GDRP Policy


At Hampshire Aeroplane Club we take the privacy of your data very seriously. This Privacy Statement specifies how we treat personally identifiable information. We provide this Privacy Statement because you have a right to know what information we collect and how it is protected and used.

We aim to be clear about our purposes when we collect your data and not do anything you wouldn’t reasonably expect. This Privacy Statement sets out the ways in which we use your data and how you can hold us accountable for that.

What information do we collect?

You give us your information when you contact us for information, by phone or online via our website; by signing up to our newsletters or social media platforms; by updating your preferences on our website; by making bookings; or by communicating with us. We also keep your details when you sign up to receive emails from us. If you have signed up to undertake training with us then we also hold training records personal to you.

The information we hold about you may include:

  • Your name
  • Postal address
  • Telephone number
  • Email address
  • Booking history
  • Billing information
  • Training history
  • Licence details
  • Your preferences for how we communicate with you about our activities

We maintain a record of your transaction history, but we do not store your payment card number.

We keep a record of the emails we send you, and we may track whether you receive or open them so we can make sure we are sending you the most relevant information.

We may then track any subsequent actions online, such as website members page access.

How do we use your data?

We use your data to:

  • Provide you with updates and training information or in response to information you have asked for
  • Contact you if there are any important changes to your booking or training
  • Administer your purchases and training records
  • Keep a record of your relationship with us
  • Occasionally undertake customer research to help us understand how we can improve our services or information
  • Ensure we know how you prefer to be contacted
  • We may combine information you provide to us with information available from external sources in order to gain a better understanding of our members and visitors.
  • We use profiling and segmentation to ensure communications are relevant and timely and to provide an improved experience to our customers and supporters.
  • When building a profile we may analyse geographic, demographic and other information relating to you in order to better understand your interests and preferences in order to contact you with the most relevant communications.

Marketing communications

If you have opted to receive marketing communications from us by post or email, we will tell you about events and Hampshire Aeroplane Club related services that might be of interest to you. We will;

  • Email you about forthcoming events, club activities, training sessions, or a combination of these in the HAC Newsletter.
  • Mail you about updates in training, offers, rates along with financial documents including quotations and invoicing.

In order to send you information that might be of interest to you we will analyse your personal information and booking patterns to create a profile of your interests and preferences. Occasionally, we may include information in these communications from partner organisations or organisations who support us.

If you have opted out of marketing communications, we may still get in touch with you for administrative purposes regarding your membership or training. For example, we may email you to give you important information about a booking which may need to be changed for certain reasons.

You can change your marketing preferences or opt out of marketing communications by emailing info@flyhac.co.uk or calling us on 0333 355 0764

Third parties

We will not share any of your personal details with any other third parties without your agreement, unless required in order to fulfil our contract with you or allowed by law.

In general, the third-party providers used by us to fulfil our contract with you will only collect, use and disclose your information to the extent necessary to allow them to perform the services they provide to us. These providers may include the CAA or other flying schools (as agreed by you) should you be transferring organisation.

Use of the website flyhac.co.uk

We collect non-personally identifying information of the sort that web browsers and servers typically make available. This includes technical information, such as your IP address and your login information and information about your visit, such as records of how you navigate the pages on our site and how you interact with the pages.

Cookies

A cookie is a small file, saved onto your device, which stores small pieces of information about how you have used our site or to aid the online purchasing process. We use cookie information to monitor traffic levels and to find out how our website is used, so we can keep improving. Cookies are also needed to enable your account and the booking process to work smoothly. It is not possible to use our website without using cookies, so there is no option to opt-out. We do not store any information about you personally in our cookies.

Google Analytics Advertising

Hampshire Aeroplane Club have implemented the following features through Google Analytics Advertising:

Demographics and Interest reporting, Remarketing, GDN Impression Reporting and the DoubleClick Campaign Manager integration.

Hampshire Aeroplane Club and third-party vendors may be using first-party cookies (such as the Google Analytics cookie) or other first-party identifiers, and third-party cookies (such as Google advertising cookies) or other third-party identifiers together. Visitors can opt-out of these Google Analytics Advertising Features through Ads Settings, Ad Settings for mobile apps, or other available means (for example, the NAI's consumer opt-out).

How we keep your data safe

Your personal data will be held and processed on Hampshire Aeroplane Club’s systems. Where possible we aim to keep a single record for each customer. Your data is always held securely. Access to customer information is strictly controlled. It is held in the UK and the processes are EU compliant. Email data is held by our email distribution supplier 1and1 / Gmail, who are EU compliant.

Retention period

We will store your data in our systems for a maximum of 3 years after your last booking, transaction or communication with us. To determine our retention periods we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and the applicable legal requirements.

Sensitive information*

Sometimes we ask you to provide sensitive information, for example details regarding aviation medicals / restrictions, or next of kin information or if you apply for a job. As with all the personal information we hold, sensitive information is held securely and restricted to those who need to use it. We will delete information when we no longer need it.

