vUSAF Data Retention and Account Deletion Policy

1. Purpose

This policy explains how vUSAF retains member, training, flight, operational, and administrative records. It supports transparency, privacy compliance, and organizational continuity.

2. Data Retained

vUSAF may retain account information, member profiles, VATSIM identifiers, email addresses, callsigns, ranks, assignments, training records, flight activity, PIREPs, disciplinary records, and system security logs.

3. Active Member Records

Records for active members are retained as needed to support personnel management, training progression, qualifications, readiness tracking, flight operations, awards, and internal administration.

4. Inactive or Separated Members

When a member becomes inactive, separates, or is removed from vUSAF, account data may be archived for historical, administrative, security, and operational continuity purposes. Some records may remain necessary to preserve flight history, training history, event participation, awards, and command records.

5. Deletion Requests

Users may request review, correction, or deletion of personal information. vUSAF will evaluate requests based on privacy obligations, operational recordkeeping needs, security concerns, and legitimate organizational interests.

6. Records That May Be Retained

• Historical flight logs and aggregate statistics
• Training completions and qualification history
• Administrative action records needed for governance
• Security logs required to investigate abuse or unauthorized access
• Records required to preserve organizational continuity

7. Data Minimization

vUSAF should retain only information reasonably necessary for membership, operations, training, security, historical recordkeeping, or compliance purposes.

8. Contact and Requests

Requests regarding retained data should be submitted through official vUSAF administrative contact channels.