Privacy Policy

Privacy Policy

Effective Date: April 2026

Data Controller: easyWelsh Virtual Airlines Community (community-run group, United Kingdom)

easyWelsh Virtual Airlines is a community-run virtual airline operated by a group of aviation enthusiasts. We are committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services and website. We comply with UK GDPR and other applicable data protection laws.

1. Information We Collect

We collect information in several ways:

• Registration Information: When you create an account through our crew portal, we collect your email address, name, username, and flight simulation profile information E.g fshub (pre-companion integration) / Simbrief username.
• Flight Data: We collect and store records of your virtual flights, including departure/arrival airports, aircraft used, flight times, and route information.
• Account Statistics: We maintain records of your total flights, flight hours, and achievements within easyWelsh Virtual Airlines.
• Automatically Collected Data: We may collect information about your browser, IP address, pages visited, and time spent on our site through standard web server logs.

2. Legal Basis for Processing

Under UK GDPR, we process your personal data based on the following legal bases:

• Contract Performance: Processing necessary to create and manage your account and flight operations
• Consent: Where you explicitly consent to marketing communications or optional features
• Legitimate Interests: To improve our services, prevent fraud, and maintain website security
• Legal Obligation: To comply with applicable laws and regulations

3. How We Use Your Information

We use the information we collect for the following purposes:

• To create and manage your account
• To track and display your flight statistics and achievements
• To facilitate flight bookings and flight operations
• To provide customer support and respond to inquiries
• To send service updates and announcements
• To improve our website and services
• To comply with applicable laws and regulations

4. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. However, no method of transmission over the internet is 100% secure. While we strive to use commercially acceptable means to protect your data, we cannot guarantee absolute security.

5. Crew Portal Data

Your crew portal account contains sensitive personal data. Access to this data is restricted to authorized personnel only. Your login credentials should never be shared with others. We recommend using a strong, unique password for your account.

6. Third-Party Services

We integrate with FSHub.io (pre-companion integration) to display airline statistics and pilot data. Please review FSHub's privacy policy as well, as we are not responsible for their privacy practices. Our website may also contain links to external services, and we are not responsible for their privacy policies.

7. Data Retention

We retain your personal information and flight data for as long as necessary to provide our services. If you request account deletion, we will remove your personal information, though aggregate flight data may be retained for statistical purposes.

8. Cookies & Consent

Our website uses cookies to remember your dark mode preference and maintain your session. These are essential cookies. You can control cookie settings through your browser. Disabling cookies may limit your experience on our site.

Consent: By using our website, you consent to our use of essential cookies. Non-essential cookies require your explicit consent.

9. Children's Privacy

Our services are not intended for individuals under 13 years of age. We do not knowingly collect personal information from children under 13. If we become aware that a child under 13 has provided us with personal information, we will delete such information and terminate the child's account.

10. Your GDPR Rights

Under UK GDPR, you have the following rights:

• Right of Access: Request a copy of personal data we hold about you
• Right to Rectification: Request correction of inaccurate or incomplete data
• Right to Erasure: Request deletion of your data ("right to be forgotten")
• Right to Restrict Processing: Request we limit processing of your data
• Right to Data Portability: Receive your data in a structured format
• Right to Object: Object to processing for legitimate interests or marketing
• Right to Withdraw Consent: Withdraw consent at any time for consent-based processing
• Right to Lodge a Complaint: File a complaint with the Information Commissioner's Office (ICO)

To exercise any of these rights, please contact us using the details below.

11. International Data Transfers

Your data is primarily stored and processed within the United Kingdom. If we transfer data outside the UK/EEA, we ensure appropriate safeguards are in place in accordance with UK GDPR.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any material changes by updating the "Effective Date" at the top of this policy. Your continued use of our services following the posting of changes constitutes your acceptance of those changes.

13. Data Protection Authority

If you have concerns about our privacy practices, you have the right to lodge a complaint with the UK's data protection authority:

• Information Commissioner's Office (ICO)
• Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, UK
• Website: ico.org.uk

14. Data Protection Officer & Responsible Parties

As a community group, we do not have a formal appointed Data Protection Officer. Data protection matters and any privacy concerns are handled by our administration team members. For data protection inquiries, please contact us using the details below.

15. Contact Us

If you have questions about this Privacy Policy or our privacy practices, please reach out to us:

• Contact Form: Submit a message
• Discord: Join our Discord server
• Website: easywelsh.co.uk

Data Protection Rights Requests: If you wish to exercise any of your GDPR rights (access, deletion, correction, etc.), please contact us through the contact form, Discord, or email us through the website.

Last Updated: April 2026