. 6(1)(f)) – when processing is necessary for business networking, marketing, and B2B communication where it does not override individual privacy rights.
Consent (Art. 6(1)(a)) – for marketing emails, newsletters, and promotional campaigns where individuals or businesses have opted in.
Contractual Necessity (Art. 6(1)(b)) – when data processing is required to perform or prepare a contract with a client.
Legal Obligation (Art. 6(1)(c)) – when processing is necessary to comply with tax, accounting, or legal record-keeping requirements.

4. Data We Collect

We collect and process the following types of data:

4.1 Lead Generation Data

Full name
Job title and company name
Business email address
Business phone number
LinkedIn or business social media profiles
Company website and industry sector

4.2 Client and Partner Data

Company registration details
Business contact information
Contractual and billing information
Communication records

4.3 Marketing and Website Data

IP addresses and cookie identifiers (via website or ads)
Analytics data (Google Analytics, Meta Ads, LinkedIn Ads, etc.)
Consent records for marketing communications

5. Data Collection Methods

We collect personal data from:

Website contact forms and newsletter subscriptions
B2B networking platforms (e.g., LinkedIn)
Event registrations and networking conferences
Publicly available business directories and professional listings
Partner referrals and client databases (where lawful data sharing agreements exist)

6. Data Usage

Personal data is used for the following purposes:

Building and managing professional B2B relationships
Providing marketing and lead generation services
Sending relevant offers, updates, or event invitations
Conducting analytics and performance tracking
Contract management, invoicing, and record-keeping
Ensuring compliance with legal and regulatory obligations

We do not sell personal data to third parties.

7. Data Sharing and Third Parties

We may share data only with:

Trusted service providers (e.g., CRM, email marketing, analytics, and cloud hosting platforms)
Business partners and subcontractors under data processing agreements
Legal and accounting advisors where required by law

All third-party processors are GDPR-compliant and operate under a Data Processing Agreement (DPA) with Toprak Networking Ltd.

8. Data Retention

Lead data is retained for up to 24 months from the last meaningful interaction unless consent is withdrawn earlier.
Client and contractual data are retained for 6 years in accordance with UK accounting regulations.
Marketing opt-in data is retained until consent is withdrawn.
Website analytics data is retained for 12 months.

After the retention period, data is securely deleted or anonymised.

9. Data Subject Rights

Under GDPR, individuals have the right to:

Access – Request a copy of their personal data held by us.
Rectification – Request correction of inaccurate or incomplete data.
Erasure (“Right to be Forgotten”) – Request deletion of their data where applicable.
Restriction of Processing – Request limited processing of their data.
Data Portability – Receive their data in a structured, machine-readable format.
Objection – Object to processing based on legitimate interest or direct marketing.
Withdraw Consent – Withdraw consent at any time for marketing communications.

Requests can be made by emailing privacy@topraknetworking.co.uk (or your chosen email).

We will respond to all requests within 30 calendar days.

10. Data Security

Toprak Networking Ltd ensures appropriate technical and organisational measures to protect data, including:

Secure cloud storage with access controls
Encrypted communication channels (SSL/TLS)
Regular password and access audits
Limited employee access on a need-to-know basis
Data backup and recovery systems
GDPR-compliant CRM and email tools

11. International Data Transfers

If data is transferred outside the UK or EEA, we ensure that:

Transfers are made only to countries with adequate data protection standards, or
We use Standard Contractual Clauses (SCCs) approved by the UK ICO or EU Commission.

12. Cookies and Tracking

Our website may use cookies and similar technologies to:

Improve user experience
Analyse traffic and engagement
Personalise marketing communications

Users can manage or disable cookies through their browser settings at any time.

A separate Cookie Policy is available on our website.

13. Data Breach Policy

In the event of a personal data breach:

The Data Protection Officer (DPO) will assess and log the incident.
Affected individuals and the Information Commissioner’s Office (ICO) will be notified within 72 hours if the breach poses a risk to personal rights and freedoms.
Corrective actions will be taken to prevent future occurrences.

14. Data Protection Officer (DPO)

Name: Data Protection Officer
Email: privacy@topraknetworking.co.uk
Address: 5 Kew Road, Parkshot House, Richmond, England, TW9 2PR, United Kingdom

The DPO oversees compliance with data protection laws and handles all privacy-related inquiries.

15. Updates to This Policy

This policy will be reviewed annually and updated as required to reflect changes in legislation, business operations, or data processing practices.
The latest version will always be available on our official website.

16. Complaints

If you believe that your data has been processed unlawfully, you have the right to lodge a complaint with:

Information Commissioner’s Office (ICO)
Website: www.ico.org.uk
Helpline: 0303 123 1113

Approval

Approved by: Emre Toprak
Position: Director, Toprak Networking Ltd
Date: 30.06.2024