Privacy & cookies.

1. Who we are

Lyneham Flying Club (“LFC”, “we”, “us” or “our”) is a registered charity, number 1189125, based at The Control Tower, Cotswold Airport, Kemble, Cirencester, Gloucestershire, GL7 6BA.

LFC is the data controller for the personal information described in this notice. Questions about privacy or requests concerning your information can be sent to enquiries@lynehamaviation.co.uk.

2. Information we collect

Depending on how you interact with the club, we may collect:

• Contact and identity information, such as your name, postal address, email address, telephone number, date of birth and emergency contact.
• Enquiry and application information, including your membership interest, eligibility, messages and correspondence with the club.
• Membership information, including membership category, start and renewal dates, subscriptions, committee or volunteer roles and club communications.
• Aviation and training information, such as licence, rating, medical and currency details; copies of relevant certificates; training progress; instructor notes; flight, booking and aircraft-use records; and information required for safe or compliant club operations.
• Financial information, including invoices, payments, refunds and transaction references. Card details may be handled directly by a payment provider and need not be visible to LFC.
• Members-area information, when launched, such as a member identifier, account permissions, authentication and security records, login timestamps and activity needed to operate or protect the service.
• Technical information, such as IP address, browser and device information, requested pages, timestamps, error records and security logs.
• Photographs and media taken during club flying, events or activities, together with captions or trip reports supplied for publication.
• Safety, incident and conduct information where needed to manage aviation safety, insurance, complaints, safeguarding or club rules.

We may receive information directly from you, from authorised club officers or instructors, and—where appropriate—from booking, training, payment or regulatory services used by the club. If information is obtained from another source, we will provide any additional privacy information required by law.

3. How and why we use information

Our legitimate interests include running an effective and secure flying club, communicating with members and enquirers, promoting the club’s charitable activities, improving services and protecting members, visitors, aircraft and club assets. We consider the impact on individuals before relying on legitimate interests.

Where we need information to enter into or perform a membership, training or service agreement, failure to provide it may mean that we cannot process an application or provide the relevant service.

4. Planned members area

The members area is not yet available. When introduced, it is expected to support secure member access to club information and services. This may include profile and membership administration, documents, notices, training or currency information, trip and event content, and links or integrations with booking and payment services.

Access will be restricted according to a member’s role. We will use account and security information to authenticate users, maintain audit records, prevent unauthorised access and investigate faults or suspected misuse. Members will be responsible for keeping their login credentials confidential and for notifying the club if they believe an account has been compromised.

Before launch, LFC will confirm the final suppliers, information fields, retention periods and international-transfer arrangements. Any material changes will be reflected in this notice before the relevant processing begins.

5. Special-category and sensitive information

Some aviation, medical, safeguarding or incident records may reveal health information or other information requiring additional protection. We only process this where it is necessary and where an appropriate condition under UK data-protection law applies. Depending on the circumstances, that may include explicit consent, protection of vital interests, legal claims or a condition supported by law. Access is limited to people who need the information for their role.

6. Who we share information with

We may share relevant information with:

• authorised trustees, committee members, instructors and club volunteers;
• website hosting, email, cloud storage, authentication, IT support and communications providers;
• aircraft booking, training-record, payment and accounting providers;
• the Civil Aviation Authority, relevant aviation bodies, insurers, professional advisers and the airport operator where required;
• emergency services, safeguarding bodies, courts, regulators or law-enforcement authorities where necessary or legally required; and
• another organisation involved in a restructuring of the club, subject to appropriate safeguards.

We do not sell personal information. Service providers acting on our behalf are only permitted to use information for the agreed service and must protect it appropriately.

International transfers

Some service providers may store or access information outside the UK. Where this happens, we will use an approved legal mechanism, such as UK adequacy regulations or appropriate contractual safeguards, and take proportionate steps to protect the information. Details of relevant safeguards can be requested from the club.

7. How long we keep information

We keep personal information only for as long as needed for the purpose collected, including legal, aviation, insurance, accounting and safeguarding requirements. Our usual approach is:

• general enquiries that do not lead to membership or training: normally up to 12 months after the enquiry is closed;
• membership and contractual records: for the membership or service period and then for the period needed to deal with accounts, claims, regulation or disputes;
• financial and transaction records: normally six years after the relevant accounting period, unless a longer period is required;
• training, licensing, flight and safety records: for the period required by aviation law, applicable standards, insurance or the club’s approved records policy;
• members-area security logs: only for the period reasonably needed for security, troubleshooting and investigation; and
• photographs and published club history: while they remain relevant to the club’s communications, archive or charitable record, subject to individual rights and any agreed restrictions.

Information may be kept longer where needed for an active complaint, investigation, legal claim or regulatory requirement. It is then securely deleted, anonymised or archived with restricted access.

8. Security

We use proportionate organisational and technical safeguards to protect personal information. These include role-based access, secure authentication for restricted services, supplier checks, backups, maintenance, access logging where appropriate and procedures for responding to suspected data breaches. No online service is completely risk-free, so members should use strong, unique credentials and contact us promptly about suspected unauthorised access.

9. Your data-protection rights

Depending on the circumstances and lawful basis, you may have the right to:

• ask for access to your personal information;
• ask us to correct inaccurate or incomplete information;
• ask us to erase information;
• ask us to restrict how information is used;
• receive certain information in a portable format;
• object to processing based on legitimate interests or for direct marketing; and
• withdraw consent at any time where consent is the lawful basis.

These rights are not absolute and may depend on the reason we hold the information. We may need to verify your identity before responding. We do not currently use personal information for solely automated decisions that produce legal or similarly significant effects.

10. Cookies, maps and external services

The public site uses essential technical processes needed to deliver and protect its pages. When the members area launches, essential cookies or similar storage may be used to keep users signed in, secure sessions and remember necessary settings. These do not require marketing consent.

If optional analytics, advertising or other non-essential technologies are introduced, they will not be activated until the required choice or consent mechanism is available. Choices can then be changed or withdrawn through the site’s cookie controls.

The site includes or links to third-party services such as Google Maps, Goboko, Cotswold Airport, ELCAS, social media and aviation-information providers. Loading embedded content or following those links may provide the third party with technical information such as your IP address and device details. Their own privacy and cookie notices apply.

11. Children and young people

Some eligible club activities may involve cadets, dependants or other people under 18. We take extra care with their information, limit access, and seek parent or guardian involvement where appropriate. Information is only collected and used where necessary for membership, training, safety, safeguarding or a clearly explained optional purpose.

12. Changes to this notice

We will review this notice when the members area is introduced and whenever the club’s systems or uses of personal information materially change. The latest version will be published on this page with an updated date. Where a change significantly affects members, we will also provide an appropriate direct notice.

13. Contact and complaints

Please contact us first if you have a question or concern so that we can try to resolve it:

You also have the right to complain to the Information Commissioner’s Office. Visit ico.org.uk/make-a-complaint or call 0303 123 1113.