vUSAF Privacy Policy

vUSAF may collect and process information needed to manage a virtual military aviation organization and support VATSIM-related operations.

• Account and membership information, including name, callsign, email address, VATSIM CID, rank, assignment, and training status.
• Operational and flight information, including PIREPs, sortie logs, flight hours, aircraft qualifications, mission participation, and training records.
• Technical information, including IP address, browser or device information, login timestamps, session logs, cookies, and security records.
• Communications sent to or from vUSAF staff, including support requests, administrative messages, and operational correspondence.

vUSAF uses collected information for legitimate organizational, training, and operational purposes.

• Managing membership applications and personnel records.
• Tracking pilot qualifications, flight activity, and training progression.
• Maintaining operational readiness, rosters, events, and mission records.
• Providing account access, website functionality, and member communications.
• Supporting VATSIM and VSOA operational integration.
• Protecting system security and preventing unauthorized access.

vUSAF does not sell personal information to third parties.

Where applicable under the General Data Protection Regulation (GDPR), vUSAF processes personal data based on user consent, legitimate organizational interests, performance of voluntary membership administration, and compliance with applicable obligations.

vUSAF may use trusted third-party services necessary to operate the organization.

• VATSIM and related aviation network services.
• Discord or other approved communication systems.
• Website hosting, database, email, analytics, and security providers.

Information is shared only as necessary for functionality, safety, security, or administration.

vUSAF websites may use cookies or similar technologies to maintain user sessions, improve site functionality, analyze traffic, and support security. Users may disable cookies through browser settings, but some site functions may not work correctly.

vUSAF retains data only as long as reasonably necessary for membership administration, historical operations, training documentation, security auditing, and organizational continuity. Inactive or separated member records may be archived for administrative and historical purposes.

vUSAF uses reasonable administrative and technical safeguards to protect member information, including password-protected systems, restricted administrative access, secure hosting practices, database protections, logging, and HTTPS/SSL where implemented.

No internet-based platform can guarantee absolute security, but vUSAF works to maintain responsible data handling practices.

Where applicable under GDPR or similar privacy laws, users may request:

• Access to personal data held by vUSAF.
• Correction of inaccurate or outdated information.
• Deletion or restriction of personal data, where appropriate.
• Withdrawal of consent where processing is based on consent.
• Information about how their data is collected and processed.

Requests should be submitted through official vUSAF administrative contact channels.

vUSAF is an international virtual aviation organization. By using vUSAF services, users understand that their information may be processed and stored in systems located in the United States or other jurisdictions.

vUSAF services are intended for users who meet the organization’s minimum membership age requirements. vUSAF does not knowingly collect personal information from children below the minimum required age established by organizational policy.

vUSAF may update this Privacy Policy to reflect operational, legal, or technical changes. Updated versions will be posted on official vUSAF platforms with a revised effective date.

Questions or requests regarding this Privacy Policy or personal data handling may be directed to official vUSAF administrative staff through designated organizational contact channels.

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