Privacy Policy
Prestwick Flying Club is a not-for-profit limited company (company number SC072166) with its registered address at The Flying Clubhouse, Shawfarm Road, Prestwick, Ayrshire, KA9 1HE. Prestwick Flying Club will be a "controller" of the personal information that you provide to us.
When you register as a member of Prestwick Flying Club or renew your membership we will ask you for the following personal information:
When you register as a member of Prestwick Flying Club or renew your membership we will ask you for the following personal information:
- Contact details – name, address, email, telephone
- Details of next of kin and emergency contacts
- Identification documents such a driving license or passport number
- Employer references and basic disclosure certificates
Why we need your personal information – contractual purposes
We need to collect our members' personal information so that we can manage your membership. We will use our members' personal information to:
- provide you with core member services, including but not limited to clubhouse access, flying training and experiences, airside passes, bowser training etc.;
- send you membership communications by post or email in relation to essential membership services, including but not limited to, membership renewals, membership fees' information, airfield notices etc.;
Why we need your personal information – legitimate purposes
We also process our members' personal information in pursuit of our legitimate interests to:
- develop and maintain our members' qualifications, including sending email communications to members to inform you of upcoming courses, renewal requirements and information on legislative changes which may affect their licences/training
- respond to and communicate with members regarding your questions, comments, support needs or complaints, concerns or allegations in relation to recreational flying
Why we need your personal information – legal obligations
We are under a legal obligation to process certain personal information relating to our members for the purposes of complying with our obligations under:
- the Companies Act 2006 to maintain a register of our members, which includes our members' name, address, the date they were admitted to membership and the date on which they ceased to be our member, and hold general meetings, including issuing notices and voting arrangements;
Other uses of your personal information
We may ask you if we can process your personal information for additional purposes. Where we do so, we will provide you with an additional privacy notice with information on how we will use your information for these additional purposes.
Who we share your personal information with
We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations.
Such organisations include Disclosure Scotland and Police Scotland for the purposes of issuing secure airside passes.
In the event that we do share personal information with external third parties, we will only share such personal information strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.
Such organisations include Disclosure Scotland and Police Scotland for the purposes of issuing secure airside passes.
In the event that we do share personal information with external third parties, we will only share such personal information strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.
How we protect your personal information
Your personal information is securely stored electronically by the membership secretary. In addition some paper documents such as employer references and disclosure certificates are held securely by the membership secretary.
How long we keep your personal information
We will only keep your personal information for as long as necessary to provide you with membership services. Unless you ask us not to, we will review and possibly delete your personal information and training records where you have not renewed your membership with us for 3 years.
We will keep certain personal information of members for longer in order to confirm your identity, when you were a member of Prestwick Flying Club and for how long. We need to do this to comply with the Companies Act 2006, which requires us to keep a register of members or in the event of a claim against Prestwick Flying Club.
We will keep certain personal information of members for longer in order to confirm your identity, when you were a member of Prestwick Flying Club and for how long. We need to do this to comply with the Companies Act 2006, which requires us to keep a register of members or in the event of a claim against Prestwick Flying Club.
Your rights
You can exercise any of the following rights by writing to us at The Flying Clubhouse, Shawfarm Road, Prestwick, Ayrshire, KA9 1HE.
Your rights in relation to your personal information are:
Your rights in relation to your personal information are:
- you have a right to request access to the personal information that we hold about you by making a "subject access request";
- if you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information;
- you have a right to request that we restrict the processing of your personal information for specific purposes; and
- if you wish us to delete your personal information, you may request that we do so.