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Account Closure and Data Protection

Account Closure and Data Protection

When your student enrollment or employment relationship with Hasan Kalyoncu University ends, your access rights to institutional resources are also gradually removed.

1. Student Accounts – Graduation and Withdrawal

Status Process
Graduation Account remains active for 6 months, then transitions to read-only mode.
Read-only period Accessible for data export only for 3 months after the 6-month period.
Permanent closure Account is closed and data is deleted after a total of 9 months.
Registration cancellation / disenrollment Account is closed within 30 days.

2. Staff Accounts – Departure

  • Following the departure notification from Human Resources, the account is suspended within 3 business days at the latest.
  • The suspended account cannot be logged into; incoming emails are forwarded to the designated backup address.
  • For a 30-day period, the account can be temporarily reactivated to process data export requests.
  • After 30 days, the account is closed and the content is moved to the institutional archive.
Important: Documents, emails, and Drive files in the institutional account belong to HKU. It is recommended that you separate your personal data and export it within the permitted scope before your departure.

3. Pre-Departure Checklist

  1. Export your personal files to a location outside Google Drive.
  2. Share authorization within your unit for the transfer of institutional documents.
  3. Clean up your inbox; move official correspondence to the relevant archive.
  4. Resign from or transfer any group email / team manager memberships.
  5. Use Google Takeout to export any personal data you hold.

4. Exporting Data with Google Takeout

  1. Log in to takeout.google.com with your institutional account.
  2. Select the services you want to export (Gmail, Drive, Calendar, Contacts).
  3. Set the file format and part size.
  4. Click the “Create Export” button.
  5. Download links expire within 7 days; download your data promptly.

5. Your Rights Under KVKK

  • Right to access your data and request a copy.
  • Right to request deletion of your personal data (except where legally required to be retained).
  • Right to request correction of incorrect data.
  • You may submit your requests to kvkk@hku.edu.tr.
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