Take the time to read this policy because it forms a part of the user terms for membership. As a member of UVA you agree to this policy. If you do not agree with this policy then you cannot participate in our operations.
What type of personal information do we collect?
We collect certain personal information about visitors and users of UVA. The most common types of information we collect are things like: name and email addresses. We do not collect any sensitive personal information. We do not sell any products.
Here are our most common ways to collect data.
Collecting data from user inputs
When visitors fill out forms and dialog boxes on our website, we may collect and save that data, in particular where it is required for expected interaction and operations.
Collecting data from comments
When visitors leave comments on our forums we collect the data, and also the visitor's IP address and browser user agent string to help spam detection.
Collecting data via cookies
When visitors visit our Sites, we interrogate only the cookie data that we create, to validate the connection and the user, and to improve the browser experience.
Collecting data when downloading assets from our sites
When you download assets, we collect your name, PID and IP address.
We do not collect any sensitive personal information.
How we collect personal information
We may collect personal information directly when you provide it to us, automatically as you navigate through the Sites or through other people when you use services associated with the Sites.
When you provide personal information to us via the Sites you are consenting to us collecting and using that information in line with this policy and the user terms of each of the Sites. You are likely to provide personal information when you complete membership registration, subscribe to and post on the Sites, submit reports, or send us a communication.
If you choose not to provide personal information, we may not be able to provide you with our services and you may not be able to carry out transactions or access the full range of features available through our Sites.
Personal information we collect about you from others
Although we generally collect personal information directly from you, we may on occasion also collect information about you from others, such as VATSIM, or other publicly available data sites.
How do we use personal information?
We may use your personal information in order for us to:
- operate the Sites and provide you with services described on the Sites, like to verify your identity when you sign in to any of our Sites, to facilitate and process transactions that take place on the Sites, and to respond to communications
- update you with operational news and information about our Sites and services like to notify you about changes to our Sites, website disruptions or security updates
- provide you with information that you request from us
- carry out technical analysis to determine how to improve the Sites and services we provide
- monitor activity on the Sites, like to identify potential fraudulent activity and to ensure compliance with the user terms that apply to the Sites
- manage our relationship with you, like by responding to your comments or queries submitted to us on the Sites or asking for your feedback or whether you want to participate in a survey
- manage our legal and operational affairs
- train staff about how to best serve our community
- provide general administrative and performance functions and activities.
When may we share your personal information?
We may disclose personal information to people like:
- subcontractors and service providers who assist us in connection with the ways we may use personal information (as set out above)
- our professional advisers (lawyers, accountants, financial advisers etc.)
- regulators and government authorities in connection with our compliance procedures and obligations
- other people where we are authorized and required by law to do so.
We will not disclose your personal information to others under any other circumstances.
We will never rent or sell your personal information to others, under any circumstances.
We will retain your information for as long as your membership is active, your information is needed to provide you services, or as required to fulfill our legal obligations. If you wish to delete your account or request that we no longer use your information to provide you services, contact our support using the contact details at the end of this policy. We will retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.
How do we store your personal information?
We store personal information on secure servers that are managed by us and our service providers. Personal information that we store is subject to security and access controls, including username and strong password authentication and data encryption where appropriate.
How can you access your personal information?
You can access some of the information that we collect about you by logging in to your profile. You also have the right to make a request to access other information we hold about you and to request corrections of any errors in that information. You may also close the membership you have with us for any of our Sites at any time, as well as request your data to be erased. To make an access or correction request, contact our support using the contact details at the end of this policy.
Choices regarding control of your personal information / Opt-out
We do not send or circulate any marketing emails. In essence you are permanently opted-out of such mailings on our Sites.
We might not include an opt-out facility in important operational and service-based e-mails concerning things like your membership, flight currency, the user terms, important updates and need-to-know messages. By using our Sites you agree that we do not need to include opt-out facilities in those messages.
You also have choices about cookies, as described below. By modifying your browser preferences, you have the choice to accept all cookies, to be notified when a cookie is set, or to reject all cookies. If you choose to reject cookies some parts of our Sites may not work properly in your case.
Cookies and other Information Packets
Cookies are a small data file sent from a server to your web browser or mobile device that is stored in your browser cache or mobile device. There are ways you can control your cookies preferences and set whether you want to accept or reject cookies (this can be controlled by your internet browser).
Otherwise, when you visit our Sites, there is certain information that is recorded on our servers which is generally anonymous and may not reveal your identity. If you are logged into your account some of this information could be associated with your account. We are talking about the following kinds of details:
- your IP or proxy server IP
- basic domain information
- your Internet service provider is sometimes captured depending on the configuration of your ISP connection
- the date and time of your visit to the website
- the length of your session
- the pages which you have accessed
- the number of times you access our site within any month;
- the size of file you look at
- the website which referred you to our Sites
- the operating system which your computer uses.
This information is only used internally. We never use any third party advertising companies to serve ads, nor do we ever circulate any such gathered information to third parties, whether anonymized or not.
Your Rights in Relation to Your Personal Information
Right to Access
You can request and obtain details of the Personal Information we may hold about you by contacting our support using the contact details at the end of this policy. Please quote your name and PID. You will need to provide an outline of the information required, so that we can accurately respond to your request. For the protection of all our members, we will take all reasonable steps to confirm your identity before providing you with details of any Personal Information we may hold about you. We will aim to respond to such requests within a reasonable time.
Right to Rectification
You may change your email address, password and other information by editing them in your membership profile. If you find that any of the Personal Information we hold for you is incorrect or incomplete, you can contact our support using the contact details at the end of this policy. Please include as much detail as possible regarding the changes you wish to make, as this will help us in dealing with your request.
Your Right to Be Forgotten
You can request that we delete your UVA Membership account and any Personal Information we have collected from you by contacting our support using the contact details at the end of this policy. Please be aware that once deleted, your UVA Membership account will no longer be accessible, and any rank, status and flight logbook history cannot be restored so you should ensure that any information content you wish to keep are backed up personally before proceeding.
Right to Restrict Processing
You have the right to request that we restrict how we use your personal information.
Right to Object
You have the right to object to the collection and use of your personal information at any time.
Right to Data Portability
You have the right to obtain a copy of your personal information in a legible and compatible format such as a spreadsheet or text document.
Exercising Your Rights
You can exercise such rights by contacting our support using the contact details at the end of this policy.
Information about children
We do not intend to solicit or collect Personal Information from anyone under the age of 16. If you are under 16, do not enter information on this site or engage our services. If you believe a child of yours under the age of 16 has entered Personal Information please contact our support using the contact details at the end of this policy to request that we remove this information from our database.
Information you make public or give to others
When we need to update this policy
We may need to change this policy from time to time in order to make sure it stays up to date with the latest legal requirements and any changes to our privacy management practices. When we do amend the policy, the changes will be effective immediately. We will usually publish information about changes to be made to this policy on our Sites in the normal manner for announcements and NOTAMs.
Last Edited on 25-05-2018