CCTV and recorded images

N/A

Your rights

You have the following rights related to your personal data:

  • The right to request a copy of personal information held about you
  • The right to request that inaccuracies be corrected
  • The right to request us to stop processing your personal data
  • The right to withdraw your consent to direct marketing
  • The right to request that we erase your personal data
  • The right to lodge a complaint with the Information Commissioner's Office

How can I see what information you are keeping on me?

You have the right to get a copy of the information that we hold about you, this is called a Subject Access Request. You can request a copy of your personal information in writing to Hampshire Aeroplane Club, Solent Airport, Gosport Road, Stubbington, PO14 2AE or email info@flyhac.co.uk.

Please include your full name, address and contact telephone number and details of the specific information you require, including any relevant dates. You will need to supply proof of your identification. We will respond to your request within one calendar month from receipt.

Please note this service is free of charge, however we will be allowed to charge you for our reasonable administrative costs if your request is clearly unfounded or excessive.

Changes to this policy

We may change this Privacy Policy from time to time. If we make any significant changes in the way we treat your personal information we will make this clear on our website or by contacting you directly.

Contact us

Please contact us if you have any questions about our Privacy Statement, or wish to be removed from any communications or data processing activities please email info@flyhac.co.uk

* Where you have engaged with us and have indicated that you are a wheelchair user or have any other disability, rather than ask for your consent to process this special category of personal data which is outside of your reasonable expectation to be so asked and is difficult for us in practice to administer given the requirements of GDPR in relation to consent, we will rely on Schedule 1 Pt 2 para 16 of the Data Protection Bill 2018 which permits the processing of special category data for 'Support for individuals with a particular disability or medical condition'.

Updated Jan 2021




Sales Terms & Conditions


Trial Lesson Terms & Conditions:

  1. Voucher for single use only
  2. Trial lessons are valid for 9 months from end of calendar month in which purchased or until date of expiry shown
  3. Extensions may be requested if circumstances prevent use of voucher during the period for which the trial lesson is valid
  4. Trial lessons are valid only for aircraft type for which they are purchased
  5. Trial lesson gift vouchers are not for resale – vouchers / trial lessons can be gifted to 3rd parties and HAC informed of the change
  6. Refunds are not available
  7. Trial lessons are from and to Solent Airport only and on the same day of departure – Land-away Trial lessons will land/stop/depart one additional airfield also
  8. A single passenger may accompany the person undertaking the trial lesson within the Cessna 172 only – the Robin DR400 can not accommodate a passenger
  9. A single trial lesson is permitted per pilot in training – further lessons are charged at standard training rates (at time of each lesson)
  10. All those undertaking trial lessons must be medically fit at time of lesson
Nov 2020




Site Usage Terms & Conditions


Welcome to the Hampshire Aeroplane Club (HAC) website. If you continue to browse and use this website, you are agreeing to comply with and be bound by the following terms and conditions of use, which together with our Privacy Policy (plus Cookie Policy) govern HAC’s relationship with you in relation to this website. If you disagree with any part of these terms and conditions, please do not use our website.

The term ‘Hampshire Aeroplane Club’ or ‘HAC’ or ‘us’ or ‘our’ or ‘we’ refers to the owner of the website whose registered office is HANGAR 16, VULCAN WAY, SOLENT AIRPORT, PO14 9FW. The term ‘you’ or ‘your(s)’ refers to the user or viewer of our website.

The use of this website is subject to the following terms of use:

  • The content of the pages of this website is for your general information and use only. It is subject to change without notice.
  • Neither we nor any third parties provide any warranty or guarantee as to the accuracy, timeliness, performance, completeness or suitability of the information and materials found or offered on this website for any particular purpose. You acknowledge that such information and materials may contain inaccuracies or errors and we expressly exclude liability for any such inaccuracies or errors to the fullest extent permitted by law.
  • Your use of any information or materials on this website is entirely at your own risk, for which we shall not be liable. It shall be your own responsibility to ensure that any products, services or information available through this website meet your specific requirements.
  • This website contains material which is owned by or licensed to us. This material includes, but is not limited to, the design, layout, look, appearance and graphics. Reproduction is prohibited other than in accordance with the copyright notice, which forms part of these terms and conditions.
  • All trademarks reproduced in this website, which are not the property of, or licensed to the operator, are acknowledged on the website.
  • Unauthorised use of this website may give rise to a claim for damages and/or be a criminal offence.
  • This website may also include links to third party websites. These links are provided for your convenience to provide further information. They do not signify that we endorse the website(s). We have no responsibility for the content of the linked website(s).
  • Your use of this website and any dispute arising out of such use of the website is subject to the laws of England, Northern Ireland, Scotland and Wales.

Jan 2021




Cookie Policy


What are cookies?

Cookies are simple text files that are stored on your computer or mobile device by a website’s server. Each cookie is unique to your web browser. It will contain some anonymous information such as a unique identifier, website’s domain name, and some digits and numbers.

What types of cookies do we use?

  • Necessary cookies

Necessary cookies allow us to offer you the best possible experience when accessing and navigating through our website and using its features. For example, these cookies let us recognize that you have created an account and have logged into that account to access the content.

  • Functionality cookies

Functionality cookies let us operate the site in accordance with the choices you make. For example, we will recognize your username and remember how you customized the site during future visits.

