This Project Applicants Privacy Notice explains how AD1 FILM processes personal data and application materials submitted through the Project Review Form.
This Notice concerns the processing of application-related personal data. The conditions governing the review of projects and submitted materials are addressed separately in the Project Submission and Review Terms.
1. Data Controller
The data controller is AD1 FİLM PRODÜKSİYON TİCARET ANONİM ŞİRKETİ (“AD1 FILM” or the “Company”).
Current corporate and registered-office information is available on the Legal Notice and Company Information page.
2. Scope of This Notice
This Notice applies to persons who submit a project, enquiry, proposal or related material through the Project Review Form, including filmmakers, producers, production partners, rights holders, authorised representatives and persons acting for companies or organisations.
The Project Review Form is intended for persons who are at least eighteen years old. A person submitting information on behalf of a company, organisation, project team or rights holder should be duly authorised to do so.
3. Personal Data That May Be Processed
Depending on the content of the application, the following categories of personal data may be processed:
- Identity and contact information: full name, professional role, country, city, email address, telephone or WhatsApp number, website, IMDb page or professional profile.
- Professional and organisational information: employer, company or organisation, project role, professional background and relationship with the project.
- Project information: project title, format, production country, language, genre, runtime, production stage, filming locations, completion date, logline, synopsis, creative approach and objectives.
- Production and financing information: budget, financing status, production period, attached team members, producers, partners, funders, proposed collaboration structure and the contribution requested from AD1 FILM.
- Documents and materials: screenplays, treatments, pitch decks, lookbooks, budgets, finance plans, schedules, biographies, screeners, trailers, electronic press kits, posters, stills, subtitles, technical information, festival history and rights or availability information.
- Communication records: application notes, correspondence, follow-up questions, meeting records and information provided during the review process.
- Declarations and confirmations: statements concerning ownership, control, authority to submit materials and acceptance of the applicable submission conditions.
- Technical and security information: IP address, submission date and time, browser and device information, form records, security-verification information and technical logs.
4. Personal Data of Other Persons
Project materials may contain information relating to directors, writers, producers, actors, crew members, rights holders, investors, partners or other persons connected with the project.
The applicant should submit only information that is relevant to the review and that the applicant is authorised to share with AD1 FILM.
Applicants are requested not to submit identity documents, home addresses, medical information, criminal records, financial-account credentials or other sensitive or unnecessary personal information unless AD1 FILM has specifically requested the relevant information in writing and an appropriate legal basis has been confirmed.
5. Purposes of Processing
Personal data may be processed for the following purposes:
- Receiving, recording and administering the project application;
- Checking whether the required information, links and materials are complete and accessible;
- Confirming the applicant’s role, authority and proposed relationship with the project;
- Reviewing the project’s stage, objectives, needs, available materials and proposed role for AD1 FILM;
- Assessing whether there is an appropriate route for development, production, co-production, production services, festival strategy, marketing, distribution or another requested service;
- Contacting the applicant, requesting further information or arranging a meeting where appropriate;
- Preparing an internal assessment, proposed scope, written proposal or next-step communication;
- Managing potential pre-contractual discussions and, where a collaboration proceeds, preparing the relevant documentation;
- Maintaining the security, integrity and technical operation of the application system;
- Establishing, exercising or protecting the legal rights of AD1 FILM, the applicant or relevant third parties;
- Complying with applicable legal obligations and requests from legally authorised authorities.
Application data is not used to send general advertising or promotional messages unless a separate, optional and legally valid marketing permission is obtained.
6. Collection Methods
Personal data is collected electronically when the applicant completes the Project Review Form, uploads materials, provides private links, submits declarations or communicates with AD1 FILM during the review process.
Application information and uploaded files are recorded within the Company’s WordPress-based application system. Relevant technical and security data may also be collected through the hosting infrastructure, Cloudflare and security-verification services used by the websites.
7. Legal Grounds
Personal data may be processed under Article 5 of the Turkish Personal Data Protection Law where processing:
- is directly related to the establishment or performance of a potential contractual relationship and is necessary for processing personal data belonging to the relevant parties;
- is necessary for the Company to comply with a legal obligation;
- is necessary for the establishment, exercise or protection of a right; or
- is necessary for the legitimate interests of the Company, provided that the fundamental rights and freedoms of the data subject are not adversely affected.
The Project Applicants Privacy Notice is provided for information. Applicants are not asked to approve or consent to the contents of this Notice.
