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Finding documents containing personal data (KVKK)

SmartFiles scans every readable document for personal data: Turkish ID number, IBAN, card number, phone, email, and potentially special category data (health, criminal record, biometric, union). Scanning does not use AI; found values are not stored anywhere, only their counts are kept. Organisation administrators can view documents containing personal data and which of these are exposed externally via sharing links on the Settings > Reports page. Details: authorisation.

  • Administrator
  • Permission to manage settings

What is finding documents containing personal data (KVKK)?

SmartFiles scans every readable document for personal data: Turkish ID number, IBAN, card number, phone, email, and potentially special category data (health, criminal record, biometric, union). Who can do this: Administrator; Permission to manage settings. Newly uploaded documents are scanned immediately upon reading. Scanning does not use artificial intelligence; found values are not stored anywhere, only their counts are kept.

Steps

  1. Open the Settings page of SmartFiles in the DBLinx tenant panel (tenant.smart360.com.tr).

  2. Click Reports in the left menu and scroll down to the Documents containing personal data section.

  3. Each document's area, folder, and contained personal data types are visible in the list; those potentially containing special category data are at the top 1.

  4. Review documents with external sharing links; remove the link if unnecessary.

  5. Click Download CSV to save the entire list 2.

List of documents containing personal data on the Reports page
  1. 1Those potentially containing special category data are at the top
  2. 2Exports the entire list to Excel
With demo data.
PermissionWhat it provides
Turkish ID number11 digits with correct check digits
IBANTR IBANs, with verification digit
Card numberThose in valid card number format
PhoneTurkish mobile phone numbers
EmailEmail addresses
Potentially special characteristicDocuments containing health, criminal record, biometric, or union statements
"Result Newly uploaded documents are scanned as soon as they are read. When you first open the page, previously read documents are scanned in the background; progress is visible on the page.
"Caution Scanning is done on documents with readable text; documents with unreadable text are not scanned. Special category data is only a possible indicator; open the document and check.
"Tip Even if the same number appears multiple times in a document, it is counted only once.

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