KVKK & ISMS Software

Manage KVKK Compliance with Central Software, Not Excel Files

Compliance with KVKK, the Turkish personal data protection law, is not a one-off consultancy or document preparation exercise.

An organization's;

• Personal data processed,
• Data processing purposes,
• Data subjects,
• Data transfer processes,
• Retention periods,
• Legal bases,
• Technical and administrative measures,
• Risks,
• Actions,
• Policies and procedures

can change continuously over time.

Bringing new software into service, hiring new staff, working with a new supplier or starting a new data processing activity can affect the existing KVKK inventory directly.

Rather than tracking KVKK processes with static Excel tables, therefore, running them through central and sustainable KVKK management software offers a significant operational advantage.

BewareOn is a KVKK process management platform developed to help manage KVKK processes sustainably. The product is developed by Seytek Bilişim Teknolojileri.

What Is KVKK Management Software?

KVKK management software is the GRC and data protection technology helping organizations record and update their personal data processing activity centrally and track compliance processes.

The core purpose is to make the;

Personal Data → Business Process → Data Subject → Processing Purpose → Legal Basis → Transfer → Retention → Security Measures

relationship visible.

This approach takes an organization's KVKK processes out of being a structure consisting of documents alone and turns them into a manageable business process.

What Is BewareOn?

BewareOn is KVKK process management software aiming for the information gathered from different departments in KVKK processes to be managed centrally and for compliance work to be made sustainable.

In BewareOn's official positioning the core aim is likewise the sustainable management of KVKK and GDPR processes with the correct methodology.

This approach is important particularly at large organizations where different teams such as;

• Legal,
• Information Security,
• Information Technology,
• Human Resources,
• Procurement,
• Marketing,
• Finance,
• Internal Audit

contribute to the same KVKK processes.

Personal Data Inventory Management

One of the core components of KVKK compliance is the Personal Data Processing Inventory.

It is necessary to determine;

Which personal data? For what purpose? On what legal basis? From whom? On which system? For how long? Transferred to whom?

the organization processes.

With BewareOn this information is managed within a central structure so keeping the personal data inventory current becomes easier.

Per-Department Data Inventory

Personal data is not held in the Human Resources department alone.

For example:

Human Resources

• Identity information
• Contact information
• Personnel records
• Financial information

Sales

• Customer information
• Contact information
• Quote and contract data

IT

• User accounts
• Log records
• IP addresses
• Access records

Physical Security

• Camera footage
• Visitor records

With BewareOn, data is collected from departments so the corporate data processing inventory can be built centrally and kept current.

Management of Data Processing Purposes

Not only which category personal data falls into but why it is processed is important.

For example;

Identity Information → Performance of the Employment Contract

or;

Contact Information → Maintaining Customer Communication

purpose relationships of this kind can be established.

This structure makes the inventory more meaningful both legally and operationally.

Legal Bases for Data Processing

Every personal data processing activity needs relating to an appropriate legal basis.

In process management, therefore, it is important that the;

Data Category + Processing Purpose + Legal Basis

relationship is checked regularly.

Central KVKK process management solutions such as BewareOn help keep these relationships on record.

Data Subject Groups

The groups of people whose personal data an organization processes can differ.

For example;

• Employee
• Job applicant
• Customer
• Prospective customer
• Supplier employee
• Visitor
• Intern
• Business partner

different data subject categories of this kind can be built.

This structure allows data processing activity to be analyzed in a more organized way.

Data Transfer Management

Personal data may not stay inside the organization.

For example;

Company → Payroll Firm

or;

Company → Cloud Service Provider

transfer processes of this kind can be present.

In KVKK process management software it is important that;

To whom? For what purpose? With which data categories?

personal data is transferred is visible.

Cross-Border Data Transfer

With the spread of cloud and SaaS use, transferring data abroad has become separately critical.

The use of Microsoft 365, CRM, cloud platforms and different SaaS solutions can affect data transfer assessments.

Organizations therefore need to make the;

Data Source → Service Provider → Data Location → Transfer Process

relationship visible.

BewareOn can be positioned to help assessments of this kind be tracked within central KVKK processes.

Retention and Destruction Processes

From a KVKK perspective, holding data indefinitely is not a correct approach.

An appropriate retention period needs determining for each data category and business process.

For example, a lifecycle can be defined in the form of;

Personnel Data → Employment Relationship → Statutory Retention Period → Destruction

this sequence.

KVKK management software makes tracking retention and destruction processes centrally easier.

Data Minimization

Organizations processing only the personal data they genuinely need is one of the core principles of data security.

Holding personal information not needed in a business process for years, for example, can raise both security and compliance risk.

Through the BewareOn inventory, questions such as;

Is this data genuinely necessary? Is it still being processed? Has the retention period expired?

can be assessed.

Tracking Technical and Administrative Measures

KVKK compliance is not merely building an inventory.

Technical and administrative security controls for protecting personal data also need applying.

Among the technical measures can be security technologies such as;

• Firewall
• DLP
• EDR
• PAM
• DAM
• SIEM
• Log management
• MFA
• Data encryption
• Backup

and similar controls.

Among the administrative measures, in turn, can be processes such as;

• Policy
• Procedure
• Training
• Authorization
• Confidentiality agreements
• Supplier controls

and similar work.