Where a separate activity legally requires explicit consent, the relevant choice will be presented separately, clearly and on an optional basis.
8. Internal Access and Recipients
Access to project applications within AD1 FILM is currently limited to the authorised website administrator and persons who are expressly authorised to manage the relevant application or legal process.
Application contents are not shared with investors, production partners, external consultants, sales agents, distributors or other third parties for substantive project review unless the applicant is informed and an appropriate legal basis, authorisation or separate written arrangement has been established.
Personal data may be disclosed, to the extent necessary for the relevant purpose, to:
- hosting, infrastructure, security and technical-service providers;
- professional advisers where legal, accounting, technical or information-security support is necessary;
- courts, administrative authorities and other legally authorised public bodies where disclosure is required by law or necessary for the protection of rights.
9. Transfers Outside Türkiye
The WordPress hosting infrastructure used to receive and store project applications is located in Germany. Application information and uploaded materials are therefore stored and processed outside Türkiye.
Cloudflare, Google reCAPTCHA and other technical providers used for website security or infrastructure may also process data outside Türkiye or make data accessible from outside Türkiye.
Transfers outside Türkiye are carried out only where a lawful transfer condition exists and, where required, an appropriate safeguard or another legally recognised transfer mechanism has been established in accordance with Article 9 of the Turkish Personal Data Protection Law.
AD1 FILM does not transfer project materials to foreign production partners, investors, consultants or other substantive reviewers merely because a project has been submitted. Any such review or disclosure requires a separate assessment and an appropriate legal basis or written arrangement.
10. Retention Periods
Applications that are incomplete, withdrawn, declined or closed without progressing to a further working relationship are ordinarily retained for no longer than 180 days after the review process is closed.
Where an application proceeds to meetings, commercial discussions, proposal preparation or contractual negotiations, relevant information may be retained for the duration of that process and for the additional period reasonably necessary to document communications and establish, exercise or protect legal rights.
Where a collaboration or service relationship is established, relevant information is transferred to the appropriate project, contract, finance or legal file and retained in accordance with the applicable contractual and statutory requirements.
Technical and security records may be retained separately for the period necessary to investigate security events, maintain system integrity and protect legal rights.
Personal data is deleted, destroyed or anonymised when the relevant processing purpose and applicable retention requirement have ended.
11. Security of Application Materials
AD1 FILM applies appropriate technical and organisational measures designed to protect application information and uploaded materials against unauthorised access, alteration, loss or unlawful use.
These measures may include access restrictions, administrator controls, software and security updates, traffic protection, technical logging, backup controls and management of authorised infrastructure providers.
Applicants should use private links for screeners and large folders, apply suitable access controls and avoid including unnecessary personal data in project documents.
12. Automated Decision-Making
The Project Review Form does not automatically accept, reject, finance or approve a project.
Project-review decisions are not made solely through automated processing. Any potential working route is assessed and confirmed separately by authorised persons within AD1 FILM.
13. Rights of Data Subjects
Under Article 11 of the Turkish Personal Data Protection Law No. 6698, data subjects may request:
- confirmation of whether their personal data is processed;
- information about processing where personal data has been processed;
- information about the purpose of processing and whether data is used consistently with that purpose;
- information about third parties to whom personal data has been transferred in Türkiye or abroad;
- correction of incomplete or inaccurate personal data;
- deletion or destruction of personal data where the applicable conditions are met;
- notification of relevant correction, deletion or destruction operations to recipients;
- objection to a result arising against the person through processing exclusively by automated systems; and
- compensation where damage has resulted from unlawful processing.
Application methods and the information required for a valid request are explained on the Data Subject Request Form page.
14. Changes to This Notice
This Notice may be updated following changes to the Project Review Form, processing activities, infrastructure, service providers, retention practices or applicable legal requirements.
The current version becomes effective when published on this page.
15. Applicable Law, Jurisdiction and Language
This Notice is governed by the laws of the Republic of Türkiye, including the Turkish Personal Data Protection Law No. 6698.
Mandatory application and complaint rights before the Turkish Personal Data Protection Authority and other legally competent authorities are reserved.
For disputes not subject to a mandatory authority or mandatory venue, the Courts and Enforcement Offices of Antalya, Türkiye shall have jurisdiction.
In the event of any difference or inconsistency between the Turkish and English versions of this Notice, the Turkish version shall prevail.