  • Analytical cookies

These cookies enable us and third-party services to collect aggregated data for statistical purposes on how our visitors use the website. These cookies do not contain personal information such as names and email addresses and are used to help us improve your user experience of the website.

How to delete cookies?

If you want to restrict or block the cookies that are set by our website, you can do so through your browser setting. Alternatively, you can visit www.internetcookies.org, which contains comprehensive information on how to do this on a wide variety of browsers and devices. You will find general information about cookies and details on how to delete cookies from your device.

Contacting us

If you have any questions about this cookie policy or our use of cookies, please contact us.

Jan 2021




Covid 19 Policy & Arrangements


Introduction

COVID-19 is a respiratory disease caused by a virus called coronavirus. The symptoms of COVID-19 are:

  • A cough
  • A high temperature
  • Shortness of breath

These symptoms do not necessarily mean you have the illness. The symptoms are similar to those for other much more common illnesses, such as a cold or flu. Coronavirus is spread in droplet form, both directly or indirectly (such as on surfaces) and can survive outside the body for 72 hours. It is very unlikely to be spread through packages or food.

COVID-19 has a relatively low chance of transmission. Statistically if 8 people are in close proximity over an 8 hour period, and one of them has COVID-19, only 1 in the originally healthy 7 people will have had the virus passed on to them.

The mortality rate of COVID-19 is also very low. Figures are in constant review as more cases are discovered, however at time of writing the current mortality rate is 3.4%. There is doubt about this figure, as mild cases are not being reported, and it is likely the percentage is much lower.

This working instruction has been produced in order to inform HAC personnel of HAC procedures about the COVID-19 disease. The priority of company directors is foremost the continued good health and safety of all persons, as well as ensuring business continuity.

Actions to safeguard and reduce spread

Although the risk of catching coronavirus is relatively low, HAC aims to reduce this risk further by implementing the following actions:

Hygiene

Additional hand soap will be provided in all washing areas. Guidance on hand washing is to be provided in these areas. A copy is provided here:

Washing Hands - NHS Guidance

Using warm water and soap is the best method for washing. This is more effective than using any types of hand sanitizer and therefore should be used in preference. If warm water is not available, then hand sanitizer should be used.
Hands should be washed more frequently than usual for at least 20 seconds. They should be washed:

  • Upon arriving at to the HAC premises and when departing
  • Upon entering an aircraft
  • After coughing or sneezing
  • Before handling food or drink
  • Regularly as required
  • On leaving the aircraft

Additional controls and safeguards are in place to ensure sufficient supply of cleaning materials, tissues, regularly emptied bins and sanitising of work areas.

Disinfecting Surfaces and Aircraft

Surfaces which are used by multiple people should be disinfected regularly using the high-level disinfectant. Examples of these surfaces are door handles, printers, steering wheels, flying control, instrument panels, keyboards and mice etc.

Work areas, office spaces, classrooms, hangar areas, work equipment and vehicles will all be cleaned regularly and in accordance with government and company guidelines. Work areas and aircraft will be cleaned daily upon arrival prior to any training operations commencing and again upon departure from HAC premises each day.

It is the responsibility of all persons to ensure adequate and sufficient cleaning of all equipment and work areas, managers / instructors shall ensure that cleaning logs are maintained and submitted.

Social distancing

All persons are to follow government guidance on social distancing where possible, maintaining 2 metres distance with others. This applies in offices and classrooms, hangar area and guest waiting areas.

Where close proximity is necessary, the risk must be well managed, flying training is one of these key areas and covered below.

Aircraft Hire

Aircraft hirers are to ensure that all standard cleaning and disinfecting of the aircraft has taken place prior to carrying out any walk around check or signing for the aircraft.

It is the responsibility of the aircraft commander to ensure that all pre-cleaning has taken place along with the following:

  • Only members of the same household may be carried as passengers
  • Cleaning of flying controls and surfaces during aircraft check prior to flight
  • PPE optional (as solo or with members of same household)
  • Post flight cleaning of controls and surfaces take place and logged at the Ops Desk
  • All personal equipment is removed from the aircraft

Flying Training

Flying training is to follow the strictest guidelines due to the closeness in proximity to instructor and student, restrictions on access to HAC buildings will be maintained until such a time as the threat level is reduced.

The following guidance is to be followed for all flying training operations:

  • Cleaning of flying controls and surfaces during aircraft checks prior to flight
  • Face masks shall be worn at all times within the aircraft by Instructor and Student
  • Post flight cleaning of controls and surfaces shall take place and are to be logged
  • All personal equipment is removed from the aircraft

Aircraft Cleaning Checks

Pre/Post Flight:

  • Door handles
  • Window latch
  • Seat belts
  • Seats
  • Flying controls (including flaps and trimmer)
  • Throttle / mixture
  • Instrument panel
  • Any external surfaces prior to being touched during initial checks and following

Daily / Weekly:

  • Daily cleanings take place during the Check A
  • Full a comprehensive deep cleans are carried out weekly by HAC personnel

Updated Jan 2021





POLICIES

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