Privacy Policy
Last updated: 13 October 2026
1. Who We Are
Virtual European Airline Group (vEAG) is an independent, non-commercial, unincorporated enthusiast group operating a community of virtual airlines.
The data controller responsible for personal information processed by vEAG is Chris Dobison, who manages the group and determines how and why personal information is processed.
For privacy enquiries, questions about the information we hold, or requests relating to your personal data, contact privacy@veag.co.uk.
2. Information We Collect
We aim to collect and retain only the information reasonably necessary to operate and administer vEAG and its virtual airlines.
Depending on your involvement with vEAG, the information we process may include:
- Identity and account information: vAMSYS user IDs, pilot or account IDs, usernames and displayed names.
- Membership information: your VEAG pilot record, virtual airline membership, membership status and relevant account associations.
- Account history: account identifiers, account creation and removal dates, account status, registration history and the number of accounts associated with a membership.
- Flight activity information: relevant flight-simulation activity records, including flight report counts and associated dates, where required for membership administration.
- Registration and approval records: registration identifiers, registration numbers, approval dates and related administrative records.
- Administrative and security information: records needed to manage applications, investigate misuse, enforce membership rules, maintain security or resolve disputes.
- Technical information: information that may be generated when you access the website, such as IP addresses, browser information, access logs and security-related records, where collected by the website or its supporting infrastructure.
We aim to minimise the personal information held in our membership and account-history records. We do not intentionally maintain full names or email addresses in these records where they are not required for our operational purposes. Other information may be processed where necessary to respond to correspondence or deal with a specific administrative matter.
3. Where Information Comes From
We may obtain information from:
- Information you provide when applying to join or interacting with vEAG.
- vAMSYS, where information is needed to administer virtual airline memberships, pilot accounts, registrations and related activity.
- Our own membership and account-history records, including records created when applications are processed or accounts change status.
- Website technical systems and security logs, where applicable.
- Direct correspondence with you, including privacy enquiries or support requests.
Where information is obtained from vAMSYS or another source rather than directly from you, we use it only where relevant to the purposes described in this policy.
4. Why We Use Your Information
We process personal information for the following purposes:
- To administer membership applications and virtual airline memberships.
- To associate vAMSYS accounts with the correct vEAG pilot and membership records.
- To maintain accurate account and registration histories.
- To apply account limits and membership rules consistently, including identifying previous accounts.
- To administer virtual airline operations and relevant flight-simulation activity.
- To investigate suspected misuse, duplicate accounts, security issues or breaches of membership rules.
- To respond to enquiries, support requests and data-protection requests.
- To protect the security, integrity and proper operation of the vEAG website and its services.
We do not sell personal information or use membership records for unrelated commercial marketing.
5. Our Lawful Basis for Processing
We rely primarily on legitimate interests under applicable data-protection law to process the information necessary to operate and administer vEAG.
These legitimate interests include maintaining accurate membership records, managing virtual airline accounts, preserving relevant account history, applying membership rules consistently, preventing misuse and protecting our services.
We consider whether the processing is necessary for these purposes and whether your interests or fundamental rights override those interests. Where required, we will review and document that assessment.
Where a different lawful basis applies to a particular activity, we will process the information in accordance with that basis.
6. Who Can Access or Receive Your Information
Access to vEAG’s membership and account-history database is restricted to authorised parties. Access is limited to those permitted to access it for operational or administrative purposes.
vEAG’s website and associated systems are hosted through infrastructure provided by vAMSYS. Technical information may be processed as part of hosting, maintaining and securing those systems.
vEAG does not sell personal information or routinely share membership records with third parties for marketing or unrelated purposes.
Information may be disclosed where required by law or where necessary to protect the security and proper operation of vEAG.
7. International Transfers
vEAG uses infrastructure provided by vAMSYS. Depending on the arrangements applicable to that infrastructure, information may be stored or accessed outside the United Kingdom.
Where personal information is transferred internationally and applicable data-protection law requires safeguards, we will take appropriate steps to ensure that the transfer is lawful and the required protections are in place.
For privacy enquiries about the handling of your information, contact privacy@veag.co.uk.
8. How We Protect Information
Access to vEAG’s membership and account-history database is restricted to authorised parties. We use access controls and appropriate security measures to protect information against unauthorised access, loss, misuse, alteration or disclosure.
The website and associated systems are hosted on infrastructure provided by vAMSYS. We seek to limit access to information to those who require it for legitimate operational purposes.
No electronic system can be guaranteed to be completely secure. If a personal-data breach occurs, we will assess it and take the steps required by applicable data-protection law, including notifying the Information Commissioner’s Office or affected individuals where legally required.
9. How Long We Retain Information
vEAG retains membership and account-history records for as long as necessary to operate and administer the virtual airline group, maintain accurate historical records and apply membership and account-management rules consistently.
Historical records may be retained after a virtual airline account has been closed or removed. These records help maintain account history, identify previous accounts and apply account limits consistently.
Our current approach is to retain relevant membership and account-history records indefinitely where they continue to serve these operational purposes. We aim to minimise the information retained and do not intentionally maintain full names or email addresses in these records where they are not required.
Retention remains subject to review. We may amend or delete information where it is no longer necessary, where there is no longer a valid reason to retain it, or where deletion is required by applicable law.
10. Your Data-Protection Rights
Depending on the circumstances and the lawful basis for processing, you may have the right to:
- Access your personal information and request a copy.
- Rectify inaccurate or incomplete information.
- Erase personal information where the legal conditions for erasure are met.
- Restrict the processing of your information in certain circumstances.
- Object to processing based on legitimate interests. We will consider your objection and stop processing unless we have compelling legitimate grounds to continue or another applicable legal exception applies.
- Request data portability, where this right applies to the processing in question.
These rights are subject to applicable legal conditions and exceptions. For example, a request to delete historical account information may not always result in immediate deletion if there is a valid and lawful reason to retain it.
To exercise your rights, contact privacy@veag.co.uk. Please describe your request clearly so that we can understand and respond to it. We may need to verify your identity before disclosing or changing information.
We will respond within the period required by applicable law.
11. Cookies and Website Technology
The vEAG website and its supporting infrastructure use or may use cookies and similar technologies to support website functionality, security and third-party content.
The website uses infrastructure that may employ security technologies, including bot-protection mechanisms. These may include cookies used to help protect the website from automated abuse.
The vEAG homepage includes embedded YouTube content. When this content loads or is used, YouTube may store or access cookies and other information on your device under its own service arrangements.
Third-party content and services may be subject to the relevant provider’s privacy and cookie policies.
Where cookies or similar technologies require consent under applicable law, we will seek that consent before they are used.
12. Automated Decision-Making
vEAG may use software to organise records, identify account associations and support administrative checks.
We do not intend to make decisions producing legal or similarly significant effects about individuals solely through automated processing. Where an administrative issue requires a decision, it may be reviewed by the person responsible for administering vEAG.
13. Complaints
If you have concerns about how vEAG handles your personal information, please contact privacy@veag.co.uk in the first instance so that we can consider your concerns.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent data-protection regulator.
Further information about the ICO is available at ico.org.uk.
14. Changes to This Policy
We may update this policy when our practices, services or legal obligations change. The latest version will be published on the vEAG website, with the date of the latest update shown at the top of the policy.