Privacy Policy

Your privacy is important to us. This policy explains how we collect, use, and protect your personal information.

Last updated: January 6, 2025

Effective date: January 6, 2025

Data Controller

The data controller responsible for your personal information is:

vatsim.flights

Email: vatsimflights@esstudio.nl

Website: https://vatsim.flights

If you have any questions about this privacy policy or our data practices, please contact us using the information above.

Information We Collect

Personal Information You Provide

  • Account information (email address, username, password)
  • Flight preferences and search criteria
  • User-generated content (feedback, comments)
  • Communication data when you contact us
  • Payment information for premium services (processed securely by third-party providers)

Automatically Collected Information

  • Usage data (pages visited, features used, time spent)
  • Device information (browser type, operating system, IP address)
  • Log data (access times, error logs, performance metrics)
  • Cookies and similar tracking technologies

Third-Party Data

  • VATSIM network data (publicly available ATC and pilot information)
  • Flight data from aviation databases
  • Airport and route information from public sources

How We Use Your Information

We process your personal data for the following purposes:

Service Provision (Legal basis: Contract performance)

  • Providing flight discovery and recommendation services
  • Personalizing your experience based on preferences
  • Processing and fulfilling your requests
  • Managing your account and subscription

Legitimate Interests

  • Improving our services and developing new features
  • Analyzing usage patterns and service performance
  • Preventing fraud and ensuring security
  • Customer support and communication

Legal Compliance

  • Complying with applicable laws and regulations
  • Responding to legal requests and court orders
  • Protecting our rights and interests

Consent (where applicable)

  • Marketing communications (you can opt-out anytime)
  • Optional analytics and tracking
  • Third-party integrations you authorize

Data Sharing and Disclosure

We may share your information in the following circumstances:

Service Providers

We work with trusted third-party service providers who help us operate our service:

  • Cloud hosting and infrastructure providers
  • Payment processors (for premium services)
  • Analytics and monitoring services
  • Customer support tools

Legal Requirements

We may disclose information when required by law or to:

  • Comply with legal obligations
  • Protect our rights and property
  • Ensure user safety and security
  • Investigate potential violations of our terms

Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

We do not sell your personal data to third parties.

Data Retention

We retain your personal information for as long as necessary to:

  • Provide our services to you
  • Comply with legal obligations
  • Resolve disputes and enforce agreements
  • Improve our services (in anonymized form)

Specific Retention Periods:

  • Account data: Until account deletion + 30 days
  • Usage logs: 12 months
  • Support communications: 3 years
  • Financial records: 7 years (legal requirement)

Your Rights Under GDPR

If you are located in the European Union, you have the following rights:

Right of Access

Request a copy of the personal data we hold about you.

Right to Rectification

Request correction of inaccurate or incomplete data.

Right to Erasure

Request deletion of your personal data ("right to be forgotten").

Right to Restrict Processing

Request limitation of how we process your data.

Right to Data Portability

Request your data in a portable format.

Right to Object

Object to processing based on legitimate interests.

How to Exercise Your Rights:

Contact us at vatsimflights@esstudio.nl with your request. We will respond within 30 days.

Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience:

Essential Cookies

Required for basic functionality (authentication, security, preferences).

Analytics Cookies

Help us understand how you use our service to improve performance.

Functional Cookies

Remember your preferences and settings for a better experience.

Cookie Management:

You can control cookies through your browser settings. Note that disabling essential cookies may affect service functionality.

Data Security

We implement appropriate technical and organizational measures to protect your data:

  • Encryption in transit and at rest
  • Regular security assessments and updates
  • Access controls and authentication
  • Secure hosting infrastructure
  • Employee training on data protection
  • Incident response procedures

Data Breach Notification

In the unlikely event of a data breach affecting your personal information, we will notify you and relevant authorities within 72 hours as required by GDPR.

International Data Transfers

Your data may be processed in countries outside the European Economic Area (EEA). When this occurs, we ensure adequate protection through:

  • European Commission adequacy decisions
  • Standard Contractual Clauses (SCCs)
  • Binding Corporate Rules
  • Certification schemes and codes of conduct

We only work with service providers that provide adequate data protection guarantees.

Children's Privacy

Our service is not intended for children under 16 years of age. We do not knowingly collect personal information from children under 16.

If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately. We will take steps to remove such information from our systems.

Changes to This Privacy Policy

We may update this privacy policy from time to time. When we do:

  • We will post the updated policy on this page
  • We will update the "Last updated" date
  • For material changes, we will notify you via email or service notification
  • Your continued use of the service constitutes acceptance of the updated policy

We encourage you to review this policy periodically to stay informed about how we protect your information.

Contact Us

If you have any questions, concerns, or requests regarding this privacy policy or our data practices, please contact us:

Email: vatsimflights@esstudio.nl

Subject Line: Privacy Policy Inquiry

We will respond to your inquiry within 30 days. If you are not satisfied with our response, you have the right to lodge a complaint with your local data protection authority.