Privacy Policy

Last updated: 26 December 2025

This Privacy Policy explains how vBAW (“we”, “us”, “our”) processes personal data when you use our website and related services. We aim to comply with the UK General Data Protection Regulation (UK GDPR) and the UK Data Protection Act 2018.

Public Website Internal Vacancies vAMSYS Operations

1. Data Controller

For personal data processed directly by the vBAW website (for example, internal vacancy applications), vBAW is the data controller.

Privacy contact: admin@vbaw.net

2. vAMSYS as the system of record

vBAW uses vAMSYS to manage operational pilot records (including flight data/statistics). Where vAMSYS processes your personal data for those operational purposes, vAMSYS may act as a separate controller or processor depending on their service model and terms.

vBAW does not intentionally duplicate full operational pilot records on this website.

3. Personal data we collect on the vBAW website

We apply data minimisation and only collect what is necessary for the relevant purpose. When you apply for internal vacancies via this website, we may collect:

Name
vBAW Pilot ID
Discord ID

We do not collect or store email addresses as part of website vacancy applications.

4. Purposes and lawful basis

Under the UK GDPR, we rely on the following lawful bases when processing personal data on this website:

Legitimate interests (Article 6(1)(f)) — to administer internal roles and vacancy applications, verify identity against vAMSYS records, and maintain the integrity of the community.
Consent (Article 6(1)(a)) — where we explicitly ask for it (for example, optional features). You can withdraw consent at any time where this applies.

5. Sharing of personal data

We do not sell personal data. We may share limited information only where necessary:

With vAMSYS for the purpose of verifying pilot identity and eligibility (where applicable)
With service providers hosting or securing the website (acting under our instructions where applicable)
Where required by law or to protect our legal rights

6. International transfers

If any of our service providers process data outside the UK, we take steps to ensure appropriate safeguards are in place (for example, standard contractual clauses or equivalent measures) where required.

7. Retention

We retain personal data collected on the vBAW website only for as long as necessary for the purpose it was collected. Internal vacancy application records may be deleted once a decision is made and any related administrative needs have been completed.

8. Your rights

Subject to applicable law, you may have the right to:

Request access to your personal data
Request rectification of inaccurate or incomplete data
Request erasure (the “right to be forgotten”)
Request restriction of processing
Object to processing based on legitimate interests
Request data portability (where applicable)

To exercise your rights regarding data processed by the vBAW website, contact us using the details above. For operational pilot data held within vAMSYS, you may need to contact vAMSYS directly, depending on their role.

9. Security

We implement appropriate technical and organisational measures designed to protect personal data. However, no system can be guaranteed to be completely secure.

10. Cookies

Our website may use essential cookies or similar technologies to keep the site functioning correctly (for example, security and session management). Where optional cookies are used, we will request consent where required.

11. Complaints

If you have concerns, please contact us first so we can try to resolve them. You may also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO).

12. Changes to this policy

We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised “Last updated” date.

Pilot data managed via vAMSYS Privacy