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CIX VFR Club Privacy Statement

CIX VFR Club is committed to respecting your privacy

This policy explains when and why we collect personal information from our members and prospective members, how we use the data we collect, the conditions under which we may disclose it to other organisations, and how we keep the data secure. We may change our data policy from time to time and if we make material changes to it we will notify members of any change by NOTAM on the forum and via the forum’s Registration Agreement. Any questions or concerns you have about our privacy policy or the way in which we process, use or store data should be addressed to us by email to Membership Secretary.

Who are we?

CIX VFR Club is as a private non-profit making members club originally formed in 2004 for enthusiasts of the hobby of Flight Simulation. We have no premises, and all our activities are carried out with the help of our website and members online forum.

When do we collect information from you?

The main occasions when we collect information from members is when they apply to join CIX VFR Club.

What information do we collect?

We collect the following personal information. First and Family names, email address, birthday (optional), VATSIM CID and/or IVAO membership number. We store passwords, only for our forum access, but these are encrypted within our computer Database. We do not store this information on paper.

Why do we collect this information?

We collect this information to administer your membership of the club. The club operates a SimpleMachines Forum, which enables us to share information with our members and to keep members updated with information about club activities.

We may also use this information to contact you about your activity in the Club in the event of any incident or other issue.

As part of our administration of the club and the services we offer to the members, we maintain a list of members' email address on the club's Forum. By default this email address is hidden. Home or business addresses are not held. Access to this information is restricted to members and enables our members to communicate with one another. If you do not wish your details to be published on the site please update your forum profile or contact the Membership Secretary by email.

How do we store your data?

We store members' and prospective members' data in digital format only on personal computer hard drives and on portable storage devices such as memory sticks. We undertake to use reasonable measures to keep your data safe bearing in mind the nature of the information we hold. We have no paid administration staff and we rely on the goodwill of our honorary officers to administer the club.

The measures we use to protect your personal information are designed to provide a level of security appropriate to the risk of processing your personal information. However, please be aware that no electronic transmission of information can be entirely secure. We cannot guarantee that the security measures that we have in place to safeguard personal information will never be defeated or fail, or that those measures will always be sufficient or effective.

Who will we share your information with?

We will never share or sell your data to any person, company or organization with the exception that we may be required to disclose your information to the police or to other law enforcement or investigative agencies.

For how long will we keep your data?

For operational and administrative purposes we will keep your data for as long as you remain a member of CIX VFR Club and for a reasonable time thereafter not exceeding two years. Any request for the destruction of all or a specific item of data should be made by email to the Membership Secretary.

What are my data protection rights?

The GDPR provides certain rights for individuals. Members can exercise these rights by contacting the Membership Secretary by email. We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws and we may require reasonable documentation to verify your identity prior to granting your request.

If you have any questions or concerns about how we use your personal information, please do not hesitate to let us know. You also have the right to lodge any complaints with a relevant supervisory authority.