Privacy Policy

Last updated: [add date you publish this]

This policy explains what personal data the Virtual Australian International Airshow (vAIA) collects from members, applicants, and visitors, why we collect it, and your rights under the General Data Protection Regulation (GDPR).

1. Who we are

vAIA is a volunteer-run virtual airshow event on the VATSIM network. The data controller for this site is [add organiser name / RAAFV entity name], contactable at angusjones185@gmail.com.

2. What we collect

Depending on how you interact with vAIA, we may collect:

Your name and email address (if you apply to fly, book a slot, or contact us)
Your VATSIM CID (Community/Certificate ID) for pilots and controllers on the public Roster
Discord username, if you join our Discord server (handled under Discord's own privacy policy)
Simulator/aircraft experience and availability, if submitted via an application form
A local browser flag recording that you've seen this site's GDPR consent banner (stored only in your browser via localStorage — not sent to us)

[If you add analytics, a booking form service, or any other data collection later, list the specific service and data here.]

3. Why we collect it

To organise pilot/controller rosters and confirm your position in the event
To verify VATSIM CIDs for accountability, per VATSIM's vSOA requirements for special-operations/demonstration teams
To contact you about event scheduling, changes, or your application
To publish the public Roster required by VATSIM's vSOA policy

4. Who we share it with

We do not sell or share your personal data with third parties for marketing purposes. Your VATSIM CID and callsign on the public Roster are visible to anyone who visits this site, as required by VATSIM's vSOA policy. Discord messages are subject to Discord's own privacy policy, and your activity on the VATSIM network is subject to VATSIM's own privacy policy.

5. How long we keep it

[Add your real retention period — e.g. "Roster entries are kept for as long as you remain an active pilot, and removed within 30 days of you leaving vAIA or requesting removal."]

6. Your rights under GDPR

You have the right to:

Access the personal data we hold about you
Correct inaccurate data
Erase your data (e.g. removal from the public Roster)
Object to or restrict our processing of your data
Withdraw consent at any time

To exercise any of these rights, contact us at angusjones185@gmail.com.

7. Security

This site is served entirely over HTTPS with a valid SSL certificate, so data submitted to us (e.g. via email or an application form) is encrypted in transit.

8. Changes to this policy

We may update this policy from time to time. Material changes will be reflected by updating the "Last updated" date above.

Template notice: this is a starting-point GDPR policy covering what the site currently collects (name/email/VATSIM CID via contact, and the public roster). Fill in the bracketed placeholders — organiser/entity name and data retention period — and update this page again if you add real application forms, analytics, or other data collection later. This is not a substitute for legal advice.