BewareOn can help these controls be tracked by relating them to KVKK processes.

Risk Management

Merely listing the gaps identified in KVKK processes is not enough.

Risks need managing in the form of;

Detection → Assessment → Action → Owner → Deadline → Closure

this cycle.

This approach makes the compliance process operationally trackable.

Action Tracking

In an assessment carried out, for example, the finding;

Former employee accounts are not being closed on time

may have been identified.

The action;

Owner: IT Deadline: 30 Days Action: Automating the offboarding procedure

can be tracked in this way.

Using central software helps prevent these actions being lost between Excel files and e-mail.

Preparation for VERBİS Processes

So the information required under VERBİS, the Turkish Data Controllers' Registry, can be prepared correctly, an organization's personal data processing activity needs to be current.

The data inventory and process records built with BewareOn can help VERBİS work be carried out in a more controlled way.

The VERBİS obligation should be assessed separately according to the organization's legal position, however.

Why Must the KVKK Process Be Updated Continuously?

An organization changes continuously.

For example;

A new CRM was bought → New personal data is being processed.

A new supplier arrived → A new data transfer formed.

The organization moved to Microsoft 365 → New cloud processes formed.

A new employee application started → New data categories formed.

A KVKK inventory prepared two years ago may therefore not reflect the current organization.

The real compliance model should therefore be not;

Project → Document → Done

but;

Inventory → Monitoring → Change → Update → Audit → Improvement

this cycle.

KVKK Management with Excel or BewareOn?

At small organizations Excel tables can be used at the start.

As the process grows, however, problems such as;

• Version confusion,
• Collecting information from departments,
• Tracking responsibility,
• Data currency,
• Monitoring actions,
• Reporting,
• Audit trail

can form.

BewareOn's core advantage is that it makes different KVKK processes centrally and sustainably manageable. The vendor likewise emphasizes that the product reduces unnecessary workload and communication problems, making it easier to keep complex processes on record.

Does KVKK Software Replace a Consultant?

No.

KVKK software helps manage the process; it does not remove the legal and technical assessment automatically.

The correct model;

Legal + KVKK Consultancy + Information Security + IT + KVKK Management Software

is for these components to work together.

In the SecureSys approach, therefore, BewareOn is positioned not merely as a software licence but as a management platform integrated into the organization's KVKK processes.

KVKK + DLP + Data Discovery

When the process data BewareOn manages is assessed together with technical security systems, a stronger model can be built.

For example;

BewareOn → Defines which data is personal

Data Discovery → Determines where that data is located

DLP → Prevents it leaving without authorization

DDR → Detects abnormal behavior towards the data

This approach takes KVKK out of being legal documentation alone and relates it to technical data security.

KVKK + DAM

Particularly in estates where personal data is held on database systems, with DAM technologies the questions;

BewareOn → Which data is personal?

DAM → Who is reaching that data?

can be answered together.

KVKK + PAM

The access of privileged system administrators to critical systems holding personal data can be controlled through PAM.

The;

Privilege + Access + Session + Audit

chain can thereby be built.

KVKK + SIEM/SOC

Technical data security events can be monitored continuously by SIEM and the SOC.

For example;

System Holding Personal Data + Suspicious User Login + Bulk Data Download + DLP Alarm

can be analyzed as a data security incident.

BewareOn, in turn, can be positioned as the central management layer helping relate the incident to the data processing activity concerned on the compliance and process side.

The Relationship Between ISMS and KVKK

While KVKK focuses on the protection of personal data, ISMS – the Information Security Management System addresses the security of an organization's information assets within a wider frame.

The ISO/IEC 27001 based ISMS approach aims for information security risks to be managed systematically. ISO/IEC 27001 is an international management system framework used to protect information assets, reduce risk and integrate information security controls into the organization.

Therefore;

KVKK + ISMS + GRC + Technical Security Controls

should be assessed together.

Who Is BewareOn Suitable For?

BewareOn can be assessed particularly for;

• Organizations holding a large number of departments
• Organizations managing KVKK processes with Excel
• Companies wanting to keep their data inventory current
• Organizations holding a large number of personal data processing activities
• Organizations carrying out regular internal audit
• Estates wanting to manage KVKK and GDPR processes centrally
• Public institutions
• Finance
• Healthcare
• Retail
• Manufacturing
• Holding companies
• Technology companies

these organizations.

SecureSys + BewareOn KVKK Process Management

At SecureSys, in BewareOn projects we can address not merely software licensing but the;

Current State Analysis → KVKK GAP Analysis → Data Inventory → Migrating Processes into BewareOn → Department Authorizations → Defining Risks and Actions → Mapping Technical Measures → Training → User Authorization → Operations → Periodic Review

processes together.

Move Your KVKK Process from Static Files to Dynamic Management

KVKK compliance should not consist of an Excel file opened once a year.

As the organization changes;

the data changes, the systems change, the suppliers change, the risks change — and the compliance processes need to change too.

With SecureSys BewareOn KVKK Process Management, manage your personal data inventory, processing activity, risks and actions through a central and sustainable platform.

Request a demo, POC and quote for the BewareOn KVKK management software